event-registration

The First 15 Minutes Can Define Your Entire Event

You can have the perfect venue.

The best speakers.

A strong attendance list.

Months of planning.

But if delegates arrive to long queues, missing badges or a slow registration process, the perception of your event changes immediately.

For Marketing Directors, Event Managers and Sponsorship Teams, onsite event operations have become just as important as event planning itself.

Today’s attendees expect a seamless experience.

Sponsors expect measurable engagement.

Management expects accurate reporting.

This is why leading organisations across Banking, Insurance, Asset Management, Pharmaceutical, Automotive and Technology sectors are investing in modern event technology that extends far beyond online registration.

Delegate Check-In and Attendance Tracking Are No Longer Optional

One of the most common frustrations at corporate events is the registration process.

Manual attendance lists, spreadsheet-based registrations and paper sign-in sheets often create unnecessary delays and inaccuracies.

Modern delegate check-in solutions allow attendees to register quickly using digital event credentials and QR-based attendance verification. Learn more about our /qr-code-event-check-in-attendance-tracking/ Solutions.

The benefits include:

• Faster delegate check-in
• Reduced registration queues
• Improved attendee experience
• Accurate attendance tracking
• Real-time event visibility
• Attendance reporting dashboards

For organisations running conferences, roadshows, executive breakfasts, CPD events and exhibitions, real-time attendance tracking provides immediate insight into event performance.

Event teams can see exactly who has arrived, who has not attended and where additional engagement may be required.

Event Accreditation Provides Greater Control and Security

Large-scale events often involve multiple attendee categories.

These may include:

• Delegates
• Speakers
• Sponsors
• Exhibitors
• VIP Guests
• Media Representatives
• Internal Staff

Event accreditation technology enables organisers to manage access rights, security requirements and attendee permissions from a central platform.

Rather than manually managing access, accreditation systems help ensure the right people gain access to the right areas at the right time.

For highly regulated industries such as Financial Services, Insurance and Pharmaceuticals, event accreditation also supports governance, compliance and audit requirements.

Onsite Badge Production Improves the Delegate Experience

Many event organisers still rely on pre-printed name badges.

While this may seem efficient, it often creates challenges when:

• Registrations change
• New delegates are added
• Walk-ins arrive
• Information is updated at short notice

Modern onsite badge production allows event teams to print professional, branded delegate badges instantly.

Benefits include:

• Faster event registration
• Professional delegate experience
• Improved networking opportunities
• Accurate attendee information
• Reduced administration

Most importantly, onsite badge production helps event teams remain agile while maintaining a professional event environment.

Sponsors Want More Than Brand Visibility

Corporate sponsors increasingly expect measurable value from event participation.

Simply displaying a logo is no longer enough.

Sponsors want answers to questions such as:

• How many delegates engaged with us?
• How many qualified leads were generated?
• Which prospects showed the highest interest?
• How quickly can we follow up after the event?

This is where lead capture technology becomes critical.

Lead Capture and Lead Retrieval Technology Drive Better Sponsor Outcomes

Lead capture technology enables sponsors and exhibitors to collect attendee information instantly during conversations and networking interactions.

Instead of relying on business cards or handwritten notes, exhibitors can capture accurate delegate information in real time.

This provides:

• Qualified lead collection
• Faster sales follow-up
• Improved sponsor reporting
• Better lead management
• Enhanced exhibitor value
• Real-time engagement insights

For exhibitions, conferences and sponsorship events, lead retrieval technology has become one of the most important tools for demonstrating sponsor value. As B2B event marketing continues to evolve, organisations are under pressure to demonstrate measurable engagement and lead quality.

Event Analytics Turn Attendance Data Into Actionable Insights

The most successful organisations no longer measure event success by attendance alone.

They measure:

• Delegate engagement
• Attendance trends
• Sponsor interactions
• Lead generation
• Survey feedback
• Audience behaviour

Event analytics provide marketing teams with the information needed to improve future events while demonstrating value to stakeholders.

By combining delegate registration, attendance tracking, accreditation, lead capture and post-event reporting into a single platform, organisations gain a complete view of event performance.

