When using a registration form in Qondor for participant administration and information purposes, the quality of information collected is key to a successful event.
Below are some crucial points to clarify.
WHO ARE THE STAKEHOLDERS FOR THE EVENT
Make sure to uncover everybody's needs! What information do they need?
The participants joining the event
The company hosting the event
The suppliers delivering services to the event
The project manager(s) organising the event
The needs from all these stakeholders are crucial to be aware of and understand, to meet all expectations and secure further business.
WHAT IS THE PURPOSE OF THE REGISTRATION FORM
Is it an information page only (form front page) with "sign up" disabled?
Does the end customer want a registration just to check the level of interest, or a full booking site?
Are participants only submitting their attendance to an event or are they required to book onto accommodation/sessions/activities, etc.?
Is it a simple form to just submit personal details or a full event website that should include program, menu items, links and more?
Are participants submitting a request for booking that you as a Project manager will follow up on or signing up for pre-booked allotments?
TIMELINE
Get an overview of the timeline for the project.
When should the website/form be ready for distribution?
When will invitations be sent out?
Should there be a registration deadline?
Should there be a deadline for making changes?
Should there be any deadline for cancellations?
When should payments be due?
WHO WILL SEND OUT INVITATIONS
Are potential participants known in advance, or will the invitation be distributed in open channels such as a website, social media or other?
Will the invitation be sent to potential participants from someone working in Qondor, or another stakeholder?
Is it necessary to track who have actually used an invitation to register?
Is it necessary to give the option of declining the invitation to the event?
Do you need to be able to send out reminders to those who have not yet responded to the invitation?
WHAT SHOULD THE REGISTRATION FORM INCLUDE
Should there be a landing site with information/introduction connected to the registration form?
Whose brand should the page display? Logo and colours.
Which personal details are needed from the participants?
What products, services and activities are available for booking?
Hotel rooms, conference packages, meeting sessions, activities, meals, transport and so on.
What should be mandatory to register?
Are there different categories of participants, who should see products, information or prices specific to them?
Is there any maximum capacity on any available products?
Do you need any information or acceptance on GDPR?
Any terms and conditions for booking?
Deadlines for booking.
Information on how to edit a booking (if permitted) and related refund policies
Payment options, when and how to pay.
Cancellation policy and how to cancel.
What information should be included in the confirmation email to the bookers?
A note on when more information will be sent out to the bookers
Who and how to get in contact with the organiser
PRICES AND PAYMENT RULES
Should participants see prices at all, if so on which products?
Are participants paying themselves or is it covered by someone else?
If participants are paying themselves, should they be able to pay with credit card and/or invoice?
Are there any type of participants that get their expenses covered and others not? For example regular participants could be paying, but speakers could be covered by the company hosting the event.
Should there be any early bird prices for any products?
Are discounts available?
When should payment be due?
Is it necessary with a prepayment/deposit to secure the booking?
BOOKING SCENARIOS
Do people only book individually?
Is it necessary to enable multi booking (possibility to book and pay for several people in one booking)?
Should participants be able to change their own registration?
COMMUNICATION WITH PARTICIPANTS
Create a plan for communication and determine whether it is through email or SMS.
Who is it necessary to communicate with?
What needs to be communicated, and when?
Should email and/or SMS be used
LISTS - ADMINISTRATION OF PARTICIPANT INFORMATION
Who needs access to lists with registered information?
What information must be shared with others?
Rooming lists, allergies, meal choices, number of people attending activities etc.
Are there any specific list setups required, for printing of badges or other?
EVENT PROGRAM
Should participants receive a mobile friendly program for the event?
What should the program include?
When should it be sent out, from whom, and by email or SMS?
TICKETS/VOUCHERS AND CHECK IN
Do participants need tickets to enter the event?
Is it necessary to distribute food or drink vouchers?
Should there be access control with QR code check in?
⏩Next steps, best practices for building registration forms.