Best Event Registration Software

Apple’s product launch events are well renowned over the world. The visuals of the event are usually mesmerizing, and it traverses an endless stream of excitement among the audience glued to their seats and the viewers watching it live online. It has shown the world how a launch event can turn into a productive marketing/sale strategy. Several such events are held around the year, like IBM Think, CES, IFA, Computex,  that gain a competitive edge for the event host/companies and win the customer's valuable trust. The corridor of such events makes the buyer-seller companionship stronger. It is only possible because the companies make sure the event attendee enters as a happy guest and leaves as a satisfied customer or atleast a potential lead. 

Events leverage exclusive access to the most influential buyers and entrepreneurs. Events gather forces to discover innovative solutions collectively and drive progress. Throughout the year, various events are hosted by multiple brands – both big and small, creating unforgettable experiences. There are numerous planning and strategies that goes behind creating such events to explore the frontiers of marketing and brand-building. It starts right from registration of the events. It is, therefore, essential that the registration process is done smoothly without any hindrance. Any negative experience during the registration process can spoil the attendee’s mood for the entire event. It could prove a big loss for the companies.

Any registration process should be quick, seamless, and be able to deliver a high level of customer satisfaction. Registration is the first and foremost point of contact for the visitors. To ease things, software development companies from different geographies have come up with event registration software that interested candidates to register for an event easily and quickly.

For any event, the organizer needs to know the event’s success KPIs. The KPI’s help to put the event on the track and analyze the interest level of event attendees.

• Seamless registrations
• Attendee satisfaction
• Attendee engagement
• Cost-to-revenue ratio
• Number of leads generated

• Long registering queues: The biggest setback of the manual registering process is making guests stand in the long registering queues. The guest may feel this bit frustrating when they see their event excitement tangled in a simple task.
• Risk of losing data: Filing and storing paper registration forms is an additional responsibility for event organizers. The risk of losing important contact information cannot be overruled.  
• No centralized control: Manual registration does not have a centralized system to control all the associated activities with the event like payment process or printing badge. The guests have to proceed individually for each activity.
• Difficult to sort out guest information: It is time-consuming to sort out guest information with paper forms. It takes an ample amount of labor work, and still, the sorting may not be accurate. The jobs get even difficult when the handwriting is illegible.
• Higher labor expense: In the manual event registration, a lot of money is spent on printing hard copy materials from registration forms to glossy event brochures and information packages. It all adds extra expense, and most of them are needless.

The event registration software speed-ups the registration process and replaces the tedious manual process. The event registration software allows users to automate the event registration process and helps them to focus on what matters the most. It even reduces printing costs by hosting forms and brochures online. It collects all the valuable information about the event with detailed reports.

The event registration software can be as straightforward as a paper list that the event planner uses to record details about attendees, or a more advanced event registration system that offers attendees with multiple ticketing options, gather in-depth information about the attendee, payment processes integration, validating tickets at the door, sending emails to attendees, tracking event attendees automatically, etc.

The software choice relies on the goals of the company and its priorities for the event.

1. Access Anywhere

The event attendee or guest can register from anywhere in the world. The event registration software gives freedom to curate and create a customized event registration page that can be accessed by anyone and anywhere in the world.

2. Automatic billing and payment collection

The event registration integrated with an automatic billing system, which makes the payment process fast. 

3.  Reduce cost

Event registration reduces the overall event management cost.   The online event registration system makes it easy for attendees to register without following complicated steps. The registration software saves time spent on transferring data and eliminates the scope of human error.

4. Collecting data

Event registration software is beneficial for attendees as well as for event management companies. It enables them to collect registrant data and arrange accommodation, respectively. The better you treat your attendees; the more your audience will grow.

5. Integration with social media

Some of the registration software allows users to connect to social media accounts. The result of which they can share the details about events in their group and drive more attendees to the event.   

6. Centralized database

Event registration software manages all the information within one central database. The updates are done automatically, and everyone having access sees the same information. Information is consistent and up-to-date at all times. One can access the information online or automatically download it to the spreadsheet, making it easy to prepare name badges, mailing lists, or send personalized invitations.

More or less, the app registration software has common features, and sometimes it confuses users on the software selection. However, there are some benchmark features on the basis of which users can proceed with the software selection.