Why Corporate Event Teams Are Moving Towards Event Intelligence Platforms

Many organisations currently use multiple disconnected systems for:

• Invitations
• Event registration
• Delegate communications
• Attendance tracking
• Badge printing
• Surveys
• Reporting

The result is duplicated work, fragmented data and increased administration.

An integrated Event Intelligence Platform consolidates these functions into a single ecosystem, helping marketing and event teams:

• Reduce administrative workload
• Improve delegate experiences
• Strengthen sponsor engagement
• Improve reporting accuracy
• Increase operational efficiency
• Gain real-time event visibility

Leading organisations are moving beyond event registration and attendance reporting. They are investing in Event Intelligence — the collection and analysis of attendee, engagement and behavioural data throughout the event lifecycle. As explained by MarketingProfs, event intelligence helps organisations understand what happened at an event, how attendees engaged and whether business objectives were achieved.

How RSVP Agency Supports Modern Corporate Events

RSVP Agency’s Click Thru Event Intelligence Platform helps organisations manage the complete event lifecycle through a single integrated solution.

Capabilities include:

Delegate Management & Event Registration

• Online event registration
• RSVP management
• Automated communications
• Reminder campaigns

Delegate Check-In & Attendance Tracking

• Real-time attendance verification
• Digital event check-in
• Attendance reporting

Event Accreditation & Access Control

• Delegate accreditation
• VIP access management
• Secure event access control

Onsite Badge Production

• Instant badge printing
• Professional branded credentials
• Walk-in registration support

Sponsor Lead Capture & Analytics

• Lead retrieval technology
• Exhibitor engagement tracking
• Sponsor reporting dashboards

Event Intelligence & Reporting

• Attendance analytics
• Survey reporting
• Delegate insights
• Event performance dashboards

Whether you are managing a national roadshow, executive conference, exhibition, CPD programme or client engagement event, RSVP Agency helps transform event operations into measurable business outcomes.

Looking for a Smarter Way to Manage Events?

If your organisation is looking to improve delegate management, event registration, attendance tracking, accreditation, badge production and sponsor lead capture, RSVP Agency can help.

Contact our team to discover how Click Thru helps marketing and event professionals deliver more efficient, data-driven and successful events.

What is delegate management software?

Delegate management software helps organisations manage registrations, attendance tracking, communications, accreditation and reporting throughout the event lifecycle.

What is event accreditation?

Event accreditation is the process of verifying attendees and controlling access to specific event areas, sessions or activities.

How does attendance tracking improve events?

Attendance tracking provides accurate data on delegate participation, helping organisers measure engagement and improve future events.

What is lead capture technology?

Lead capture technology allows exhibitors and sponsors to collect attendee information digitally during events, improving follow-up and reporting.

Why is lead retrieval important at exhibitions?

Lead retrieval helps exhibitors identify qualified prospects, track engagement and demonstrate return on investment from event participation.

If you’re using event registration software, congratulations! You’re on your way to creating world class events. While event management software can take your events from zero to hero, you do need to be equipped with the necessary know how to get the most out of your software.  We’re by no means suggesting that you need to be a tech guru, but a little know-how goes a long way. We’ve compiled six tips to help you maximise on the tool at hand.

1. Keep your registration forms short

Ever attempted to buy something online, only to be met with a checkout process that’s so laborious you abandon your cart in frustration? Event registration forms are no different. No one wants to fill out lengthy forms, which means that in order to set the right tone from the get go, you need to make this task as easy as possible for guests. Short and sweet wins, hands down.

2. Personalise event reminders

With the relevant data at your fingertips, there’s no excuse for generic reminders. Nothing puts a person off more than feeling like a nameless number on a list. The beauty of event registration software, however, is that you can easily segment your guest lists according to the people who’ve RSVP’d yes, and those who haven’t yet responded. Personalise your follow-ups accordingly – this goes a long way in demonstrating that each and every guest is important to you – and will help to increase attendance rates as a result.

3. Include the five Ws in your invitations

The five Ws – who, what, why, when and where – don’t only apply to journalistic best practice, but to event invitations too. Make sure you’re not leaving guests in the dark by including all the relevant logistical information about the event. Remember that a guest should never have to work to obtain information about an event.

