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5 things to get right when choosing event registration software

Choosing the right event registration software can be a tough ask. There are so many providers that it's difficult to evaluate them all.

To back this up, here's an extract from an enquiry Mitingu had in a couple of days ago:

".....frankly I am overwhelmed by the number of companies  that are doing this or similar stuff."

There are some things which are a given for pretty much all of the platforms out there such as:

  • take payments online;
  • send out confirmation emails and tickets;
  • editor to enter content about the event;
  • registration form builder;
  • registration widget or buttons to embed on external websites.

Taking that into account and to help you make the right decision, we've put some suggestions together that could help you arrive there.

 

1. Branding

If you've gone through the painstaking, but rewarding process of organising an event, including promotional material and event branding, then why wouldn't you want your registration site, emails and tickets to carry on that theme?. Choosing a platform that allows you to brand the event site and emails is definitely a good choice.

It's not just about branding the look and feel either. The domain name that your site sits on and the email from address are equally as important. Using your own domain name ties everything up neatly and keeps the event registration site and emails on brand.

 

2. Data

Collecting and storing the right data on your attendees lets you communicate your event messages in a targeted and relevant way. Having an intelligent registration form builder that gives you the ability to show or hide questions based on what you already know about an attendee (registration type, stored preferences or how they have answered a previous question) keeps it relevant to them and speeds up the registration process with shorter forms.

It also helps you build a profile of the attendee that can be used for future events or general marketing activities.

Storing the data securely is an essential for most organisations. Mitingu's data is securely hosted in the UK across multiple sites with ISO27001 certification and PCI/DSS compliance.

 

3. The right message to the right person

Email inboxes are pretty much maxed out nowadays, so it's important that your event messages arrive to the right person with the right message before, during and after the event.

It's easy to do that with segmentation. If someone has registered for your event, then they don't want to receive a reminder email asking them to register. In a similar way, someone who has registered and marked their dietary preferences as "vegetarian" doesn't want to receive a menu with lots of non-vegetarian (if that's a word!) choices.

So, choose a system that not only lets you send out emails based on where they are in the registration process (not registered, registered, declined, checked-in etc), but also lets you segment further based on their preferences. We all like a one to one conversation!

 

4. An intelligent check-in

Checking an attendee in doesn't just have to be about scanning or search and swiping them in. You've collected information about them on registration, so why not make the check-in process a more personalised experience?

Mitingu's check-in app called Greet Desk not only checks attendees in, but also gives the door staff on screen prompts relevant to the attendee. For example, Joe is a VIP and he arrives at the event, is scanned in and the member of staff checking him in gets an onscreen prompt to show him to the VIP reception area. It's simple, but a nice touch.

 

5. The highest level of support

Most event registration platforms are designed so it's quick and easy for an organiser to set up their registration page or site. Mitingu can certainly offer that as well as giving the organiser the ability to create a bespoke event site with multiple pages and custom branding.

A great support site with the ability to raise online tickets is a must. In addition to that, it's essential to be able to speak to someone or even jump on a screen share to get an answer to a question. We think great customer service not only gives you loyal customers, but great advocates who'll recommend your business when they can.

Our support team and I regularly look over clients' event sites and make recommendations where we think something could maybe look better, or be more effectively communicated. We only offer recommendations as we appreciate a lot of look and feel is subjective, but we've never had any complaints about going the extra mile.

 

If you think we've missed some important items then please add to them in the comments section below. We'll respond to every one of them and any feedback is good feedback.