To select the best event registration software, there are few features users must go through.

1. Price: The price of the software is a significant factor for any organization planning to introduce scheduling software. The small scale business or startups does not have tasks that demand advanced scheduling features and may settle with budget-friendly solutions or free & open-source software.
2. Event shopping cart: The software with event shopping cart allows attendees to register online for multiple events. It makes the registration process quick for events that hold for longer periods of time. For example, a week-long music festival, there could be different events organized at the same time. Through an event shopping cart, the attendees can register for multiple events at one go.
3. Customization: It should offer the customization option. For example, like creating an event registration page, add event logos to notification emails, change tickets and attendee documents, draft questionnaire pages, etc. Some software vendors also allow users to create a mobile-friendly registration page. 
4. Set up an automatic payment system: The automatic payment system integrated with the registration software is a leverage for event visitors. It gives freedom to attendees for registration as well as payment options. Make sure the software is PCI compliant for secure payment.
5. Email reminders: The system should allow email registration confirmation as well send automatic reminders for the event.
6. User-friendly Interface: A user-friendly interface is a must for the adoption of event registration software. Software features that are easy to use could be more productive compared to software with complex features.
7. Post-event surveys of attendees: The post-event survey of attendees is key to map event success. The event registration detail analytics give valuable information about the potential leads.    
8. Equipped with latest technology: It should be equipped with the latest technologies like instant message, mobile, and SMS, which allow people to connect with the event quickly.    
9. Mobile-friendly registration: Make sure the software supports mobile devices, and it has a mobile-friendly check-in tool for registrations. Some software allows QR code to register attendees through their phones. So, see if the software supports QR code scanning through mobile devices.
10. Flexible ticketing option: Tickets are a driving force to attract event attendees. If the event host offers multiple payment options or group ticketing options, then it is more likely that people will register more for the events. Check if the software vendor offers flexible ticketing options like pay-by-check, add quantity limits, sale date ranges, etc. .   
11. Attendee CRM: It is not a must-have feature, but registration software with attendee CRM can help to strengthen your bonding with customers. The user can manage contact and registration details for every attendee, including their number of visits, contact information, responses to custom questions, meal choices, and other details.
12. Reports and Dashboards:The platform should be able to give detailed information like recent registration activity, tickets sold and revenues, attendee lists, and current attendee counts.
13. Digital Event Guides: The software should support putting digital guides in any format, and it must also be accessible on mobile devices. The digital guides help guests to understand the entire structure of the event and can plan their visit before it walks down the event aisle.
14. File download option: Registration software should give attendees to download or upload files. The attendee might need to upload some relevant documents to the event (event FAQs) or may have to download the layout of the event floor.
15. Set refund policies: The software should allow users to set refund policies and accept ticket refunds. 
16. Seat Management: The software should allow the user to view the virtual flowchart of the seating arrangement and assign seating charts with attendee details
17. Integration with other tools:It is possible one platform may not have the best-in-market tools for every single operation the event host might be looking for. It is therefore required that the registration software should allow third-party tool integration capabilities like Google Drive, Salesforce, Xero, Hootsuite, Slack, Quickbooks, MailChimp, etc. Besides that, it should allow communication with social media platforms to boost sales.
18. Cloud based Application:A cloud-based software can bring more advantages to the event host. It may help in taking daily data backups, timely software updates, better security, data access from anywhere, no software maintenance, etc.
19. Event Scheduling: The software should allow scheduling the event session for the entire duration the event is going to take place. For instance, an event is going to run for the entire week; then, the user should be able to schedule an event session for each day.
20. Extra fees: Some software vendors charge extra for payment processing. So it is essential that users verify the additional cost associated with the registration and buying tickets.

Step 1) Identify your target audience

It is important to identify your target audience before finalizing event registration software. Then see how event registration software helps to target those audiences. For instance, does it allow to create multiple entry tickets for the different target audiences.

Step 2) Compare online event registration software

It is essential to check if the software is capable of meeting all the event requirements and whether there are better alternatives to it with the same or lower prices. Also, users might have to take an in-depth analysis of the feature list.  There are review and rating websites that could be helpful in this direction.

Step 3) Open your account

The next step is to board the software for the event.  The software can be a cloud-based or on-premise. The user once finalized on its budget, priority, and features; he can quickly enroll for the software.