4. Include an incentive in your invitations

Merely including the whys and whens in an invitation won’t result in a stellar attendance rate. Your invitation has to excite your guests, clearly indicating the ways that attending your event will benefit them. No one wants to go to a run-of-the-mill event; your guests need to be incentivised in order to show up. Bear in mind that because the benefit of your event is bound to be an intangible one, you’ll need to use convincing copy to illustrate this.

5. Don’t neglect the power of verbal communication

When coupled with the power of your event registration software, reaching out and calling a guest who hasn’t RSVP’d lends a personal, and much appreciated touch to their event experience. Use this opportunity to get to know your guests – any additional information you glean from the call can be saved in your data repository – adding another layer of insight that can be used to build a personalised event that really resonates.

6. Make your guests feel memorable

One of the most useful functions of event registration software is that it allows you to build up an in-depth profile of your guests. The next time you invite them to an event, as well as addressing them by name, demonstrate the fact that you remember them by confirming if their personal information is still relevant. Leverage off the power of event registration software by making use of the information it allows you to collect.

Event Management Software is an indispensable tool. Find out more about our Guest Concierge Management Software that enables leading brands to successfully run events that wow.

Event registration might just be the tip of the event planning iceberg, but it’s one of the most important parts of organising a mind-blowing event. With no guests, there’s no event. Getting people to sign up for your event can be tricky – especially as your online invitations can get lost in the maelstrom of emails in the inboxes of your invitees. People’s schedules are often jam packed and deciding whether or not they’ll attend an event might be made in a split second. Here are four steps you can take to make sure that split second decision is the right one.

1) Give your brand’s biggest fans the rewards they deserve

If you are putting on an annual event, be sure to send out invites to the guests who attended last year’s function, as soon as the date is confirmed. Even if the finer details of the day are not confirmed, telling the supporters of your past events well before anyone else will make them feel appreciated – and they might even help you spread the word. Offer them early-bird pricing on tickets, VIP access to your event or even a special offer on some of your products to make them feel valued for their commitment to your brand. Make event registration as easy and appealing as posible for them. They might well turn into your best brand advocates.

2) Harness the power of social media platforms to target those you know are interested in the same things

LinkedIn in a godsend when it comes to promoting your upcoming function. It allows you tap in to a huge number of potential guests that goes over and above your company database – as well as their connections. LinkedIn groups, events and company pages let you target people by industry and areas of interest: if you promote your event within these circles, chances are it won’t fall on deaf ears. The beauty of social media is how easy it is to share information. The conversations generated around your event online are great  publicity, too.

3) It’s no longer all or nothing when it comes to attending events

One barrier to event registration is whether your potential guests can attend the event from start to finish. If your function is a several hour affair, made up of networking drinks, speeches, seminars, entertainment and dinner, it may take up an entire day or evening. By dividing the event into one to two hour slots and then offering different attendance options, you open up a whole new group of people who could potentially attend. Each guest who registers can then be allocated their own unique QR code which grants them access to their chosen part of the day or evening. This can also double as a parking pass or way to get into different areas of your venue. This personalised approach to event registration will instil a feeling of exclusivity in your guests – which can only do wonders for how they feel about your brand.

4) Entice your guests with the propsect of the entertainment in store at your event

Everybody loves to be entertained, as well as informed. Your event will likely have something interesting and unique about it that can be leveraged when sending out event registration emails. Highlight whether a key note speaker at the event is a leader in their field or if a popular singer will be performing. Perhaps your function will be having a Mexican food theme or have its bar sponsored by a notable wine farm. The venue you are holding your event at might have some historical significance or be situated in a particularly beautiful location. All of these factors will help to grab the attention of those invited.

Boosting your event registration doesn’t have to fill you with worry and dread. By getting into the minds of your invitees and using online invitations and technology to your advantage, you’ll no longer have to fear a half empty room. Find out more about our Event Management Software, here.

An oft-neglected element of corporate get-togethers are the event registration systems used. Unfortunately, this is to the detriment of many a brand or company. A large portion of event organisers focus solely on the décor, venue, entertainment etc. – neglecting the fact that if their registration process is chaotic, even the most breath-taking venue or mouth-watering catering won’t be able to save an event.

