If you have a big upcoming event, such as a Presidents Club, or Sales Kick-off, then you likely realize an event registration site is a critical tool you can leverage that will provide all of the relevant event information to your attendees, as well as enable you to capture all of the attendee information that you need for room block booking, food and activity preferences, air registration, and more.

Your Event Registration Site is Important

An effective registration site will greatly reduce the number of questions your staff will receive as you approach the event kickoff.

But keep in mind, you can have ALL of the information possible on the website, and still, get questions from attendees…So be prepared for this! ūüôā

We’ll use this article as a first of many regarding event registration sites. With deeper dives into the platforms, tips, and tricks, and expected costs to build internally versus hiring a 3rd party later.

For this article, we’ll talk about the must-haves so you can reduce the noise coming from attendees as you are prepping everything else for the event.

Regardless of whatever platform you decide to use, and there are pros and cons to each, you should have some essentials when having your registration site built.

Event Registration Site Must-Haves 

1) Know what information you need to capture.

Have a well planned out Registration Form.

Even if you are only expecting 50 or 100 attendees; if you build the site, disburse the email, and have all of your attendees register, but you forgot to ask for a simple detail like food allergies, their +1’s Passport number, or something else that normally doesn’t come top of mind, you really don’t want to have to manually email every one of them and ask that question.

And not just because it’s a PITA, but because getting a hold of someone after the fact can prove to be challenging. So, prepare in advance for every single question you need to ask. It’s ok if your event registration form is long, as long as you need the information.

2) Include A LOT of information.

The basics include information about the destination, the hotel, all activities offered, dining options, air registration, and much more about your Event!

The more information you can include on the site will not only build up the anticipation and excitement for your next event, but it will also greatly reduce the number of questions you receive before the Event, AND it makes your event registration form easier to complete. (re: dining and activity preferences)

You can pull a lot of the content AND pictures from the Suppliers, so don’t think you need to become a writer to make this work.

3) Have a prominently displayed Agenda.

A proper agenda will leave no question as to where your Staff should be and when. Post it way in advance, and leave it throughout the Event.

Pretty straightforward, but hugely important. The average attendee will look at an agenda several times before an event starts, and several more after it has begun. As long as your website is easy to access, they can pull it upright on their phone. Which brings me to my next point…

 

4) Make sure your event Registration Site is available on mobile!

As stated in the previous point, maybe you have a separate mobile event app, but maybe not. Either way, you want to have your event Reg Site available via mobile so your guests can get their info-fix during the event without tracking down your Events staff (who are probably running around managing the event!)

 

5) Have a simple (and custom) website domain for your event site!

With some event website platforms, you might be given a long drawn out URL that isn’t easily memorable. You can make this work, but it often means your attendees will be digging through emails to find that URL, as they’ll be checking the site frequently leading up to, or during the event. If the platform gives you the option to add a custom domain, DO IT!

6) Know your Privacy Laws!

Expecting anyone from the EU? Then you should know that GDPR is the most stringent privacy law in the world, and it applies to anyone that captures information about a resident of the European Union– Yes, that even means their Name, Address, Birthday, etc.

In the States, California is paving the way for the rest of the California Consumer Privacy Act. Just assume other States will follow shortly and prepare accordingly.
Read our article on GDPR for events here.

 

The Wrap

Depending on the type and size of your event should determine how flashy and content-rich your Reg Site is, but sticking with the guidelines above should put you, and your attendees in a really good spot leading up to the Event in providing everyone with relevant information.

If I can leave you with one more thought, it’s that we as humans are at the height of digital consumption – Meaning, the average person will choose to read 10s, even 100s of pages about a product, venue, service or event before participating, versus hearing the information from a live person.

If you are interested in seeing a quote for a turn-key (or managed) event registration site, please send us a note and we’ll be in touch shortly.

For event reg site options, here is a couple that we use!

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