Category: Blog

There’s nothing special about event apps

… certainly not these days, anyway. But while this kind of technology is now commonplace, it doesn’t mean that planners should ignore the importance that apps have when it comes to audience engagement. They may have been around for a while, but the passage of time doesn’t diminish the fact that apps play a vital role in linking an event and its audience. But why — when almost every event now has one — should you read yet another blog about event apps? Because familiarity breeds contempt and because this blog is a reminder of all the things that apps should do to enrich the audience experience. Likewise, it also offers a few pointers of how they should ease your role as an event planner.

Functionality and Audience Engagement: Embrace Your “Duh” Moment

What exactly do you need from your event app? What does your audience expect from an event app? It’s a simple question, but have you actually considered what users really need?

  • Do you want to see which sessions your audience plans to attend?
  • Does your audience want to seamlessly connect with other delegates?
  • Do you want to add a social element to the event via the app?
  • Have you thought of adding an element of gamification?
  • Would you like to offer an interactive floorplan?

So many considerations, so many options … but if an app doesn’t do what you or your audience want, there’s no point in considering it for your event.

From previous feedback, what’s the most popular feature an app can offer? Here at Eventsforce, we know that the facility to view session information and create personalised agendas are among the most popular features of our app. That’s not only great functionality for your delegates, but when the unexpected occurs — say a last minute room change, for example — this presents you, as an organiser, with a sudden delegate navigation dilemma, and so being able to make real-time changes to your event on the fly — in an easy, pain-free way — has to be an essential add-on.

Keep it Simple, Keep ‘em Connected

As with many things in life — and especially your event app — simple is best. An overly complicated app will only cause potential headaches for you and in a worse case scenario, could create disengagement among delegates who struggle or point-blank refuse to use a complex app. The last thing you need during your event is to be explaining how to use the app.  An easy UI will not only serve as an invaluable aid in delivering your event, but should be a tool for seamless audience interaction. You want:

  • Easy download
  • Easy set-up
  • Easy navigation

Finally, it’s worth keeping in mind all the considerations we mentioned earlier in terms of the functionality both you and your audience expect from the app. After all, just because a provider offers a dazzling array of features doesn’t mean that that app is the best choice for you or your delegates. The rule: keep it simple and keep ‘em connected with an app that makes the event journey easy and pleasant, but never awkward or arduous.

Strong and Silent: How Good Support Makes for Good Audience Engagement

As every planner knows, things can — and certainly will — go wrong during the course of an event. For that reason, you need to be certain somebody is there and ready to support you whenever you need it. Events generally don’t run a clear 9-5 from Monday – Friday, so have you considered checking your provider’s support hours? It seems like a simple thing, but when there’s a glitch late in the evening or at the weekend, do you really need to be managing this problem — as well as any others — that might crop up? This is where good support is invaluable.

And if you need to get in touch with your provider’s support team, how quickly can you expect a response? Will the team be aware of your event timing and therefore be present to virtually support you? How rapid is the escalation process? Having answers to these kinds of questions in advance can help you to make an informed decision on providers and can also have a direct impact on your desired levels of audience engagement.

Integration for the Win-Win

When looking at an app, there are a number of ways to approach it. You might:

  • look for the biggest brand
  • look at feedback
  • look for the cheapest provider

Integration functionality is definitely something that needs to be considered. Again, this goes back to asking yourself what you want to get out of your app. That’s why it’s essential to consider the integration between the app and all of your other systems. Without seamless integration between your internal systems and your event app, you’re not only making your life more difficult, but wasting time and potentially jeopardising the engagement experience of your delegates.

Take care to ensure that there’s a clear integration with each and every one of your tools by vetting suppliers according to the service they provide. Make sure you scrupulously review what pieces of software can be integrated from your current event technologies into your chosen app. This could (and should) include ticketing solutions and digital maps as well as interactive tools for audience engagement.

One option is to work with a supplier or vendor who specialises in integration services; they can create a bespoke connection to link their system with your event software. A second option, however, is to work with a provider like Eventsforce, which will enable you to manage your registration and app data in a single platform. Whichever way you go about things, don’t ever dismiss the link between integration and audience engagement; this is, after all, a win-win for both you and your delegates.

Event App + Time Saved = Audience Engagement

The best event app is one that saves you and your delegates time.

