How to Choose the Right Registration Software For Your Event

When it comes to event registration software, there are no shortage of options. Some platforms specialize in specific features, while others are designed to be full-service. No matter the platform, there’s no such thing as “one-size-fits-all” when it comes to registration software because every event and planning team is different. So how do you know which one is right for you? This is our quick guide with the top factors to consider when you’re looking for registration software:

Identify Your Top Event Needs

Going with the software that has all the bells and whistles may seem like a safe bet, but may end up overcomplicating the process. So it’s important to start by zooming out and identifying what your organization wants to prioritize. Here are some common event goals to consider:

Attendee volume: Are you managing a small internal meeting, or a large conference with thousands of attendees? Before you choose a software, make sure that it can handle your volume of attendees and effectively organize all of their information.

Event branding: If event branding is a key focus for your event, you’ll want to make sure those visuals are reflected in your registration software. Registration pages and apps are often one of the first touchpoints that attendees interact with, and a software with poor design features may deter attendees from signing up. Look into the customization options available with your software and the ease of branding integration.

Reporting capabilities: Do you need detailed metrics and reporting features? There are platforms that can track session attendance, content demand, foot traffic, overall engagement, feedback, and YoY trends. Whichever metrics are important to you, factor it into your software decision making.

Logistical planning: If knowing the ins and outs of your attendee information, such as dietary restrictions, accessibility needs, and transportation is critical for your event success, find platforms that can effectively collect and manage this data.

Onsite operations: Some platforms specialize in conducting onsite operations like badge printing, check-in processes, personalized agendas, swag giveaways, sponsorship features, or session tracking.

Identify your primary goals, and find the software that can prioritize those features. Whether your goal is one or a mix of these factors, knowing which is most important to your event is the first step in the software selection process.

Pricing

Pricing structures for registration platforms vary widely. Some softwares charge per user or per event, by annual licenses, or a mix of both. Depending on the software and your organization, it may be more beneficial to pay multi-year contracts to take advantage of discounts. Or, if you’re managing multiple small events each year, finding a software that lets you pay by attendee rather than event may be better for you and more affordable. It’s all relative to what makes the most sense for your organization’s event portfolio.

While most registration softwares average $10,000 – $15,000 a year, enterprise solutions can reach over $30,000. Remember that based on your event priorities, a lower-cost option can still provide everything that you need for your specific event, and you don’t need to overextend your budget to get the fanciest version.

Tips for the Picking Process

We recommend narrowing down your options to no more than three platforms based on your top event priorities — any more and the selection process tends to become overwhelming.

From there, our pro tip is to always book the product demo! In our experience planning events, we get the most realistic picture of each platform when we’ve seen a live demo and learned from the sales associate. This is your opportunity to ask specific questions and even gain access to custom quotes and promotions that don’t always appear online.

Here are some standard questions to ask your sales associate in demos:

• How customizable is the registration experience?
• Can attendees register multiple people in one transaction?
• What integrations are available?
• What’s the attendee experience like on mobile?
• How does payment processing work, and are there any hidden fees?
• What reporting and analytics features are available?
• What type of customer support is offered (especially for event-day issues)?

Once you’ve seen demos of all of your top options, make sure you give yourself time to test the software and play around with them yourself. You’ll have greater context and land in a better position to compare pricing and evaluate your contracts.

Common Registration Pitfalls to Avoid

You’ve done your research and you’ve landed on a final decision, great! Once you’ve made your final decision, there are a few pitfalls to avoid to ensure you’re optimizing the software for success:

• Complex registration forms: Only collect the most essential information from your attendees. Overly complicated and long forms can lead to abandoned sign-ups.
• Underutilizing advanced features: If you’re moving forward with a platform with extensive features, be sure to leverage those capabilities. Explore all of your platform’s tools to maximize your investment.
• Going into the software cold: When it’s time to implement the software, give your team ample time to be trained and learn all of the features. It’s important for your team to be software literate to make the most out of it.
• Technical difficulties: At the end of the day, registration software is like any piece of technology and can experience technical difficulties. QR codes can fail and email confirmations can go out to the wrong attendees. Give yourself ample time to test your software before attendees arrive, and stay attentive to all of the information and features your platform releases.

The Step-by-Step Breakdown

In summary, here is our recommended process for selecting the right registration software from start to finish:

1. Define your event goals and objectives: What is most important for your event and how can your registration software support it? What do you need to prioritize?
2. Research and shortlist your final options: Narrow down your options to 2-3 final choices. Check reviews and look into case studies with similar event goals.
3. Book the demo: This is your chance to ask questions and learn the in-depth capabilities of each software and maybe score some discounts.
4. Compare pricing and contracts: Based on your company’s event goals and event portfolio, make the decision that works for you financially.
5. Test the software before committing: If possible, conduct a trial run before signing a contract to get some hands-on experience with the software. Researching online for reported “fails” or common issues experienced by other users can also provide valuable insight for your decision-making process.
6. Build your software and train your team: Ensure a smooth transition by attending an onboarding session with your software account manager. This is the time to set up any integrations, permission updates, and training to get your whole team up to speed. In this step, your team can provide valuable feedback and flag any bugs before the official launch. And from there you’re ready to go live!

Need help choosing the right software for your next event? We’ve tested multiple platforms across hundreds of events, so we can recommend the best fit for your event, skipping the trial-and-error phase. We also handle registration demos, contract negotiations, the building of your software, and training on your behalf. If you’re looking to save time and simplify the registration process, reach out to us and we’ll be happy to take care of it!