Ultimately, the way your event is run determines its success. In order to conduct an event that’s smooth-sailing as opposed to a bumpy ride, you’ll need sophisticated registration tools at your disposal.

Here are the top four reasons why you can’t afford not to use sophisticated registration tools:

1. Streamline your event.

Instead of having to manually search through printed lists – which in the case of a corporate event can often run into the hundreds – a digital registration tool not only aides your event organisers but reduces the amount of time your guests have to spend in a queue. By running a streamlined, efficient registration or check-in, you’re setting the tone for the rest of the event, which means that it’s crucial that you start off on the right foot.

2. Ensure guests’ security.

Many corporate events entail high-profile guests. A burly bouncer and visible security might seem like a good idea, but human error can result in security being breached. If you’re using a registration tool that works with a QR scanner, the safety of your guests is that much superior. If a guest doesn’t have the designated QR code on their invitation or phone, they won’t be able to access restricted areas. In addition, there won’t be any instances of a non-invited guest impersonating a legitimate invitee.

3. Position your brand as technologically innovative and professional.

The aim of a corporate event is to elevate your brand’s positioning. It’s logical then, that every single facet of your event needs to point to the fact that your brand or company is an industry-leader. You’d never serve the main course at a VIP banquet on paper plates, so why use out-dated, inefficient registration tools? Replacing a clipboard and reams of paper with cutting-edge, intuitive tools that run on an iPad, tablet or mobile not only ensures a streamlined registration process, but demonstrates the professionalism of you brand too. In turn, your brand equity is amplified.

Sophisticated registration systems not only elevate the overall management and success of an event, they enable you to gain invaluable insight into your guests. Because QR codes control access, and include details such as the time a guest entered a venue, the specific areas they accessed and the duration of time spent in each section – you’re able to gather vital information about your guests.

4. When combined with RSVP software, detailed data can be gathered about your guests.

We’ve spoken before about the vital role that a thorough understanding of your target market – in this case – your guests – plays in your marketing efforts. The brands that understand their audience are able to offer relevant brand offerings, specifically tailored towards their target market. As a result, companies who have an in-depth understanding of their consumers are those who enjoy increased brand advocacy and loyalty. The more information you’re able to collect about your guests, the easier it is to create an event that resonates.

Find out more about our event registration systems and RSVP software here. Image Credit: MedCure

Planning and managing any event registration process can be a tiresome affair. Too often, event managers focus on the actual event, resulting in a poorly-planned registration process that leaves guests feeling irritated before they’ve even set foot inside.  A streamlined check-in is pivotal for setting the tone of an event, but getting this right can leave even the most seasoned event planner frazzled. Fear not, we’ve put together our tips to help you keep your cool the next time you’re tasked with overseeing an event registration.

Simplify the process by giving your guests the option to pre-register

Not only will this considerably speed up the registration process on the day, it’ll also up your RSVP rates. If guests know that they won’t have to stand in long queues, or wait around as their colleagues check-in, they’re more likely to accept your invite. Including clear instructions on your invitations that allow guests to quickly reply and then register makes for a hassle-free registration that positions your event in a professional light.

Always allow more time than necessary

Just like some people prefer to physically check themselves in at the airport, some of your guests will opt to register on the day. Hiccups are inevitable, so make sure that you’ve allotted more than enough time for the process, in order to avoid late starts and disgruntled guests. An event registration process is a drawn-out affair – however well you’ve planned it, so play it safe by dedicating adequate time to avoid irritated guests and staff.

Aim to oversee, not micromanage

Ideally, an event manager’s attention should be on managing the logistics of an event, and not on administrative tasks. Outsource your registration process by hiring professionals who’re adept at running swift and efficient operations. You’ll have more time in which to attend to the small details, and you won’t be worrying that your VIP is standing in a queue waiting for his name tag to be found.

Give your guests several payment options

This is another way to up attendance rates and avoid the event registration process being more laborious than necessary. Give your guests the option of paying with cash, via a pocket POS, or paying online when they pre-register. The easier it is for someone to pay, the more pleasant their experience. Remember that every interaction a guest has with your event – from their invitation, to registration, to the event itself – is a chance to showcase your brand in the best possible light.