But how does this feed into audience engagement? Apps bring value to events only when they successfully connect attendees to the right information and the right people at exactly the right time. By selecting a system that provides simultaneous updates on both an app and a website, you’re ensuring that your delegates are viewing accurate information at any given moment. But the real engagement comes when your delegates can seamlessly connect with one another via an app, taking the time to select places to meet during networking breaks or even connecting just to say hello to any of their peers.

With the right system, you could extrapolate that success even further by gamifying these kinds of experiences in your app to create leaderboards in connections, or in the number of exhibitors visited, or sessions attended, etc. The point is, don’t be complacent with your app; engage with it to unlock its full potential, sharing the fun and excitement with your delegates, all while reaping the rewards of event success.


Running an event, want to boost your attendee engagement, and need a mobile app? Give your attendees an event experience they’ll remember with technology you can rely on. Learn how Eventsforce can make your next event fabulous and successful. Book your personalised demo now


A place for everything: organising event data for future success


At last, January is over and, with that, the relief that comes with making it through the first month of the year. As an event planner, your focus is now firmly fixed on the months ahead and while you’ve already got a lot on your plate, good data management can help make your life a lot easier. In our last post, we reminded you exactly why data management is worth caring about and now, as we round the curve into February, it’s time to explore exactly how — by carefully organising event data — you can clear your path to success.

Step 1: Actively Audit Before Organising Event Data

Behind each event — behind the artistry of every talented planner — there’s nothing but hard data. Simply put, a planner’s role is to capture and analyse the data generated by each and every one of their endeavours, all while building on that information to create future event success. Data management is an inherent part of the job and, as such, knowing exactly how best to organise all of these many streams of information is crucial to a planner’s work.

But with so much data in hand, the challenge of organising event data is knowing exactly where to begin. As a first step, you as a planner should consider the following questions:

    1. What data do I have? This could be anything from names, emails, stats, figures, etc. But on this point, it’s also worth thinking about where your information is currently stored (i.e., in a spreadsheet, in your event management system, an app, CRM, finance system or even entirely offline, etc.) and, importantly, its age. After all, there’s no point in keeping and organising data if it’s out of date.
  • What data do I need? Once you begin to audit the information that you already hold, you’ll likely find that you’ve collected information that you simply don’t need in order to successfully execute your next event. Not only is holding extraneous data a drain on your time and resources, but its continued retention could breach GDPR regulations, thereby putting your organisation and your reputation as a planner at risk. But before you deem any unused information superfluous, it’s also important to bear in mind any details that can help you to effectively report back on your activities to your stakeholders.
  • Are the sources of my data reliable and can I glean insight from this data? Do you trust the information you have and is it current and compliant with any relevant data regulations? If not, it will be impossible to gain the insight you need to build future events. And — perhaps more to the point — if you can’t understand and make sense of the data you’ve collected, it’s impossible to use that information to plan for event success.

Step 2: Organising event data in-real time

Once you have a good feel for the data you’ve already got, the data you need and, of course, the overall integrity of the information you currently hold, you can then make a start on organising event data in a way that makes sense to you. This is a key point because you — and your close colleagues — will be the ones to most frequently access and use the data you capture. As a planner — in addition to managing the data you already have — you have the added challenge of capturing and organising event data in real-time, as and when your event unfolds. To that end, think about all the systems, tools and points of contact that you use in the course of every event; there’s registration, check-in and payment systems to consider as well as apps, surveys and social platforms — not to mention the tools you rely on for audience engagement, networking, web analytics, etc.

Even in a best case scenario, you’re responsible for multiple sets and streams of data. This being the case, it’s logical to try and capture this information via systems that are linked to and automatically share information with each other. For example, if you’re planning an event for an association-type group, it would make sense to integrate your event management and your membership systems so that automatic membership checks are already integrated into your registration process. This dispenses with the need for manual checks, thus saving you and your team precious time.

Building on this example, by integrating this information, it means that members of your membership team — in the case of larger associations — will always see accurate data. Imagine: had you not synchronised these two systems, you would have had to manually report the latest data back to your membership team. As an added bonus, linking these systems also means that stakeholders are kept up-to-speed with regards to the activities of both members and non-members around your events. This in turn means that they can make expert and informed decisions in terms of how your activities as a planner could impact and hopefully increase overall engagement. It’s only one example, but it shows the level of insight that can be gained — and likewise, the results that can be achieved — by smart data management.