Step 4) Create an event registration page

Some software gives the flexibility to create customized event registration pages. Although a simple registration page with minimum fields would be enough to drive the customer registration, some companies prefer including more fields in the registration form to gather more information.

Step 5) Choose the ticketing option or go for customization

Ticketing is a significant part of an event.  The event host can use the ticketing option within the software to increase the registration process. For example, one can embed a payment system that is popular among the attendees, or one can set a discount offer on a ticket for a limited period.

Step 6) Set-up payment methods

The event registration is followed by payment. Try to set-up a payment system that is secure, simple, and rapid. Also, it is recommended that there are multiple options for payment. 

Step 7) Promote the event and encourage registration 

Since the registration page is created and all the registration tasks are over, the next step is to encourage people to register for the event. Promote the event pro-actively on digital platforms.

Step 8) Collect data and optimize

Once the registration starts coming, the event host or users should try to collect key metrics through the software dashboard.  Based on the analytics, see if there is any room for improvement and optimize the registration process.

Technology is paramount for transforming the event registration in the future; their rapid evolution melted away some of the persistent issues faced by event attendees. Some of these technologies are already tried and tested, while few are slowly announcing their arrival in the event industry. 

• Event chatbots: Chatbot is an emerging trend for event registration. It is an automated piece of software that allows humans to register without any human intervention. The chatbot will respond to queries related to the registration process and guide the attendees for a seamless registration. It helps event organizers to save time and resources spent behind event enrollment and other basic tasks. It delivers better customer service and enhances the engagement level in the event.

• Facial Recognition: A fast registration process should be the priority for the event host, and facial recognition is an answer to it. This technology makes the registration process faster, secure, and convenient for event attendees. Facial recognition can track who is registered for what. The information gives a broad view of audience interest and related information on the event.  With facial recognition, lead retrieval could become easier.

• Wearables with RFID tags : RFID embedded with a wristband can make event registration systems lightning fast.  It can also track attendees throughout the event time. Usually, the attendees can receive their RFID in advance by ordering them through post or on the day of the event. It makes registration easy with a normal scan.  

• Mobile app with QR Code: Mobile apps are getting popular for event registration. The event hosts are taking the mobile app to new levels; they are linking event mobile apps with QR code for fast check-in. Through mobile apps, the event host conducts hassle-free on-spot registrations and check-ins. 

• IoT based event app: IoT based event app is an emerging trend for fast event registration. The mobile app laced with IoT capabilities not only speeds up the registration process but also helps in instant badge printing, session tracking, and payment collection. BLE ( Bluetooth Low Energy) technology is one more smart piece of technology that organizers see with a great hope to make the registration process seamless. With this technology, users can use their smartphone devices to access onsite registration software and check-in when they are in close proximity to the events.  It can connect guests straight to the event registration software or kiosk.

There are numerous factors that affect the event registration cost like unlimited event registration, event webpage builder, third-party software integration,  registration payment processing, reports, electronic signatures, customer support, file sharing option, etc. 

Some software vendors have adopted a monthly subscription model that starts around $19 and may go upto $224 plus, while few charges per registration that is usually around $1 to $2/ registration. Remember, there could be additional charges for payment processing.

In case you are supposed to use more advanced features for the event, then tools like Regpack, Momice, EventGeek, etc. However, if you have a smaller budget, than software like Anyvite, Planningpod,and Ticketsetup is recommended.

However, there is a web-app developer community/volunteers that push free and open source event registration software to refine the software features and give users the advantage of using free event registration software.  The small scale event organizers can capitalize on their event with the free and open-source registration software.

Goodfirms is a fast-growing review platform for software solutions applicable to various sectors. The software listed on Goodfirms with ratings, pricing, and features empower users/consumers to make decisions independently on the software selection. Their thorough research and analysis of the software deliverables give consumers access to satisfactory products.

The event industry works on a massive scale, and the complexity in handling various processes cannot be overlooked. The sense of uncertainty always looms over event success such that a simple process of attendee registration sometimes brings jitters to event organizers. With a  range of IT solutions, Goodfirms addresses these underlying challenges, with its list of top registration software. The list of event registration software can help organizers to neutralize the risk factors within the events and heave a sigh of relief.