From chaos to calm: Why event registration systems rule
"It quickly started to cost us a lot more than it was worth!" said Knut Wicklund Hansen, an advisor at one of Norway's largest event agencies, when we asked him why they switched from an event solution they developed themselves to the Checkin event registration system.
When you use a self-constructed event system with Excel files and Google Forms, it’s quite likely that you’ll find yourself in a situation where you spend a lot of time on manual work.
More so, you’re likely experience chaos and confusion if/when people decide to make a change to a reservation or unregister.
Fortunately, there is a solution that offers a simple and low-threshold way to plan, promote and manage your event that turns chaos into calm – an event registration system.
What is an event registration system?
In a nutshell, an event registration system is a tool that allows you to sell tickets and communicate with an event’s participants via email and SMS. Participants can sign up and purchase tickets for your event by filling out a registration form.
The event registration system collects all the necessary information about participants for communication, invoicing, and ticket dispatch.
When it comes to benefits, an event registration system is a tool that streamlines your work when planning and organizing an event by automating tasks, maintaining control of your finances, and handling accounting after the event.
Why not just use Excel?
You may think – why can’t we just use Excel?
Indeed, some event organizers choose to use Excel when planning and executing their events. Perhaps it’s because Excel is perfect for budgeting and data analysis. However, when using Excel to manage your event and participant registration, you may end up dealing with a lot of manual work.
Companies that work exclusively with events throughout the year, such as Macsimum and Oslo Business Forum, can testify that they used to spend a lot of time managing and changing orders until they realized that switching to a registration system for their events was a much better idea.
An event registration system makes it much easier to change orders, send out new or additional invoices, and issue the correct tickets for each participant.
As an organizer, you can also allow participants to change their orders themselves, saving you time to focus on other things, such as marketing your event, for example.
But this is not the only advantage. Let’s takes a closer look at other benefits.
9 benefits of an event registration system
A modern registration system provides you with all the features you need to plan, organize, manage, and conduct events professionally. We have summarized the 9 most important benefits for you.
1. Collect important information
A registration system is an effective tool for gathering the information about your participants that you can use to market future events.
By filling out the registration form, your event’s participants not only share their contact information but also their preferences and interests. These insights will help you send the right information to the right person.
2. It's easy to manage changes
A registration system makes it much easier to manage and change orders.
This is especially important if you offer different types of tickets and additional upsell items such as accommodation and meals. Naturally, your customers want to pay only for what they want to order and be able to change their minds.
The event registration system gives you full control over the order. Not only can you easily make changes to the order, but you can also keep track of the changes made by your colleagues and customers.
3. Simplify communication with participants
With an event registration system, it becomes easier to communicate with your participants before, during, and after the event – this way checking their satisfaction levels and making sure you deliver on what was promised.
The system makes it easy to keep track of all the information you have sent to your participants.
4. Offer the payment solutions your customers want to use
An event registration system makes allows customers to pay that way they want be it via payment apps, bank cards, or invoices. You can choose which payment solution you want to use without having to enter into agreements with each payment provider. Just use the existing agreements provided by your event registration system.
5. Amplify your marketing communication and branding
Consistent marketing communication and branding help you convey your value proposition and the USP at each step.
With the help of an event registration system, you can use your brand and graphic profile to consolidate your overall message. From invitations on social media and in emails, to your embedded registration form, the website, and in other touchpoints with your customers – make your brand stand out. This will make your brand appear more professional and recognizable.
6. Make it easy to offer different ticket types
An event registration system allows you to set up different ticket types with different prices. With some systems it’s also possible to create package prices (where the system takes into account different taxes). Customarily, event organizers set up standard, VIP, and Early Bird tickets, for example.
7. Simplify your accounting
Event registration systems that collect all the money for you and pay it out weekly or monthly also provide you with good voucher and VAT-specific accounting reports that make it easy to keep accounts for your event. You can save a lot of time and money with automating invoicing.
8. Stay in control of check-ins and attendance
Being in full control of the participants when an event is in full swing – is a calming feeling. You know who has checked in and who’s not.
Not just because of fire safety regulations, but it also gives a clear view of those who did not participate. For example, you can send those who did not attend a recording of your event or send them a fee for not showing up.
9. Pull detailed reports and save time
Without an event registration system, it can be difficult to get a good overview of who is coming, who will eat, and who will stay overnight.
With a registration system, you have the opportunity to use standard reports that give you the information you need with just one keystroke. This way, you spend less time changing orders and get more time to spend on giving your customers a fantastic experience.
There are many registration systems on the market, so we can imagine that it is difficult to decide on the solution that is right for your events. That’s why we’ve prepared a guide that highlights 5 things to consider when considering using an event registration system.
How do you choose the most suitable registration system?
The choice of the most suitable registration system for a specific event depends on several factors, such as the scope of the event, number of participants, desired functionality, and available budget.
It is important to consider the needs and requirements of the event; for example, whether integration with other tools is required or whether you need customization options for different ticket categories.
Conducting thorough research on various registration systems. Reading reviews and seeking recommendations from other organizers can help you find the best option that fits both the needs and the budget of an event.
What are the disadvantages of using Excel and Google Forms?
There are a few potential risks or disadvantages associated with using Excel and Google Forms for event organization.
- Manual work. Using Excel and Google Forms often requires a lot of manual work to organize and manage the event. This can lead to errors, time-consuming processes, and the need for extra administrative time.
- Limited functionality. Excel and Google Forms may have limited functionality compared to dedicated registration systems. This can limit the opportunities for customization, automation, and integration with other tools and platforms.
- Lack of user-friendliness. Using Excel and Google Forms can be challenging for both organizers and participants, especially for those who are not familiar with these tools. A registration system can offer a more user-friendly interface and simpler processes for both organizers and participants.
- Risk of errors. With manual data collection and management in Excel and Google Forms, there is a greater risk of errors, such as incorrect data entry or loss of information. A registration system can automate many of these processes and reduce the risk of errors.
- Lack of support and follow-up. While dedicated registration systems usually offer customer support and training for users, support may be limited or lacking when using Excel and Google Forms. This can lead to difficulties in resolving issues or questions that arise during the process.
You can read more about why a registration system is better than Excel here.
What should you consider when comparing different event registration systems?
There is a lot to consider when ensuring that your registration system meets your expectations and needs, especially in terms of functionality, user-friendliness, and customer support.
Some key factors include:
- Functionality,
- Customization options,
- User-friendliness and interface design,
- Reliability and performance,
- Cost and pricing structure,
- Customer support and available training.
It is also important to consider any integrations with other tools or platforms that the event requires. By considering these criteria, you can choose the registration system that best suits your specific needs and expectations.
Key benefits summarized
Event organization does not have be a chaotic and stressful experience. In fact, it can be managed as smoothly as any other business project. And using an event registration system is a reliable way to turn chaos into calm.
Opting for an event registration system makes it easier for both you and your event’s participants. And it also makes life easier for those who have to keep accounts for your event.
As a result, you can save time and money by using an event registration system.
When we asked Knut Wicklund-Hansen from Macsimum what he would have done differently if he had the opportunity to go back in time, he said: "Then we would probably have stopped using the solution we developed ourselves and switched to Checkin much earlier!"
Read also: What is unique about Checkin?
