5 Steps to Automate Event Registration and Management

5 Steps to Automate Event Registration and Management

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Automating the Event Registration and Management Process

An automated event registration and management solution is something that every event management company should have. Collecting information from online forms and putting all of it automatically into a database is so much easier than performing these tasks manually. Event registration and management does not have to be a complicated process. 

To make this concept easier to understand, let’s go over an example. Company ABC hosts many events, such as concerts, sporting games, and festivals. Right now, they are manually collecting information from an online form and keeping track of customer records in a cluttered spreadsheet. ABC often loses track of records, and this can cause confusion among participants when they arrive at the event.

Instead of doing these event management tasks manually, the company is looking for an automated solution to complete all tasks from promoting the event, to following up with guests after the event. In this blog, I will go over the five steps to automating your event registration and management process. 

1. Event Promotion

The beginning of the event registration and management process begins with promoting your registration form. Participants will be able to fill out an online form to register for your event. The way you distribute the form is your choice. Email and social media are the two most popular methods, but you can also get participants to register by scanning a QR code located on a poster or banner. The QR code will take them directly to the registration form and they can easily fill it out.

2. Easy RSVP

The second step consists of a participant registering for the event. After a participant fills out and successfully submits the registration form, their information will be stored in a central contact database. You can use this information later when you need to contact them.

When creating registration forms, it is important to keep them simple. You don’t want to clutter your form with unnecessary information and overwhelm a potential customer. Check out some other tips for creating forms in this blog.

3. Attendance Confirmation

After successfully submitting their registration form, each participant will receive a confirmation message. In this message, it would be a good idea to include the time, date, location, and any other important relevant information pertaining to the event. Some guests may use this message as a reference for when they are looking to remember certain details about the event.

4. Event Reminder

Another important step of the event registration and management process is to have reminders leading up to the event. The frequency of reminders is up to your own discretion, but it’s usually a good idea to have at least a couple spread out over the few days leading up to the event. 

Event reminders can sometimes be forgotten about by organizations, but they are something that should be standard practice. It is an easy way to reduce guest falloff and it’s not usually something that participants get bothered by. They bought the tickets, so if anything, the reminders will make them more excited for the event.

5. Post-event Follow-up

The final step of the process is to follow up with every person who purchased a ticket. The automated system is able to tell who scanned a ticket or clicked on a certain link, so it’s easy to determine who attended and who didn’t. For participants who did attend, they will be sent a short message thanking them for coming. You can also attach a list of upcoming events if possible. Sending these messages following the event is a good way to show your appreciation and encourage repeat business. 

For participants who did not attend, they will be sent a short survey to try and determine why they didn’t come. The data from these surveys will be helpful when trying to manage events in the future. There are many reasons why some people who purchased tickets didn’t show up, and some of them may be out of your control. For example, someone may have gotten sick or had something come up, but it’s important to look at the data because you may notice a trend. If a large number of people mention they simply forgot about the event, then maybe next time you will want to send out a couple more reminders.

All in all, an automated event registration and management solution is the way to go. Instead of doing these tasks manually, having an automated solution is much more efficient. SimplyCast’s software can take care of all your event registration and management needs, and it takes no experience whatsoever to use. 

If you are looking to reduce guest falloff, event reminders are a good way to do so. If you are looking to increase attendance rates, promoting your registration form through SimplyCast’s automated event promotion solution is a good way to do so. Any way you look at it, the answer is pointing toward automation. Organizations who use an automated solution will be way more efficient than those who don’t.

If you are interested in seeing how SimplyCast can help you automate the event registration and management process, click the button below to request a one-on-one demo of the solution!

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