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Why You Need Registration Management For Your Next Conference Event

Introduction

Registration processes require a great deal of attention to detail and work to make them go smoothly. They include planning and pre-registration communication, registration support, the creation of badges, and registration reporting, among other functions. All of this requires diligent work, a focused team, and a great deal of documentation. In general, your team should be busy with its work, including building great content for your upcoming corporate experience. 

The easy answer that allows your team to continue to work at what they do best while ensuring the registration process goes off without a hitch is to bring someone on board to tackle registration management for you. This tactic takes the pressure off your team while ensuring that someone with experience and skill handles the registration for you. It guarantees that each member of your team continues to do the work they do best without sacrificing the details of your upcoming experience. 

Related: Why You Need Event Support

Components of Registration Management

Registration management consists of a great many interrelated components and operations. The process begins well before the event starts and can continue throughout, concluding when you finalize the last of the experience. During the lead-up to the event, registration management requires laying the groundwork for the subsequent registration process. Establishing this foundation includes designing and developing systems for online and onsite registration, building databases to house all the necessary stakeholders, including registrants, launching a registration website with all the necessary questions of everything from dietary restrictions to flight details, establishing reporting protocols and mechanisms, and maintaining registration tracking methods. 

Once the necessary framework is established, the registration management process turns to assisting participants with any and all queries. This duty includes fielding inquiries, taking and recording registrations by phone or online, maintaining communication with registrants before, during, and after the event, receiving payments if necessary, and tracking registration and sales numbers. 

During the event, registration management involves the intake of registrants and walk-up attendees’ registration, where applicable. It can also include creating and distributing name badges and handing out informational materials regarding the experience. Finally, once the event is complete, the registration management process wraps up reporting information regarding those who attended for use as a basis for future planning. 

Do you need help managing registration for your upcoming experience? Check out the DUNAJ AGENCY to learn how they can help!

Benefits of Conference Registration Services

There are numerous benefits of conference registration services. The primary one was mentioned above but bore repeating. The use of such a service allows people to be put to work doing what they do best. In this case, the registration service provider is the expert at registration management. Making use of them puts those skills to work while your team focuses on other things. 

There are many other benefits as well. It is efficient as it reduces the complexity, time, and cost of planning your company’s next significant experience. It also allows you to gain insight into both current and historical registration data. Utilizing a centralized location for all registration information avoids the need to start the process over each year or deal with information in too many places. It eliminates many of the error-prone procedures of the process. It simplifies the registration process and creates a seamless flow for your attendees from start to finish. The added simplicity and efficiency offer the possibility of increased registration numbers and attendance from year to year. 

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The Differences Between Online and Onsite Registration

Online and onsite registration are similar in function but different in operation. Also, even if your experience has both types of registration available, it’s a strong possibility that online registrants will still have to pass through the onsite registration line for certain things. Some of the key differences between the systems and functions of online and onsite registration are below. 

First of all, online registration generally occurs before the event. Some experiences may allow for online registration during the event, but it’s uncommon as registration frequently moves to the onsite model once the event is in session. Common online registration elements include a registration webpage, related web registration app, printable or PDF registration confirmations, encrypted payment processing, and targeted e-mail directed as specific demographics of attendees. Organizers may use it in combination with onsite registration. 

The big difference with onsite registration is that it is completed in person at the person’s experience. It can occur in various forms, including paper forms and cash payment, a computer kiosk, or a simple ticket and payment system. Many onsite registration systems incorporate technological elements to assist with attendee processing, tracking, statistics, financial processing, and the generation of nametags and other documentation on the spot as people register for the experience. 

Related: Event Planners vs. Event Designer: What’s the Difference

Tips for Onsite Registration

It is critical to have some sort of onsite registration, even if its function is used as a check-in area. Even attendees who have registered online will need a place to check in, grab name badges and information, and confirm their attendance. Some tips for effective onsite registration follow. 

The first big piece of advice is to integrate technology to the degree that onsite registration will communicate with the centralized information structure developed for your pre-registration efforts. Having all of the registration information in one easy-to-access location can make your life easier in many ways, both during the experience and farther down the road. 

Another critical element is organization. The organizers should carefully plan the flow of people through registration to maximize the efficiency of the process. This planning may include careful mapping of the registration area, separate lines for those who have registered online already, and potentially the use of self-service kiosks to aid participants with self-registration. 

What Dunaj Agency’s Services Include

The DUNAJ AGENCY is a full-service event management company. We specialize in seamlessly implementing corporate events. Our services include both registration management, and onsite support, along with a great deal more. 

The scope of DUNAJ AGENCY services covers everything you might need in order to make your corporate experience a success. We will source hotels and negotiate contracts, oversee registration management, ensure COVID-19 compliance, provide onsite assistance, manage the budget, oversee travel confirmations, arrange for food and beverage, coordinate audiovisual equipment and setups, and manage shipping and receiving. We offer top to bottom services tailored to meet the needs of your next experience. 

Related: Concept Event Design: How to Design an Unforgettable Event Concept

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Conclusion

Registration management is a critical part of managing any group experience. It can either be an arduous chore, riddled with disorganization and headache or it can be a well-oiled machine, operating practically on its own. To ensure the latter, it’s an excellent idea to bring in professional managers to handle it. That’s where the DUNAJ AGENCY comes in. 

Do you need help planning and implementing your next event? Check out DUNAJ AGENCY to find out how they can assist.

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