Using Event Software to Manage High Quality Events
Article 2 (Part 2): Online Registration
Once you’ve sent out your email invitations, you need to ensure that delegates can register easily. Not only that, but as event managers you need to make sure that you extract the vital information you require from each delegate that registers. The most effective way of managing this process is to allow delegates to register online via your own website.
There are many event software tools available that allow you to create customisable forms which integrate seamlessly in your website. Having delegate registration forms on your own site, rather than on a third party, portrays a feeling of trust and a reputable quality about your events. You don’t want to send delegates to a third party site to register as this eliminates your business website from the process and means you missing out on valuable website traffic.
Having fully customisable forms means that you can create a bespoke registration process for each event you host. Some events may require just a name and contact details, whereas others may require specific information and even instant payment.
Can you take payment online using your existing event process? Enabling delegates to pay online, using a secure system, instantly eliminates any payment issues later on. Online payment software should offer a facility which allows your delegates to choose their preferred method of payment using a variety of leading online payment engines, such as' Worldpay, Protix, Google pay, Paypal etc, via a secure website. At the same time, reputable event registration applications should provide two way integration from your internal financial application; allowing payment & invoice transactions to be filtered back into your accounts system.
Integrating your online web form with your CRM and finance systems means that all data is captured and all systems are automatically updated. No longer will you need to manage delegate information on a variety of spreadsheets; your CRM will be updated, meaning that the latest information is always available to everyone who may require it.
If you host the same event on a regular basis, you can set up your online registration as a template – all you need to do it change the date and it is ready for your next event!
Using technology to manage event planning can really help you save time and money. There are software applications that can provide you with these tools individually. Alternatively, you can invest in an ‘all-in-one’ type application that will provide you with a full end to end event management software solution. These solutions help you to manage every aspect of your event, including:
- Website integration – Seamlessly integrate with your existing website without the need to re-design or re-brand.
- Registration management – Fully customisable online booking forms ensuring you capture the most relevant information from your delegates
- Invitation management – Comprehensive, easy to use integrated invitation management tool
- Email marketing – Powerful, integrated & fully functional email marketing tool you are able to send highly targeted email campaigns marketing to the relevant delegate audience.
- Badge production – Comprehensive, easy to use integrated invitation management tool
- Resource management – Produce personalised delegate badges pre or during the event with ease.
- Payment processing – Offering a variety of options to allow your delegates to securely pay online with confidence.
- Event reporting – Determining the true ROI from your event can be determined & managed through powerful reporting & analysis suite, enabling you to simply & quickly drill down to the event data in just a matter of seconds.
- Survey & Feedback tools – Comprehensive, easy to use integrated invitation management tool
If you plan events on a regular basis, you can no longer ignore the benefits of event software. Whether you choose to automate just one part of the process, or utilise the benefits of a full event management software application, is up to you. Either way, any way that technology can remove some of the manual processes you undertake when planning an event, results in a more streamlined and efficient event planning process, giving you a more cost effective and superior final event.
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