First impressions, they say, lasts longer and in the world of event planning, that couldn’t be truer.
As an event organizer, you need to convey a message of class and panache to your guests, and nowhere better to deliver that message than in during their course of registration.
Truth be told, we have all been to that one even where everything went horribly wrong, from incorrect guest information to unbearable long queues.
For any event organizer, that is a dent on your record and in today’s world of social media that is about the last thing you want happening at your event.
In truth, such occurrences aren’t as sparse as one would expect them to be, and if it happens to you, don’t beat yourself up; it happens to the best of us.
Just work on avoiding a repetition of events, and that’s what I’m here to help you with.
Let’s begin with a few important things you need to take into consideration when planning an amazing experience for your participants:
1. Well planned out integration
3. Self-service and badging on the spot
Well planned out integration
Integration is one crucial piece that ties together all of your attendee’s data and information, as you would not want them submitting the same data they had filled earlier on your online registration portal.
The more you minimize the need for your attendees to provide data about themselves, the better your chances of everything going smoothly.
Your registration platforms should be integrated as that would allow for a smooth transfer of information between departments that may require them. Data such as schedules, meal preferences should only be provided once.
Also, you should consider late registration as an option.
Whatever information your guests provided upon registration should be readily accessible upon check-in. This ease of access is a source of delight to guests.
Following a successful registration for an event, a confirmation email is usually sent.
The recipient takes a moment to review it, and that would be all. Information has already been passed, and should there be any further information to be sent to them, the organizers would do that via mail again.
That is pretty standard. But the mail I want to bring to your attention is the one that would provide your guests with an easy and quick means of completing the registration onsite.
Make sure to send it one day before the event. Keep it short, and it should be compatible with mobile devices. The mail should allow for various means of personalization, such as downloading, bookmarks or printing it out. It should contain Geo-location and time-dependent alerts as well as URLs to social media pages.
The ticket should be verified during check-in to print out an ID and get their information instantly.
Participants with misspelled names get VIP Status.
Self-service and Badging on the spot
Who else dislikes waiting in line?
Your guests should be able to approach any service point with their printed ticket in hand to get their ID printed out immediately.
Your guests should not have to wait endlessly in lines to get verified, only for them to realize they had been standing in the wrong line.
What’s worse, they get to later find out that their name had been misspelled on their badges! Definitely, not what you want at your event.
By affording your guests the ability to walk up to any service desk to check-in, you take away the avenue for confusion and speed up the whole process.
The key is to make the process as easy as ABC.
If you need to give your guests additional questions, it should not exceed three. You can also make it a part of the online registration process, and if your systems are already integrated, then errors such as a misspelled name would not have so much negative impact on the course of events.
Participants with misspelled names would get an ID that states their status and a VIP tag would be attached to their Ids.
Your guests all deserve a classy experience at your next event, and it is within your powers to provide them such.