Congratulations — we’ve made it to February. And now, with these data organisation tips to hand, the path to future event success is just that much easier to navigate.

Running live, virtual or hybrid events? Struggling with organising event data? Give your attendees an event experience they’ll remember with technology you can rely on. Learn how Eventsforce can make your next event fabulous and successful. Book your personalised demo now.

AI Beyond Imagination: Contemplating the Events Landscape 50 Years from Now


What is the future of events? You only have to read the news to confirm that the advancement of technology is a clear given.  With that in mind, could the future of the events industry be limited only by our imaginations?  No one knows what time may bring, but half a century from now, it’s certain that profound technological innovation will have radically changed the experiences and expectations of event professionals and the audiences they serve. Join us as we delve into the scenarios and experiences that could shape the landscape of the event sector in the years to come.

Virtual Reality Extravaganzas

Virtual reality (VR) will revolutionise the delegate experience of future events. By donning VR headsets, attendees will be able to transcend physical boundaries by transporting themselves to any location — even to a fictional world. From attending global conferences from the comfort of their homes to exploring simulated environments, VR will offer attendees unlimited possibilities for engagement and connectivity from the comfort of their own home.

Holographic Presenters and Performances

Imagine a future where holographic technology brings renowned speakers and beloved performers back to life — even making it possible for attendees to meet and interact with long-gone icons and celebrities.  The incorporation of holographic technology will bring an ethereal touch to events, blurring the lines between reality and the supernatural while enhancing the individual event experience.  We can already see this kind of thing starting with Abba Voyage at the O2.

Brain-Computer Interfaces

Advancements in brain-computer interfaces will unlock new dimensions of engagement at events. In the future, attendees could use this technology to control lights, sounds, and visuals with their thoughts, creating an interactive and immersive environment of their own making. From shaping the atmosphere of a room to controlling the flow of presentations, the power of the mind will transform events into deeply personalised and truly unique experiences.

AI-Powered Personal Assistants

Artificial intelligence (AI) will play a significant role in the future event experience.  AI-powered personal assistants could be used to anticipate delegates’ needs, provide real-time information, and offer personalised recommendations. These virtual companions will also enhance networking opportunities, facilitate seamless navigation through complex venues, and provide instant translations for global multi-language events.

Sustainable and Self-Sufficient Event Spaces

Future event spaces will be designed with sustainability in mind.  As such, these venues will feature advanced energy-capturing systems, self-sustaining ecosystems, and smart waste management facilities.  In these spaces, technology and nature will merge seamlessly and harmoniously.

Augmented Reality Networking

Augmented reality (AR) will transform the event networking experience. By donning AR glasses or contact lenses, attendees will be able to instantly view real-time information about their fellow attendees. These AR overlays will display information concerning delegates’ professional backgrounds and shared interests, details that will help to foster meaningful connections and enhance the overall networking potential of events.

Interactive Multi-Sensory Experiences

In order to create unforgettable experiences, events of the future will engage all the senses. Advanced haptic or tactile feedback systems will enable attendees to feel textures, vibrations, and even temperatures while Smell-O-Vision technology will allow scents to be incorporated into environments to enhance and even deepen the emotional feedback of any given event.

While there is no real crystal ball to see into the future, the possibilities for the development of the event industry are boundless.  Fifty years from now, the sector will be shaped by advances made in virtual reality, holographic technology, brain-computer interfaces, AI companions, sustainable spaces, augmented reality, and multi-sensory experiences.  As these technologies continue to evolve, we can look forward to memorable, meaningful, and valuable experiences —  occasions that challenge our imagination to create the kind of transformative moments that resonate for a lifetime.


Running live, virtual or hybrid events?
Give your attendees an event experience they’ll remember with technology you can rely on. Learn how Eventsforce can make your next event fabulous and successful. Book your personalised demo now.

If you care about one thing this month, make it data management (yes, really)

Data Management - Man sitting at his computer working on data management


With the buzz of December already a distant memory, the arrival of January comes as an anticlimax. It’s back to work, back to normality and for many event planners, a time that can seem challenging and even a little overwhelming. While it can be difficult to muster enthusiasm for anything right now, data management (yep, that’s right) is something that’s always worthy of your consideration and — as this blog sets out — a concept that’s never more relevant than at the very start of the year, when you have a full calendar of events to successfully execute. And so — if you can summon the enthusiasm for just one thing this month — let these data management tips ease you into a concept that, once understood, will carry you toward event success both now and well into the future.

