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Event registration is a foundational element of any successful event. If it’s done right, it can help you increase event attendance, sell more tickets, make your job easier by automating registration tasks, and deliver a better experience to attendees from the get-go. For this reason, you need to make sure you’re using the right event registration software for your events.
In this Ultimate Guide [which includes this post and 4 more chapters] we will go over why you need event registration software, what features and tools are the most important, how to setup online registrations, and how to collect money online for your events.
But first in this article, we’ll explain what event registration is, why you need an online event registration solution, and the key features that you need to look for.
Whether you’re a full-time event planner or putting on a one-off event for your organization, the landscape has changed dramatically as a result of the COVID-19 pandemic. Instead of discussions about how to create the most intimate and connective environment possible, we’re having planning sessions on social distance guidelines for gatherings and how to comply with the CDC.
And while a lot of that can feel somewhat draining, it doesn’t have to take all the wind out of the sails of your event. By understanding how to host a socially distanced event properly, you can meet social distancing guidelines, keep your guests and staff safe, and still put on a memorable event.
Stop number one when putting on a socially distanced event is the CDC social distancing guidelines. Every aspect of your event should be planned and executed under the umbrella and coverage of these guidelines. Not only does that help to keep you compliant, but it also helps to keep your staff and guests as safe as possible.
Here are some tips when looking through the CDC recommendations for event planning:
- Realize the guidelines are fluid and change frequently. Check now and check often to make sure you’re following the best and most up-to-date social distancing guidelines for gatherings. Note that guidelines are specific to your city/state/county.
- Invest some time in the process. You’ll save yourself time, money, and headaches by investing some upfront time in fully understanding the requirements.
- Build some wiggle room into the budget in case something changes that you need to comply with.
Consider Hosting Your Event Outside
One of the best ways to put on a successful socially distanced event is to avoid the uphill battle as much as possible. Yes, the ability to run events inside eliminates some weather concerns and logistical concerns (power, water, security, etc.). However, the social distancing guidelines for gatherings are much more stringent when you move the event to an enclosed location.
- If possible, consider changing the nature of your event to something you can do outside that still accomplishes your goal. Various types of fundraisers such as golf outings, car shows, fun runs, and BBQ picnics.
- It doesn’t have to be an all-or-none solution. Even if you’re only able to move parts of your event outside, it’s a step in the right direction. Try and shift as much as possible, but if you can’t get the entire event outside, do what you can.
Limit the Number of Attendees
The unfortunate fact that’s hard to mitigate is the more people you invite to an event, the higher the risk of transmission of COVID-19 and the more challenging hosting social distancing events becomes. Make an honest assessment of your resources and capabilities for social distancing and set your maximum number of attendees accordingly. It’s not ideal, but it’s something that needs to be done to protect the event industry as a whole.
- See if there is a way to host a portion of your guests virtually.
- Consider setting up multiple satellite locations that operate simultaneously.
- Be open and upfront about the limitations with your guests.
Mitigate Through Social Distancing Measures
You can study the guidelines, move the event outside, and limit the number of guests, but if you don’t implement some real mitigation efforts, you’re going to have some issues. Hosting social distancing events does require a lot more planning and more resources, but it’s still possible to achieve a safe and successful event.
- Don’t forget to look at social interactions in-between your events. For example, if you have a well-spaced out room where you’re running a conference or classes—great. However, if you forget to look at the narrow hallway everyone has to walk down at the same time to get in, you may have some issues.
- Look at other successful events in your area to see how they’re hosting social distancing events. Things like staggered entry, multiple sessions, satellite events, and virtual options are creative and out-of-the-box ways to marry safety and success.
- Don’t forget to budget for social distancing guidelines. Things like hand sanitizer stations, hand washing stations, PPE, and cleaning supplies cost money. If you build it into your budget from day one, though, you won’t have any unexpected surprises or cuts down the line.
- Remember to plan for the exchange of money with ticketing or donations. If you can move that process digitally, it cuts down on a lot of hand-to-hand transactions.
- Share the guidelines with your guests prior to the event. People are much more understanding when they’re informed about what is happening and why.
In the past, many events could get by with manual processes, open invitations, and much looser control on the overall event. However, when it comes to successfully hosting social distancing events, that all changes. Things like firm registration lists, attendance tracking, electronic ticketing, event mobile app with ticket scanning, and disseminating social distancing guidelines are more important than ever. While you don’t have to micromanage every little aspect of the event, you will want to exercise more control to make sure things are safe and smooth.
Do you need to do all of this on your own? Thankfully, no. By leveraging forward-thinking and cutting-edge event planning technology, you can inexpensively set your event up for success. Prepare to be adaptive, and let the tech help to weather some of the added burdens.
The Next Step
One of the easiest-to-use and most powerful event planning programs out there that can help you put on a masterful and fully compliant socially distanced event is Event Espresso. With a few clicks of the mouse, you and your team get full control over things like registration lists, scheduling multiple time slots or sessions, tracking attendees, ticketing, and even collecting donations or ticket purchases.
