Top tips for successful delegate registration

Posted by Jo Kelly

There’s a lot that goes into running a successful event or conference, from the right venue to the right speakers.

That said, providing an effective delegate registration process should be a key first step when planning an event.

This blog looks at some top tips to help ensure the delegate registration process for your next event runs smoothly.

Robust online systems 

If you’re planning a big event and anticipate a large number of visitors, then making the registration process as simple and effective as possible is a vital part of successful delegate registration.

You should make sure that potential delegates don’t have to jump through too many hoops to get registered. For example, keeping the registration form short can make the process quicker and easier for your delegates.

Similarly, you should make sure your website can handle the traffic. The last thing you want is for your systems to be unable to handle many people trying to register for your conference at the same time. This might lead to people losing interest and choosing not to attend your conference.

To avoid this happening, you should try to make sure your systems are ready in advance. Especially if your conference proves more popular than you anticipated, and far more traffic than usual comes to your website as a result of people hoping to sign up.

Making sure you’re prepared can help demonstrate to your delegates that you’re a professional and thorough business, which always looks to ensure a good service. In doing this, right from the start, you should leave a great impression on those who attend your conference.

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Handling influx on the day 

You should also make sure that you can handle delegate registration on the day of your event. Attendees will want their arrival to be as streamlined as possible, so you should make sure you have staff on hand, specifically, for that purpose.

For example, issues such as poor weather and heavy traffic might mean that delegates arrive later than anticipated. Having staff on hand, in the reception or entrance area throughout the day, means late arrivals can still attend your conference without having any problems.

One thing to keep in mind is ensuring you know exact numbers of attendees in advance. This could be made simpler through the use of a dedicated delegate registration system, which potential delegates will use to confirm their attendance.

When using a system such as this, it might be helpful to set a registration deadline a handful of days prior to the event. This will give you enough time to provide lanyards for each confirmed attendee. This helps to provide an additional layer of branding to the event, but also provides a security element, as it helps you identify delegates within the event.

You should also make sure you provide easily understandable directions to your event. For instance, consider including a section about travel in any emails you send out about your conference to help people find it.

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This can be especially useful for those delegates travelling further afield, who are unfamiliar with the area where the event is taking place. After a long journey in, it can also be helpful for those people to see a friendly face, who can make them feel welcome when they register their attendance.

Marketing your conference 

Making sure you market your conference well, alongside opportunities for delegate registration, is a great way to encourage more people to register for the event.

There are many ways you could do this. For example, you could start advertising your conference several months, or so, in advance through email, social media, and on your website. This can help build interest early on, but also help keep the conference in people’s minds over time, which can encourage them to attend.

Also, informing people that you’re hosting a conference is one thing, but showing why your event will be relevant, useful and engaging, is another matter. So you should make sure your website and marketing efforts mention the implicit benefits that your conference will provide. For example, if a well-respected and knowledgeable key industry figure will be presenting a keynote speech at your event, you could mention this in your email marketing, with a link for people register. This can be an effective way to show that your conference will provide leading industry knowledge, while encouraging successful delegate registration too.

Helping your business run events effectively 

A well-organised and well-run event or conference, which starts with effective delegate registration, can help enhance your attendees’ experience and reinforce your business as an industry leader with a reputation for quality.

To make the process even smoother, you could make use of our services to develop a delegate registration system that would include full technical support to ensure your event goes as smoothly as possible, as well as fully handling the creation and content writing for the systems.

We’d love to excite, engage and inspire your delegates with our effective conference services. To speak to a member of our award-winning team:

Jo has worked at CR Worldwide as Events Operations Director since 2004. She is responsible for scoping and delivering all types of events, for clients of all sizes, globally. She manages the division’s team who organise and execute award-winning events – ranging from one-off sales floor days, corporate hospitality events and incentive travel trips, to annual conferences and partner summits.