What Is the Importance of Using an Event Registration Software?

Planning an event whether in a corporate or in school is not easy. You need to decide on where and when you will hold the gathering. You also need to hire a catering service and equipment that you will use for the upcoming party. Nonetheless, the toughest part of planning an event is to know the number of attendees.

These all changed when everything turned digital. Nowadays, you don’t need to manually create and sell tickets. You simply need to use the registration software to invite more people and to know the number of attendees.

The event software is a tool that lets you sign up and get a ticket for the upcoming gathering. With this system, buyers don’t need to go to an event organizer to get some tickets. They only need to register and fill up the form. Upon registration, the system will automatically send the ticket and information to the recipient’s email.

However, there are more things you will get from this software other than just tracking the number of guests. In this post, you will learn the benefits of using the event registration software. We will also give you some tips to follow when finding the right registration platform. But first, we will define this system, as well as its features and limitations.

So, we won’t keep you waiting any longer. Let’s begin the discussion!

What Is an Event Registration System?

Many people ask what is an event registration software? EventSmart.com defines this system as the process of organizing an event using an installed or a web-based program. This tool allows the organizer to do electronic sign-up. Meaning, the registrant simply needs to visit a website where they can fill-up the form and register.

However, setting up this software is not easy. You need to contact an IT expert in order to use the program.

The event booking software has a lot of benefits to offer and these are:

1. It allows the event organizer to send out emails to all attendees.
2. The event planner can download and view the list of guests.
3. It allows the manager to update the time and location of the gathering. Furthermore, it enables the registrant to cancel her reservation.
4. It sends out notification messages to all attendees. In that way, they won’t forget about the upcoming event.

This software, however, is not perfect. Like other programs, this tool has limitations as well. The following list is the setbacks of this system.

1. The program only gathers the name and email of the registrant. Other information, such as the location and time of the sign-up are not included.
2. There’s no support for recurring events. You need to copy and paste the details to another date if it’s a repeated gathering.

Still, it is a recommended tool for organizing parties. With this program, you can manage the entire event in an easier and more productive way.

How to Find the Right Event Registration Platform

There are many register software providers out there, making it difficult to find the best one. However, it should not hinder you to get the right platform for your needs. Here are some things you need to consider when finding the right event ticketing software:

1. Is it user-friendly? The reason you use this software is to make event planning and management easier. So if the system is hard to use, what’s the purpose of buying the system? For this reason, you need to check if the program is user-friendly. You may get a free product demo to experience the perks of this tool.
2. Quality over quantity. There is a saying that tells you that more is better, or in events, merrier. However, this is not always the case. There are instances where you need to prioritize the quality over quantity. Getting the right registration tool is a perfect example.

When getting this platform, you need to consider what you need. Get a program that has all the functions that will help you organize an event. Don’t look for additional features, especially if you won’t use it. After all, the more features it has, the more expensive it is.

3. The experience provided by the software. Many people base their decisions on the features of the software package. However, it’s not a good idea to base your choice on the functions alone. You also need to consider the experiences of the user and the registrants. You may read some registration software reviews to know the reliability of the system.
4. The interface and the functions of the software. The look and the feel of the software should go hand-in-hand. If the platform looks and feels good, more people will register and go to the event. Conversely, if the program is an eye-sore, only a few people will go to the party. Thus, you need to make sure that the software looks pleasant and is easy to use.
5. According to EventFarm.com, not understanding the customer support dynamic is one of the common mistakes of buyers. When choosing the right program, you need to consider the technical support team. You need to know how fast they are when it comes to answering their consumers. You may send an email or chat with the team to measure their responsiveness.

The Importance of the Event Registration Solution

Now that you know how to choose the right event registration software, you should also learn its importance. There are several reasons why this solution is essential in planning an event and these are:

1. Reduces the Workload

Event registration tools offer a form where attendees can register their personal details before the system captures and stores them. Because you need to gather this information anyway, it automatically copies the data, reducing your workload.

Furthermore, you can integrate it with other systems. Integration is important as it improves productivity and efficiency. If you can sync the platform with other programs, you don’t need to recopy the data to another device. Once integrated, the registration system will receive information from other tools and vice versa. Thus, it reduces the amount of work and lets you focus on more important tasks.

2. Minimize Expenses

You may ask “how can I save money if I need to buy this software?” Surprisingly, you can save more cash if you use this program the moment you plan an event. Apart from reducing the workload, which consumes a lot of time and money, it also minimizes the operational costs. Hence, you don’t need to hire a party planner or a marketing agency to organize and to promote the event. You only need to use the data provided by the software to manage and to advertise the gathering.

Thus, the only thing you need to budget is the fees for the venue, the equipment, and the food service.

3. Accurate Reporting

Reporting is also essential in organizing a party. It tells you the number of attendees, as well as, the total cost of the event. With this feature, you will know whether or not you’ve exceeded your budget. Furthermore, you will have an insight on the number of guests who will attend the party. Knowing these pieces of information will not only keep you informed but will also let you save money for other purposes.

However, to receive the exact information, you need to integrate it with other platforms you’re using. In that way, you don’t need to open multiple systems to get these figures.

4. Easy Registration Process

The last thing your registrants want to do is to spend time on answering several questions just to register. You are not conducting an exam or a survey where they need to answer 50 questions. Your aim is to entice them to join the event. Hence, you need to make it simple and easy.

This is where this program plays a vital role. This tool enables the participant to sign-up without a problem. He only needs to provide his name and his email address, and he’s done. Once the software captures this data, it automatically sends the information to the registrant. Hence, the only thing he needs to do is to attend the party and provide the details to the bouncer.

5. Social Media-Friendly

The significance of the social media services cannot be underestimated. It’s the equivalent of word-of-mouth marketing. The only difference is the platforms that you use. If you are going to use social media as your promotional tactic, you must add the share button to the screen. It will encourage the participants to share the form to their social media accounts.

6. Boosts Attendance

This benefit is somewhat relevant to the previous important reason. If the registration form is shareable, chances are, more people will be aware of your event. Consequently, more people will join the party.

Organizing an event is never easy. But if you use the event registration program, it will be easier to manage the party and to save money.

Looking for the best event registration tool? Visit our website, CrowdRevews.com, and read our reviews of registration software.