The Event Connections Guide to Pre Event Registration

When it comes to pre-event registration, there are a thousand and one things to consider. From branding your badges, to managing your registration system to allocating session choices. It can quickly become overwhelming.

At Event Connections, we’ve spent a lot of time fine-tuning our pre event solutions, including event registration, event branding, dedicated delegate support and many other pre-event necessities. We believe the pre-event should include (but definitely isn’t limited to):

A great online registration system
A dedicated delegate management team
The option to have personalised agendas and breakout sessions
Invitations, micro-sites and badges all designed to your company branding

Online Registration Systems

The largest benefit of an online registration system is to save you time. An event registration system is the easiest way to obtain all of the necessary attendee data that you need, without any stress for you or your attendees.

An event registration system can be designed to not only reflect your branding needs but also your data needs. With customisable registration forms where you can set questions, data fields, session choices, and much more, online registration is a great all-in-one tool.

Our online registrations systems aim to provide delegates with a flexible journey with their event registration. No two delegates are the same, so we want to ensure we can cater to every type of booking.

pre-event registration QR code — **Case Study–Develop:Brighton**

Develop: Brighton is the UK’s largest gaming conference, aimed at bringing artists, developers, and designers together over a week of networking, learning, and growing. We’ve been providing our online event registration system to Develop: Brighton for years now. With almost 200 different ticket types, multiple discount tiers, and thousands of national and international registrants, our system has to be 100% user friendly.

Delegate Support Services

A delegate support team is designed to be an extension of you.

You’re looking for someone who can act under your brand with precision and professionalism, and who can pick up your project at any time. Our delegate team will oversee the online registration process with a dedicated phone line and email inbox as a point of contact for delegates with registration issues and general inquiries.

Offline, a delegate manager can also oversee invitations, and email outgoings and can manage incoming data to ensure that it’s clean and accurate. Your delegate manager will be able to oversee the entire pre-event registration process. But we’ll go one step further by ensuring that your delegate manager will also be at the event on the day, to make booking enquiries and questions from delegates. We put time into ensuring our delegate management team fully understand the requirements of each client.

pre-event registration guide image — **Case Study–Specsavers Events**

Throughout the year, we oversee several events for Specsavers, including an online series that spans over two months and an end-of-year, in-person seminar that caters to thousands of people.
From January to December, our delegate services team is on hand to answer calls, emails, and even Whatsapp messages from delegates with a wide variety of questions. These might include helping them with their session choices, guiding them through the registration process, and providing them with detailed event information. Specsavers have a dedicated phone line for all of their events with Event Connections, however, each event also has an individual email inbox, meaning our delegate teams can be managing multiple events at one time.

How Do We Use Data?

At Event Connections, we act as a Data Processor, meaning that any data that we come into contact with is being processed through us on behalf of the event organiser (who is usually the Data Controller).

We never own or use any event data for anything other than the work we do with our clients.

Session Management

Many conference organisers will want to utilise some form of breakout function at their event.

Whether that be roundtable sessions, breakout training sessions or split agendas depending on attendee type, breakout sessions are a great way to monitor how your guests attend your event. Our session management software is designed so delegates can make session selections when they register. Alternatively, guests can log back in after they have registered and choose their sessions at a later date.

And from our end, those who require it can have access to our client report module. This is a client facing module that allows you access to all sorts of pre-event information, such as finance and attendee statistics. This report module also gives access to session management, breakout session or roundtable session approval.

pre-event registration system in action — **Case study – Innovate Finance**

The Innovate Finance Global Summit gave guests the opportunity to attend a variety of roundtable sessions. The IFGS session selection worked on an approval basis, where the delegate could select the sessions they wished to attend. The sponsor or event manager can then approve the selection through the use of our interactive, real-time client report module.

Branding Your Event Registration System

Whilst the technical elements of event registration can be processed in real-time by a delegate support team, our designers can also work with you to create a registration system in keeping with your brand. If you’re linking from another web page, we’ll make sure that we reflect your branding so to ensure a seamless journey.

And it doesn’t end there. Our branding package spans out to email comms, QR codes, invitations, and badging, making one smooth, white label package. Your guests will never know we were there!

We’ll work to your specifications to create a system that reflects your branding and your core message. Take a look at our blog on event branding to find out why it’s so important!

a samsung pre event registration system — **Case study – Samsung Events**

We’ve assisted Samsung on multiple projects across the UK. We’ve also had the pleasure of providing our on-site services at a variety of international locations. When it comes to our online event registration systems, each event uses its own bespoke registration system with a specific design that stays true to Samsung’s branding.

Conclusion

We want our clients to have the best experience possible when it comes to pre event registration. That’s why we’ve designed our services to be fully customisable from start to end. If you’re looking for a fully managed pre-event solution, we’d love to work with you and bring your vision to life.