If that thought alone isn’t enough to convince you, we’ve rounded-up five concrete reasons why data management is well worth your mental efforts this month:

  1. It’s an Opportunity to Enhance Efficiency and Organisation

Let’s start with the most obvious point and that is, by being aware of and actively managing the information that you regularly use, you’ll significantly improve your workflow as a planner. Consider the key data that you rely on in your daily tasks — i.e., that related to clients, venues, vendors, etc. — and organise it in a manner that makes the most sense to you as a user. Data management is nothing more than this and by doing just that little bit of housekeeping, you can massively improve your workflow and save time — that most precious of resources — when you need quick access to critical information.

When it comes to data management tips, the most important point to bear in mind is to collect and store only the data you need. As an event planner, this means asking your delegates only for the information that’s pertinent to the occasion or the process that you want to execute. For example, if you don’t need your delegates’ age or gender during registration, don’t ask for it. After all, extraneous details not only slow down the registration process, but increase the cart abandonment rate for your event sign-up. From the perspective of GDPR compliance, it’s also not considered to be in-keeping with best practice. To that end, always remember to delete the data you no longer need or use on a regular basis.

  1. Deploy These Data Management Tips for Insight into Customer Relationship Management (CRM):

Think of data management as a tool, one which can effortlessly enhance your CRM endeavours by helping you to keep track of your attendees’ preferences, especially any feedback that they may have given you during the course of your relationship with them. This level of detail is invaluable when planning future events and instrumental in guaranteeing both a productive event planning process and a positive experience for your clients. Just think: the analysis of past events offers a vital window to future success, all thanks to the power of data management.

For planners, the relevance of CRM lies in the integration with their chosen Event Management System (EMS). So, the information held in CRM can be shared and acted upon, as needed. In this sense, data management is all about the quick, accurate and seamless flow of information between the two systems. These concrete data management tips are exemplified by the following processes:

  • The ability to pull invitations lists from the CRM directly into the EMS
  • The automatic updating of attendee profiles in the CRM
  • The creation of leads in your CRM whenever you capture new registration data
  • The real-time overview of attendee event history in your CRM
  • The ability to manage data more effectively and, likewise, to comply with Data Protection regulations (GDPR)
  1. Data Management Offers Protection Against Risk:

While well-organised data can certainly enhance your ability as a planning professional, it also enables you to effectively identify and mitigate any risks you might encounter during your day-to-day work. Whether it’s dealing with niggles over contractual obligations or issues with vendors or suppliers, good data management acts as a kind of safeguard to any of the many issues that you as a planner can and most probably will face at one point or another during your professional career.

At the delegate level, the mismanagement of data comes with a considerable element of risk. Say, for example, that you’re keeping track of information on your attendees’ dietary requirements. If a delegate has informed you of a serious allergy and you’ve neglected to record this, your poor management of that data not only risks harming your reputation as a planner, but someone’s personal health.

  1. A Strategy to Effective Event Marketing:

When it comes to targeted marketing, data is an incredibly powerful tool, which is why it pays to keep the data that you use to analyse your target audience well-organised. By doing so, you can neatly and easily create more effective marketing strategies, reaching the right people with the right messages to create the kinds of events that resonate deeply with your audience. In our eBook, we explore key data management tips in relation to personalisation, but the takeaway is that your messaging to your delegates should be tailored on their past behaviours and preferences. These, of course, can only be understood via the analysis and careful management of data.

  1. Data Management Tips to Stay a Step Ahead of Change:

As every planner knows, change can happen anytime, anywhere. Professionals in this industry exemplify true dynamism in the course of their daily operations and so it makes sense that this should also carry through to the data on which each and every event is based. Here at Eventsforce, we even offer a solution that enables planners to manage their event as it unfolds via our app. The broader point, however, is that when you take care to ensure that your data is carefully managed, you’re already one step ahead of change that — sooner or later — will certainly come your way. Even during these times of flux, data management offers a solid platform from which to make good, sound, and successful decisions.