Streamline the process with event registration software

Don’t waste time setting up desktop computers, modems, and other old-school paraphernalia. Kit your staff out with tablets or smartphones which have access to the internet. This allows them to register guests at the touch of a button. This will also avoid confusion and keep everyone updated, as an online guest list is updated in real time – so everyone can see who’s arrived, who you’re waiting on, and who’s cancelled at the last-minute.

Event registration doesn’t have to be a headache. Outsourcing the process or employing the use of event registration software will go a long way in transforming an exasperating process into one that’s efficient and professional experience – for you and your guests.

 

Most event managers have their preferred way of doing things, and some practices make more sense than others. We’ve rounded up a couple of the most misguided pieces of advice we’ve heard about the conference registration process. Read on to find out what not to do.

One registration desk is sufficient for streamlined registration.

Some event managers are under the impression that one desk, with a single “check-in” points, is the most efficient way to register their guests. They’re guided by the thinking that the area will be easy to spot, and staff will be able to work together as a team. Unfortunately, this often leads to congestion and frustrated guests – painting an unprofessional portrait of your brand. Avoid this situation by placing multiple registration desks in a room. Ensure stations are visible by making use of clear signage, and user ushers to direct your guests. In addition, guests could be grouped according to surname clusters to make the process even more organised.

Name tags only need to be printed as people arrive.

While this seems like a great idea in theory, mainly because of the cost-saving aspect, this process is incredibly time consuming and not worth the couple of cents you are going to save. What’s more, if you encounter technical difficulties on the day, like a printer that’s run out of ink, you’ll hold up the entire event programme, resulting in unhappy guests. Instead, pre- print them before the day, and then have the facilities to allow you to print a few new tags in case an uninvited guest arrives, or someone’s name is spelt incorrectly.

Using Excel to record all registration details.

This means that each registration desk has a different, and often conflicting, version of your guest list, which makes collating the data extremely difficult. What’s more, if one of your computers is stolen – you’ve lost precious data that won’t be recoverable.

Using an online event software solution eradicates all of these problems. This will ensure that all of your data is synced, in real time. You’ll also be able to send out SMSs or emails to notify people about last minute changes to the programme – positioning your events as highly organised and professional.

Using sales staff to co-ordinate the registration process.

This seems like a smart choice, as most of your sales team will be able to recognise guests. However, this also means that your key sales people are stuck doing grunt work, missing out on valuable network opportunities. Instead, outsource this to experienced administrators who are adept at registration processes.

Using unskilled, temporary staff as registration facilitators.

The conference registration process is someone’s very first impression of your brand. If you’ve hired inexperienced staff to register your guests, you’ll come off looking unprofessional. A guest’s experience of the conference registration also sets expectation for the rest of the conference or event – rather spend a portion of your budget on hiring people with the relevant skills – the pay-off of using inept staff isn’t worth it.

Waiting for all guests to arrive before opening the registration desk.

Event planners often think this is a good idea, as they’ll be able to ensure that everyone is at the venue already, and by having a short registration period they’ll reduce both the costs involved, and the time it takes.  Waiting for everyone to arrive before opening your registration desks is a recipe for disaster – there will always be hiccups, which means extra time must be allocated. Some guests might be put off long queues, or be in a hurry to get to a talk in time, and won’t register at all. Make sure you have at least one desk open beforehand to allow early birds to register before the rest of your guests.

Treating guests, speakers, VIP’s and members of the media equally.

As egalitarian is this is in theory, you don’t want your VIPs having to stand in a queue with the rest of attendee. Ensure that they’re made to feel important, by creating a VIP check-in table, and by briefing registration staff on who’s who before the day.

Relying on desktop computers to check people

This is an outdated, and unnecessary practice. You’ll need to organise the setting up of each station, and if you need to move, you will need to pack up and unpack a whole lot of heavy equipment. You’ll also need to find a phone line or wifi connection. This isn’t conducive to positioning your brand as an industry leader. Make use of tablets such as iPads to check guests in, so that you can freely move about the venue, all the while being connected via 3G.

So, there you have it. If you’re planning your next registration process, take any advice you receive with a pinch of salt, and commit the above to memory.