5 tips to improve your conference registration

Go digital

Everything is moving into the digital sphere – conference planning and registration are no exception. Utilising event management software and an online conference registration system not only removes the risk of human error (accidents do happen!) but also allows for a smooth registration experience. Online registration software provides you with real-time reporting – from ticket sales and demographics to room bookings attached to your conference.

Having an event registration site where people can access event registration forms, make ticket purchases and view your agenda will give you better control over your conference. Furthermore, having an event website provides potential delegates with more information about the event, so they can decide whether or not it is worth attending. Your event registration website should also include a payment gateway, allowing your event attendees to pay quickly and securely.

Think about having early bird discounts as well. Early bird discounts can help in data collection by providing details of early buyers plus site analytics when accessing the event website or interacting with your connected platforms. You should also customise the payment process for previous attendees to increase convenience and boost retention.

Ensure you have a designated registration team or person to manage all the customer enquiries that might come through. Having someone dedicated on hand who can answer any questions will help ensure a smooth process.

Communication

Have an engaging event registration page. Whether for an internal or a public conference – your invitation needs to create buzz. Event registrations are also great for collecting customer data, allowing you to build an audience database.

Communicating your event and managing enquires on the go can be a time-consuming task, but with the right event technology in place – it’s easy. Utilise email marketing campaigns as well as social media channels to reach out to attendees.

Larger conferences and public events will require a conference website set up, housing all of your event information and the ability to register online. Aside from the normal details such as date, venue location etc, you should also include information about the conference content, including a schedule and names or profiles of any guest speakers.

For smaller internal events, your conference becomes more about engagement than attendance. For internal events or franchise events where delegates are required to attend, how do you get them to actually look forward to it? Include teasers about the program, speakers, activities and events in the invitation process and promote throughout the lead-up. Dedicated social media channels set up for your conference can offer exclusive and valuable content for delegates – such as a local’s guide to restaurants – while creating a community around your event.

Make It Easy

• By using a venue sourcing agent such as VenueNow, they can leverage their strong industry relationships to negotiate special rates for local hotels, or the hotel where your conference may be held. This provides your delegates with convenient and affordable accommodation options.
• Automate the process where possible! Allow your guests to book their ticket as well as their accommodation online at the click of a button.
• Take the time to make sure your event registration form is mobile-optimized and your event page is accessible.
• If your event is large, or depending on your industry, you may have different streams available for delegates. Keep the conference agenda up to date. Delegates must be able to reference the schedule when deciding on their program streams.
• Provide as much info as possible to help your delegates. This includes: where to stay, where to dine, maps, transport options, what to wear, or what to bring.
• Marketing is the best way to boost event registrations. Effective marketing for any event is an ongoing process from start to finish. Utilise email campaigns, social media channels and digital ads to reach out to potential delegates and get them excited about your upcoming conference.

The Personal Touch

When it comes to registering on the day – you cannot beat the ‘service with a smile’ approach. Well-briefed staff manning the registration desk should be professionally presented and able to answer any questions that may arise.

For large conferences, it is highly recommended to automate the registration process to ensure your delegates are registered quickly – no one likes to wait in line. Still ensure you have adequate staff on standby to help out where needed, or to answer any questions.

Arrange name tags in alphabetical order with lanyards available to the side. This will ease congestion at the registration desk. Provisions should be made for unregistered delegates. So, ensure you can collect payment somehow on the day.

Finally, little details go a long way. A good cup of espresso coffee and a biscuit makes for a great start to anyone’s day. Ask if your venue can organise a coffee cart for the registration area to provide that necessary pre-conference caffeine fix.

Ensure your conference registration is a smooth, efficient process, allowing your delegates to get the most out of the event.

This has been a guest post by Dee Nicholas, director of CIS Event Management. Dee has over 25 years’ experience in the conference and incentive industries. Her commitment to delivering seamless conferences and events has seen CIS Event Management go from strength to strength over the last 10 years. Dee is a highly respected Australian events industry expert who understands just how important first impressions are for conference delegates. You only get one chance to get it right, and Dee’s top tips will put your conference on the fast track to success