Many things can be hard this time of year, but let these five simple pointers serve as an easy reminder of all that data management has to offer your events, both now and well into the future. And speaking of the future, in our next blog, we’ll offer some hints and tips to help you organise your data to maximum effect.

Running live, virtual or hybrid events? Want to maiximise event success? Here are the data management tips you need to give your attendees an event experience they’ll remember with technology you can rely on. Learn how Eventsforce can make your next event fabulous and successful. Book your personalised demo now.

Mastering the Fine Art of Communication with Event Stakeholders

Event Stakeholders in a meeting

As an event planner, you always aim to please, especially when it comes to your stakeholders.  Be they clients, sponsors, vendors or delegates, the key to their contentment lies in your ability to effectively communicate with your stakeholders before, during and after the planning process.  Regardless of the type or size of the event you’re planning, this blog will uncover the strategies you need to keep your stakeholders happy and on your side, all while creating memorable, meaningful and valuable events.

  1. Identify Your Stakeholders

First and foremost, clearly identify your stakeholders and, even better, work to understand both their roles and their expectations of your activities as a planner.  These first steps will go a long way to ensuring a smooth flow of communication between yourself and the stakeholders you serve.

  1. Establish Clear Objectives

Next, you’ll need to set clear objectives for your event.  Take the time to share these with your stakeholders so that you can ensure that everyone is on the same page regarding your event’s purpose, goals, and expected outcomes.

  1. Choose the Right Communication Channels

It almost goes without saying, but different stakeholders may likewise prefer different communication channels.  Take the time to consider these personal preferences and tailor your approach accordingly.  While the conventional channels of email, in-person meetings or phone calls may work for some, other stakeholders might prefer to use project management software and/or collaboration tools to streamline communication and provide a centralised platform for updates and discussions.

  1. Open and Honest Communication

Choosing the best channel for communicating with your stakeholders is one thing, but there should never be any doubt about the tone and manner in which you interact with them. Be open and honest with your stakeholders at all times, even if — and especially when — there are challenges or delays to your plans. This kind of transparency builds trust and shows your commitment to delivering a successful event.

  1. Develop a Communication Plan

It also helps to create a comprehensive communication plan that outlines when, how, and to what level of detail you’ll communicate to stakeholders throughout your planning process. This should also incorporate timings for regular progress updates, important milestones and any plans for contingency communications to address any changes to the scope or budget of your event.

  1. Cultivate the Art of Active Listening

A little bit of active listening — that is, listening with an intent to fully understand and engage with the perspective of your stakeholders — can go a long way to improve communication.  For you as an event planner, this means taking the time to fully engage with the feedback, concerns or suggestions of your stakeholders — and sometimes even asking questions of your own to get total clarity and understanding of their views.  By actively listening, you not only demonstrate respect for your stakeholders and the input they have to offer, but stand to gain positive insight that can allow you to fine tune your decisions as a planner.

  1. Adapt to Their Needs

This same set of active listening skills can also be used to understand the unique and varied needs and expectations of each stakeholder group. For example, your sponsors may be interested in ROI metrics while your attendees might care more about the overall event experience.  Once you understand the needs of each group, you can tailor your communication accordingly.

  1. Conduct Regular Meetings

Regular stakeholder meetings — whether they are in-person or virtual — are absolutely crucial in keeping all parties aligned and informed.  Regardless of the format they take, consistency in scheduling these helps to establish a sense of routine and reliability.

  1. Record and Document Everything

When interacting with stakeholders, it’s important to keep detailed and up-to-date records of all communications, decisions, and agreements.  If needed, this documentation can serve as a reference point to help resolve any disputes or misunderstandings that may arise.

  1. Celebrate Successes, Learn from Mistakes

When your event goes well, be sure to share that success with your stakeholders and take the time to acknowledge their contributions while thanking them for their involvement in your undertaking.  While success is certainly easy to celebrate, it’s just as important to acknowledge when things haven’t gone so well.  In these instances, you should be ready to conduct a post-event evaluation alongside your stakeholders, using those active listening skills to identify points of improvement for any future events.

As a planner, you know that communication is a fine and subtle art, especially when multiple diverse parties are involved.  Regardless of who they are or what they want, the key to stakeholder happiness lies in your ability to communicate honestly and effectively with them throughout the entirety of the planning process.  This is a tactic that not only fosters an atmosphere of trust and reliability, but a sound strategy that can help you move toward event success time and time again.

