If you intend to host a meeting, conference or tradeshow, attendee registration will be one of the critical components of your overall event plan. You may plan to have your attendees to pre-register online, or you may allow your guests to register at the door. The promotional material for the meeting or the meeting invitation may set your guests’ expectation for the event, but the registration process is the first opportunity you’ll have to deliver what your guests are hoping for.
If your meeting registration process is well planned and well executed, your attendees will feel like they’re well on their way to enjoying a productive meeting or conference. On the other hand, if your registration process is disorganized, confusing or frustrating, your guests may begin to wonder whether or not attending this meeting or event is really a good idea. It also puts you in the unenviable position of having to work harder to earn their trust, put them at ease and help them make the most of the meeting, conference or event.
How can you ensure that you start on the right foot with your guests? Here are a few tips to simplify your meeting registration process.
Plan, plan, plan! Planning ahead is always helpful, and nowhere is this more true than in meeting registration. Pre-registration allows you to gauge attendance correctly, and provide for the needs of your attendees. It can also help vendors and speakers know what to expect from your event.
Know what information you need. You can use your registration process to collect and manage useful information, provided that you’ve assessed your own information needs beforehand. An easy, online registration process can do more than identify your attendees. You can assess their travel and housing needs, discover any special needs or accommodations they might have, collect and process payments up front, and incorporate current and correct attendee information into your membership database. You can also use this information in successive years to choose ideal venues to accommodate your group.
Be realistic. A lot of factors go into creating a successful registration process. Lead-time, meeting size and meeting purpose all impact your approach to meeting registration. If you’re pressed for time, or you’re not confident that you have the internal support staff to conduct meeting registration efficiently, consider handing off the meeting registration process to a professional event registration firm that can manage your meeting registration process for you. You’ll get all of the benefits of pre-registration delivered by professionals who are focused on the details of registration, and that will leave you time to focus on the content of the meeting.
Staff correctly. Whether you plan an online registration process, an in-person registration process or both, having enough staff available to answer questions and address issues is key to delivering a trouble-free event. Online registration allows people to register for your event at their convenience, but it also means that questions may arise at odd hours! In-person registration means that you may encounter attendees who have more questions, need more assistance with the registration process or need to provide payments at the door. It also may mean that unexpected problems with an onsite registration system may slow down your event personnel. A professional registration management company can ensure that your attendees receive individual attention no matter how they register for your event, and that your onsite staff have the support they need to conduct quick, easy event registrations.
BUZZ Registration is a full-service meeting registration management firm located in Hamilton, NJ. Our dedicated team of meeting registration specialists offers comprehensive meeting registration management solutions to deliver a registration experience like no other! Please contact us at (888) 202-2262, firstname.lastname@example.org
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