Essential Questions to Include in Your Event Registration Form

One thing that no one tells you about event planning is that there is so much paperwork involved. While most planning processes are digital these days, coordinators still have to incorporate many elements to ensure that the event runs as smoothly as possible.

The event registration form is one of these important elements. Event registration is, and should be, an integral part of your pre-planning process, especially if you're using a virtual event platform to host your event. To that end, let's dive into the top event registration questions you should include for your next party.

 

Why Are Event Registration Forms Important? 

Oddly enough, many event coordinators treat the registration process as an afterthought, if they follow through with it at all. In many cases, coordinators use a follow-up form with event survey questions to try and gauge how everything went, and what could be better. Unfortunately, most guests won't fill out these post-event forms, so it's hard to capture any meaningful data.

 

On the front end, registration forms empower event planners in a few different ways: 

    • Badging - If you're going to print badges (or send e-versions), it helps to know people's preferred names ahead of time. 
    • Venue Preparation - Registration forms act as a type of RSVP, ensuring that you have accurate numbers of guests. From there, you can adjust your venue accordingly. Even if you're hosting your event in a virtual environment, knowing the number of attendees helps your event tech prepare for any potential glitches. 
    • Food Planning - If you're hosting meals during the event, you need to know how many special requests to accommodate, such as dairy-free or gluten-free meals. 
    • Accessibility - Modern event planners need to prepare for a wide variety of guests, including those with mobility and hearing issues. Registration forms allow you to anticipate any unique needs so that everyone can feel welcome.

 

Top Event Registration Questions to Ask

Now that we know the value of event registration forms, let's dive into some event registration example questions to ask. 

 

Basic Information (Name and Contact Details)

The primary purpose of a registration form is to know who will be attending the event. So, at the very least, you’ll need to ask for everyone's name. However, it’s best to dive a little deeper with these questions and ask other things like: 

    • Nickname or Preferred Name - In most cases, guests may request to be called a shortened version of their full name (i.e., Bob instead of Robert). Not only is this information helpful for badging, but it allows attendees to feel more accommodated. 
    • Phone Number (With SMS Permissions) - These days, guests are more likely to respond to a text, as opposed to an email. So, if you can utilize an SMS messaging service, it’s important to get everyone's phone number. Don't forget to request permission to send notifications.
    • Email Address - Attendees will likely receive a registration email with more information about the event. As with SMS permission, you should also ask registrants if it's okay to send them marketing emails in the future. Event registration is an excellent way to build subscriber lists. 
    • Social Profiles - Some events are made for social media, so you want to encourage guests to share their experiences with hashtags and mentions. Getting their social profiles allows you to be more proactive about engaging online. 

 

Session Preferences

Are you hosting multiple seminars, speakers, or interactive entertainment at once? If so, you should let guests rank their top choices. Doing this allows you to plan your event more efficiently since you know how many attendees to expect for each session. Also, you may discover that you have to adjust the event based on this data. 

For example, if very few people seem interested in a particular session or game, you might want to drop it altogether. Conversely, if one element is super popular, you might consider hosting multiple sessions on this topic to accommodate more guests. Or, you may need to upgrade your venue accordingly. Finally, if you have two popular sessions happening simultaneously, it might be better to stagger them so that guests can attend both. 

 

Accessibility Requirements

When it comes to event accessibility, you want to be accommodating and tactful for all attendees. Some common ways to adapt your event for accessibility include: 

    • Closed Captioning - You can include captions for pre-recorded messages and live sessions as well. This option is perfect for virtual and hybrid events too. 
    • Wheelchair Ramps - Although venues must follow ADA guidelines, some places are more accommodating than others. Also, consider your layout and how it may affect those with wheelchairs. For example, what if a guest needs to move through dinner tables? Will there be enough room to do so? 
    • ASL Interpreter - Interpreters are ideal for live sessions so that attendees who can't hear well can follow along. Just make sure that your interpreter is certified in ASL. 

Along with these recommendations, we suggest having a textbox where registrants can notify you about any unique accessibility needs they have. 

 

Dietary Restrictions (If Applicable)

As with the accessibility question on your event registration form, you should allow guests to put specific information into a textbox. If providing options, common dietary restrictions include: 

    • Dairy-Free
    • Gluten-Free
    • Vegetarian and Vegan Dishes
    • Nut-Free
    • Kosher or Halal Meats

 

Travel Accommodations (If Applicable)

Sometimes, you need to book hotel rooms and travel arrangements for attendees. For example, if everyone is staying off-site, you'll likely have to schedule shuttles to and from each hotel since guests won't have their own vehicles. Some travel accommodations to ask about in your event registration form include: 

    • Room Sharing - Are guests willing to share a room with someone else? If so, are there any restrictions (i.e., female only)?
    • Transportation Arrangements - Do attendees need a shuttle to and from the airport? Or are they willing to taxi or Uber to each location? 
    • Check-In/Out Times - This question works best for multi-day events. 

 

How Did You Hear About the Event? 

Sometimes this question is unnecessary, such as for corporate parties where all guests are from the same company. However, if your event is open to the public, it pays to know which marketing channel drives the most ticket sales. This data can help you focus your time, energy, and budget on the tactics that deliver the best results. 

 

Data Privacy Consent

These days, privacy is a big concern for everyone. The passage of the General Data Protection Regulation (GDPR) in 2016 means that all sites need to ask for consent before using cookies and tracking programs. While the GDPR technically only matters for guests in the European Union, it's good to ask all registrants for their consent, just in case. 

 

How to Make Virtual Events More Engaging With AI: Start With Your Registration Form

An online registration form is essential for virtual and hybrid events because everything happens digitally. Machine learning and AI matchmaking have a direct influence on event platforms to offer a more personalized virtual event experience. That said, your event registration form paired with event AI can even make your event more engaging.

In this case, you'll want to ask questions related to your guest's interests and preferences, such as: 

    • What's your favorite movie? 
    • What music genre do you prefer listening to? 
    • What are you watching on Netflix right now? 
    • Do you prefer board games or video games? 
    • Do you prefer outdoor activities (i.e., hiking) or indoor ones (i.e., bowling)?

As your guests answer these questions, machine learning and AI matchmaking will pair them with other people who have provided similar answers. You can also incorporate your event into the questions; for example, questions that match your sales kickoff theme. For example, if you have an 80’s theme, you can ask guests about their favorite 80’s trends, songs, outfits, and more. 

 

Overall, different types of questions on your event registration form can help you put on a fun and interactive event that guests will remember for years to come. If you’re looking for a reputable platform backed by creative virtual environment professionals, look no further. At 6Connex, we can spruce up your event registration form and make it work for your event and your guests alike. For more information, contact us or request a demo of our virtual platform today! 

 

 E-Book: The Playbook to Planning Your Virtual Event

 

Related Resources:

Virtual Event Networking Conversation Ideas 

Applying the Lessons of Netflix to Make “Smarter” and More Personalized Virtual Events 

AWS-Powered Artificial Intelligence Capabilities Added to 6Connex’s Industry-Leading Virtual Venue Products


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