How to Choose the Perfect Registration System That Will Impress Your Attendees?

Do you remember that moment when your event registration form stopped working a week before the conference? Or when participants complained about a complicated registration process? Perhaps you've had to manually export data to Excel because the system didn't offer the reports you needed?

As an event manager, you know that choosing the right registration system is one of the most important decisions in the event organization process. It's not just a tool for collecting applications – it's the foundation for communication with participants, payment management, and the key to gathering valuable data.

In this comprehensive guide, I'll walk you through the process of choosing a system that will not only streamline your work but also provide participants with a smooth and professional experience from their first contact with your event.

What to consider when choosing a registration system?

Selecting a registration system isn't a decision you make based on an attractive vendor website or a persuasive sales email. It's a strategic business decision that requires a thorough analysis of your event's and organization's needs.

1. Flexibility and adaptation to your needs

Each event is different – from intimate workshops to multi-day conferences with parallel tracks. Your registration system should adapt to your event's specifics, not force you to adapt your event to the system's limitations.

Ask yourself:

• Does the system allow for custom event registration forms?
• Can you define different ticket types and registration paths?
• Does the system handle events with parallel sessions and allow participants to choose specific sessions?
• How does it handle promotional codes and discounts?

Real-life example: A tech conference organizer needed different forms for attendees, speakers, and media representatives, with distinct fields and registration paths. The rigid system initially chosen didn't allow for such differentiation, forcing the creation of separate events in the system and manual data merging – generating additional work and risk of errors.

2. User experience and intuitive registration process

Remember that the registration form is often the first point of contact between the participant and your event. A complicated, unintuitive process can discourage potential attendees and negatively impact your brand perception.

Points to consider:

• Is the form clear and easy to navigate?
• Does it work well on mobile devices?
• Is the registration process logical and minimizes the number of steps?
• Does the participant receive clear confirmation and instructions after registration?

Real-life example: After switching to a more intuitive and mobile-friendly registration system, a business training series organizer noticed that the completion rate for registrations increased by 28%. The simpler form encouraged more people to complete the registration process, which directly translated into more participants.

3. Payment management and financial integrations

An effective registration system should simplify not only the registration process itself but also payment management – both for you and the participants.

Key aspects to consider:

• What payment methods does the system support?
• Does it allow for deferred payments and invoice generation?
• How does the refund and cancellation process work?
• Does the system integrate with your accounting software?

Real-life example: An international conference organizer needed a system that would handle payments in various currencies and methods (cards, bank transfers, PayPal). The chosen system offered these features but didn't integrate with the accounting system, resulting in manual entry of each transaction – a time-consuming process that could have been avoided with better market research.

Key features worth paying attention to

Beyond the basic selection criteria, there are specific features that can significantly streamline the event organization process and increase participant satisfaction.

1. Communication automation and marketing

A registration system is not just a tool for collecting applications – it's a powerful tool for communicating with participants at every stage of the event.

Check if the system offers:

• Automatic registration and payment confirmations
• Pre-event reminders
• Ability to send personalized messages to different groups of participants
• Integrations with email marketing tools

Real-life example: An educational conference event manager used a system with advanced communication automation to send participants personalized agendas based on their chosen sessions, along with reminders the day before each session. The result? Significantly higher attendance at sessions and positive comments from participants appreciating the "personal approach."

2. Analytics and reporting

Data from the registration system is a goldmine of knowledge that can help you make strategic decisions and optimize future events.

Key questions:

• What reports does the system offer as standard?
• Can you create custom reports?
• Can data be easily exported for analysis in other tools?
• Does the system offer real-time analysis?

Real-life example: A trade show organizer discovered through advanced analytics in their registration system that the highest conversion from registration to actual attendance came from participants who registered between 2 and 4 weeks before the event. This allowed them to optimize marketing campaigns and increase attendance by 15% in the next edition.

3. Check-in support and on-site management

The registration system should support you not only before the event but also during its course.

What to check:

• Does the system offer a mobile app for check-in?
• How does the badge printing process work?
• Is it possible to register participants on-site?
• How does the system handle attendance management for individual sessions?

Real-life example: The coordinator of a large industry conference chose a system with a check-in feature that reduced the average processing time for arriving attendees to just 35 seconds. This cut the average queue time from 15 minutes to only 3 minutes, significantly improving attendees’ first impression.

Questions worth asking the system provider

After identifying your needs and key features, it's time to talk to potential providers. Here are questions that will help you make an informed decision:

1. Security and compliance

In the era of GDPR and growing awareness of data privacy, security issues are crucial.

• How does the system store and secure participant data?
• Is it compliant with GDPR and other data protection regulations?
• How does the process of managing marketing consents work?
• Has the system undergone security audits and what certifications does it have?

2. Technical support and implementation

Even the best system can create problems if you don't have adequate support.

• What is the scope of technical support? Is it available when you need it?
• How does the implementation and training process work?
• Is there a knowledge base or educational materials for administrators?
• What is the average response time for technical inquiries?

3. Scalability and reliability

The system should grow with your needs and operate reliably regardless of load.

• How does the system handle a large number of simultaneous registrations?
• What is the guaranteed system availability (SLA)?
• Have there been cases of system failures and how were they resolved?
• What does the process of updates and introducing new features look like?

How to make the final decision?

After gathering all the information, it's decision time. Here are a few practical tips to help you make the right choice:

1. Test the system

Nothing replaces practical experience. Most reputable providers offer demo versions or trial periods.

• Conduct a simulation of the complete registration process
• Test the admin panel from the organizer's perspective
• Check how the features most important to you work
• Ask team members to evaluate the system's intuitiveness

2. Check references and case studies

The experiences of other organizers can be an invaluable source of information.

• Ask the provider for references from clients in your industry
• Look for independent reviews online
• If possible, talk directly with current system users
• Analyze case studies of similar events

3. Assess the total cost of ownership

Price is not just the monthly subscription – consider all costs associated with implementing and using the system.

• Are there additional fees for specific features?
• What does the pricing model look like – flat fee or commission on tickets sold?
• Are there hidden costs related to integrations, training, or support?
• What is the cost per participant and how does it compare to the competition?

Summary: investing in the future of your events

Choosing a registration system is not a one-time decision but a strategic investment in the future of your events. The right system not only streamlines organizational processes but builds a professional image of your brand and increases participant satisfaction.

The best registration systems, such as CONREGO, offer much more than just collecting applications – they are complete solutions supporting you at every stage of event organization, from planning to results analysis.

Remember that a system that works for a scientific conference may not be the ideal choice for a music festival. That's why it's so important to clearly define your needs and priorities before making a decision.

I encourage you to thoroughly analyze the available options, ask tough questions to providers, and choose a solution that will not only meet your current requirements but will be able to grow with your ambitions and the scale of organized events.

And if you need additional support in the selection process or have questions about registration system functionalities, our experts are always ready to help and share their years of experience in the event industry.

Tomasz Chrościechowski