Running live, virtual or hybrid events? Want to maiximise event success with a better understanding of your key event metrics? Give your attendees an event experience they’ll remember with technology you can rely on. Learn how Eventsforce can make your next event fabulous and successful. Book your personalised demo now.

The Key Event Metrics Every Time-Poor Planner Should Track

Woman looking at key event metrics

Event metrics: As an event planner, you know a thing or two about being busy.  But when you’re caught up in so many different priorities, tasks and details, it’s easy to lose focus on your broader operations and, more importantly, how the data you generate via the events you create can be used to make your life much easier.  By knowing exactly which key event metrics or pieces of information you need to track, you’ll not only help to streamline your event operations, but save yourself that most precious of commodities: time.  In this blog, we’ll filter through a sea of data to identify the key event metrics you should track at each and every event and, more importantly, consider how this information can enhance your chances of creating a memorable, meaningful and valuable event.

  1. Attendee Registration and Ticket Sales

First and foremost, every planner should be tracking both the number of attendees as well as the ticket sales associated with any event.  When it comes to the following fundamental metrics, you should always track the following:

  • Registration rate: Take care to measure the percentage of website visitors who convert into registered attendees.
  • Pricing Strategies: Track the effectiveness of your tiered pricing structures, discounts and promo codes.
  • Revenue generated: Keep a close eye on ticket sales to ensure you’re meeting set revenue goals.
  1. Event Metrics – Marketing ROI

Effective marketing is absolutely crucial to the success of any event and with that in mind, be sure to capture the following key metrics:

  • Cost per acquisition (CPA): This calculation offers an insight into how much it costs to acquire each attendee through your marketing efforts.
  • Return on investment (ROI): This enables you to assess the effectiveness of your marketing campaigns by comparing the revenue generated versus your marketing spend for every event.
  • Conversion rate: From this metric, you can analyse how well different marketing channels (email, social media, advertising, etc.) enable you to convert leads into attendees.
  1. Engagement Metrics

As every planner knows, audience engagement is key to creating memorable events.  By tracking the following key metrics, you’ll have a deeper insight into how engaged your delegates are with your event activity:

  • Social media engagement: Monitor likes, shares, comments, and event-related hashtags to gauge and — if needed — to increase the buzz around your event.
  • Email open and click-through rates: Keep an eye on these in order to measure the effectiveness of your email campaigns in engaging potential attendees.
  • Session attendance: By gauging the number of attendees in every session, you can actively  evaluate the popularity of certain pieces of content, enabling you to create better-tailored events in the future.
  1. Vendor and Supplier Performance – the Key Event Metrics

Vendor relationships can make or break an event and so it’s worth keeping an eye on:

  • Vendor ratings and feedback: Collect feedback from attendees and assess vendor performance.
  • Budget adherence: Ensure vendors are staying within budget and not causing unexpected expenses.
  • Timeliness and reliability: Track how well vendors meet set deadlines and if they honour their contractual commitments to you.
  1. Attendee Satisfaction

Attendee satisfaction is the ultimate testament of event success and so it’s well-worth collecting feedback and tracking the following metrics:

  • Net Promoter Score (NPS): This piece of data measures attendee loyalty and the likelihood of your delegates recommending your event to their peers.
  • Satisfaction scores: These metrics are used by attendees to rate various aspects of your event, including speakers, sessions, venue and overall experience.
  • Post-event engagement: This metric gauges how delegates continue to engage with the content of your event even after it’s over.
  1. Registration and Check-in Efficiency

As a planner, you know that time is like gold dust and so it makes sense to keep an eye on the following key pieces of data:

  • Registration completion time: This measures the average time it takes for attendees to complete your registration process.
  • Check-in duration: This metric tracks how long it takes attendees to check in at your event.
  • Queue length and wait times: Use these details to optimise the check-in process and to shorten the time attendees spend waiting in a queue.

Keeping tabs on multiple priorities, overseeing every last detail — as an event planner, you’re well-versed in doing many things at once.  But let data guide your efforts and sharpen your focus; by tracking these key metrics, you’ll be increasingly more efficient at planning successful, impactful events and — what’s more — you may even find that you have more of that most precious commodity: time.