You have a lot on your plate with the event and making sure you’re properly following social distancing guidelines. Why not leverage the power of technology to take the bulk of the work off your plate so you can focus on what you do best—putting on an incredible event for your people.
Just about everyone – whether they’re business owners, employees, or currently unemployed – is experiencing the negative impacts of COVID-19, especially financially. One way to open up an additional income stream is by starting a side business, also known as a “side hustle”. This way, you can supplement your income while keeping your day job.
While it may seem like a daunting task to start up a new side business, it doesn’t have to be complicated. You already have skills and talents that other people will pay you to teach them. You can also combine your skills with other people to create a new side hustle with a great team.
With online tools like Event Espresso to help you to get paid for your ticketing and access to the services that you offer, you can get up and running with your web registration in as little as one day!
Event attendance tracking can be valuable for most organizations that host events. Attendance tracking at events can make your business more profitable and help you more efficiently achieve your goals. Most people think that tracking the attendance at your event is complicated and hard. However, that really depends on how you set up your event to track attendance and what technology you use. There are various ways you can track attendance at your events. You can go the simple basic and free route by using a piece of paper with a list of attendees or you can go the modern, route that is less prone to errors and issue electronic tickets, and use mobile apps to scan and validate tickets at the door. Neither spectrum of these methods is wrong, rather they are different and have advantages and disadvantages to each situation. In this article, we review the advantages and the different methods that can be used for attendance tracking.
And finally, we’ll take a look at how Event Espresso can help your organization take the next step in modernizing your event registration process and add attendance tracking to your system which will help you quickly process event admissions and provide an automated and standardized method of reporting for all of your events.
In our Ultimate Guide to Event Registration, we briefly talked about what event registration software is and why you need it. Here, we’ll dig deeper and explain why event marketers and organizers need event registration software to help them manage their events.
What is event registration software?
Event registration software gives you the ability to accept event registrations online either through an event website or a landing page. If you are organizing free events, you can use event registration software to create registrations forms. And if you’re hosting a paid event, you can create and sell event tickets and accept registrations online using event registration software.
Event registration software can be used for all sorts of free, paid, and virtual events. For example, you can use it to sell tickets and accept registrations for conferences, non-profit fundraisers and galas, classes, sports events, and many other types of events.
A large part of organizing successful events involves setting up a system for event registration. There are many different event registration tools available that can help you drive registrations without manual work. With these features and tools you can set up and automate the entire event registration process.
Event Registration Tools
Some of the most important types of event registration tools you can add to your website technology stack include:
- Ticket sales and registration
- Registration forms
- Online payment
- Confirmation emails
- Printable (or electronic tickets)
In this second chapter of our Ultimate Guide to Event Registration, we’ll introduce you to some of the most important event registration features and tools that you should be using on your website to manage your events and to stay current along with competitors in your industry.
Getting people to your registration page is the first step of the event registration process. Once a prospective attendee has expressed interest in registering for an event, you need to make sure you have a tool setup on your WordPress website that allows people to reserve their space or buy tickets and register for the event.
As an event organizer, your goal is to offer attendees an effortless way to register online so you can maximize event registrations. In this article, we’ll show you how to setup an online event registration solution so your attendees can sign up and pay for events easily and you can sit back and let your system do all the work!
Due to the on-going pandemic, businesses all around the world have shifted their operations online – including events and payments. In-person events will come back eventually, but until then businesses need to adapt to online events. To collect money for an event online, you need to provide customizable event registration and payment options so prospective attendees can easily sign up and get tickets online.
When you provide different payment options such as PayPal and credit cards for your events, more people will be willing to register for your event and buy tickets. Once people are willing to pay, all you need to do is collect money for the event online.
Collecting money online for event payments is done by publishing a sign up form on the event registration page for attendees to fill out. Attendees will simply provide their personal information, billing details and make payments online for their tickets or registration.
In this guide, we’ll explain how you can collect money for an event online. We’ll also show you how Event Espresso can help you set up registration and ticketing for the event.
Running your own online course business is a great way to create an additional revenue stream while sharing your passions and expertise with the world. And by taking it all online, you’re no longer limited by geographical boundaries, which means you can get attendees from all over the world! Not only is this exciting, but it means bigger and better opportunities to earn.
Before you get started on your journey, it’s important to understand exactly how to start an online course business. By fully understanding the steps from start to finish, you can maximize your potential earnings, limit the time it takes, and set yourself up for success. With the right plan, support, and resources in place, you could be the next great creator the world has been waiting to learn from.
Nonprofit organizations do incredible work to mold and change the world into a better place. But the ability to accomplish these goals is only made possible through adequate resources. And where some nonprofits find success with yearly events, you may consider shaking things up with a new and fun idea in 2021.
Here are 10 successful fundraising ideas for nonprofits for 2021!