There are many different online event registration software packages available to event planners. Regardless of what you choose to use, you will need to lay out all the important event details prior to programming your registration module. Unfortunately, we’ve seen this obvious step overlooked. The result? The client had to cancel the event as they had neglected to map out some very important details (including all their costs and a key speaker) prior to registration launch.
So before you are ready to launch that event registration module, take a moment to ensure you’ve thought out the details, examined the program content and scrutinized the event for potential pitfalls (financial or program).
Details, Details Details….
You should plan on spending hours on the event’s main details. The dates and budget are set, location/venue is reserved, room block is in place, activities are booked and budgeted, meals are outlined, early registration date is finalized, and cancellation policy determined. The list goes on. Each event is unique, so don’t forget all the minor details (will the breakout rooms handle your attendees at peak attendance?) within the major details (event venue). All of this minutia will set your budget and determine your registration cost.
Tip: Registration fees can make or break an event thus affecting your bottom line. Do your homework and have an accurate estimate of expenses BEFORE setting your registration fee.
Content…
So, what exactly is event content? It is the event’s goal, description, session titles and descriptions, identified speakers and moderators; it is a step further into the abyss of event details. Gathering and writing event content can be time consuming, but like many things it is essential to mapping an event’s success. Content will sell your event. The more substance you can show potential attendees, the better your chance of closing the deal and having them register!
Tip: Get as much content as you can to your audience as soon as you can.
Plan for pitfalls…
We could write an entire blog on this topic alone, but suffice it to say, you need to talk out and identify as many pitfalls as you can before the event (and preferably before registration opens). For example…that all important keynote speaker, what if he/she has to cancel at the last minute? How much will it cost to secure a replacement on short notice?
Put yourself in the shoes of your attendees. What do they want? What do they need? What will make their registration process painless? If you can pre-determine some of these needs, solutions can be addressed in the registration process. Think of as many registration challenges as possible and come up with a solution.
Tip: Over the years, I have learned that no matter how much you prepare for mapping out your registration, flexibility and simplicity is the secret.
Good Luck!
Autumn Gilleard
About the author:
Autumn Gilleard, was born and raised in Western Montana Autumn lives on a ranch with her husband, two daughters, and son. She enjoys spending time in the outdoors with her family 4-wheeling, fishing, rafting, and hiking. When not out on a adventure with her family, you can find her at the Missoula Taekwondo Center. Where she trains as a black belt and part of a competition team. (She is Worth the Fight……Hahahahah)