Running live, virtual or hybrid events? Want to maiximise event success with a better understanding of your key event metrics? Give your attendees an event experience they’ll remember with technology you can rely on. Learn how Eventsforce can make your next event fabulous and successful. Book your personalised demo now.

How Attendees and Planners Can Benefit from a Streamlined Registration Process

As a profession, event planning is rewarding and exhilarating in equal measure, but this is a calling that often comes with its own unique challenges.  For example, as any planner will tell you, an efficient registration process is one of the most critical aspects of any event.  After all, a seamless registration process not only makes for a positive attendee experience, but eases a planner’s workload.  But achieving this win-win scenario takes considerable thought and so in this blog, we’ll consider the tools and strategies that planners can use to simplify their registration process, all while reaping the benefits of a more streamlined system.

Utilise Online Registration Platforms

The days of paper registration forms and manual data entry are thankfully long gone and today’s planners can now take their pick from among a wide variety of online registration platforms.  This transition has ensured that registration is almost guaranteed to be quick and hassle-free.  What’s more, these platforms enable planners to customise their registration forms, to send automated confirmation emails and also to accept payments online.  Even better, these many platforms are built to integrate with a wider suite of event management tools, making it easier for planners to track and gather valuable data.

Streamline Your Forms, Tailor Your Questions, Maximise Your Registration Process

While online platforms have contributed considerably to the simplification of the wider registration process, planners should still approach the design of their registration form with care and thought.  Try to keep your design simple and concise and only ask your delegates for the most essential details (i.e., their names and contact information).  When creating your form, consider incorporating conditional logic into your wording so that delegates only see questions relevant to them.

For example, as part of your registration process, you may be asking delegates if they require accommodation and flights. If they answer ‘no’ the form will simply move onto the next question.  However, if they answer ‘yes’, they will be asked questions pertinent to their hotel and flight requirements — questions that would have been of no interest to delegates who don’t require these details.

But above all, when creating your form, the more straightforward it is, the more likely it is that delegates will complete it without frustration.

Different Registration Options, Different Delegates

As a planner, it’s also worth offering various registration options to suit the needs of different groups of delegates during the registration process.  For example, you’ll want to tailor your registration options to take into account delegates who have taken advantage of concessions such as early bird pricing, group discounts or different ticket types (VIP, general admission, etc.). Offering flexibility in registration allows attendees to choose the option that best suits their needs as delegates.

Utilise Mobile-Friendly Registration for Maximum Reassurance

Using a digital platform for registration is one thing, but ensuring that your event registration process is mobile-friendly is quite something else.  By using responsive design to build your registration pages, you have the reassurance that your attendees will be able to register for your event from any device.

Accept and Integrate Online Payments

Your chosen registration platform may well enable you to accept payment for your event and by integrating this with secure payment gateways like PayPal, Stripe, or Square, you can help to streamline the payment process.  By taking the foresight to include this kind of facility, your attendees can pay instantly, a point that reduces the need for manual payment processing.

Use Automation to Full Effect in Your Registration Process

Automation is a game-changer for event planners.  When utilised efficiently, it can help to free a planner from some of their more mundane tasks.  For example, automated confirmation emails can be set up to be sent to delegates immediately after they sign up for your event.  If needed, you can also schedule automated reminders to be sent to delegates closer to the date of your event.  This strategy reduces the likelihood of no-shows and ensures that attendees have all the necessary information they need prior to the start of your event.

Provide Dedicated Customer Support

Bear in mind that — even with a streamlined registration process — some of your attendees may encounter unexpected issues or have additional questions.  In these instances, it’s worth making sure that you can direct delegates to a dedicated customer support team to help resolve any queries.

Analyse Post-Event Data for the Future

Just as you would with any other element of your event, take the time to gather and analyse your registration data along with any feedback you receive on your registration process.  You may even consider conducting post-event surveys to collect attendee insight.  Use this data to identify areas of improvement and to refine registration for future events.

An essential for planners and attendees alike, registration is one of the most critical parts of any event.  With foresight and care, planners can simplify and streamline the process, a move that not only eases their work, but one that helps to create a memorable, meaningful and valuable event experience.


Running live, virtual or hybrid events? Want to maiximise event success and have the best registration process possible? Give your attendees an event experience they’ll remember with technology you can rely on. Learn how Eventsforce can make your next event fabulous and successful. Book your personalised demo now.