It can set the tone for their entire event experience.
Consequently, selecting the right event registration platform is a critical for any event planner.
With numerous event registration platforms available, from no-frills systems to comprehensive registration suites, finding one that aligns with your event’s goals and your logistical and operational needs can be quite tricky.
That’s why we’ve put together this list of 30 questions broken down into four groups: Understanding your event needs, features to look for, questions to compare platforms, customer service, pricing and finally, helping you to make the right decision to choose the right event platform for your event needs.
Understanding your Event Registration needs
- What’s the scale of your event?
The size of your event dictates the robustness of the features you’ll need. Is it a small meeting for 20 or a conference expecting thousands? Different scalability gates might apply.
- Will I need to customize registration for different attendee types?
Some platforms handle ticketing for various attendee types seamlessly, while others might require manual intervention. Determine how much flexibility you’ll require.
- How important is data management to my event’s success?
Data is crucial for post-event analytics and targeted marketing. Do you have a data strategy, or will the platform need to offer robust data tracking and management tools?
- What level of integration with other tools and systems will my event require?
Maybe you need CRM integration or to connect with your social media platforms for marketing. Consider which integrations are essential to your workflow.
- How familiar are my potential attendees with online registration?
Your platform should be user-friendly for your attendees’ skill level. If you’re expecting older or less tech-savvy attendees, a simple interface is a must.
Features to look for in an Event Registration Platform
- Does the platform support different ticketing tiers and pricing structures?
For more complex events, having versatile pricing options is vital. This includes early-bird specials, group rates, and member vs. non-member fees.
- Is the registration process mobile-friendly and responsive?
With the majority of traffic coming from mobile devices, it is crucial that your registration platform offers a mobile-responsive design, that’s actually responsive – and has great usability behind it.
- Can the platform handle multiple session types and track attendee preferences?
If your event offers a variety of sessions, workshops, or breakouts, the platform should support these options and make it easy for attendees to select and manage their schedules.
- How robust is the reporting and analytics functionality?
To evaluate your event’s success, understanding the data is essential. Does the platform offer real-time reporting and export options?
- Does the platform handle secure payments and offer multiple payment gateway options?
Your attendees’ financial data should be kept secure. Confirm that the platform is PCI-compliant and supports popular payment gateways.
You can have a look at some of the features available on the CrowdComms registration platform here.
Comparing Event Registration Platforms
- What are the top 3 similar events this platform has supported, and how did it perform?
Research the history of the platform with events similar to yours. Ask for case studies or testimonials to learn about other clients’ experiences. They may not have every client as a case study, but they should be happy to recommend clients to speak to if you wish.
- How easy is it to set up and use the platform, and what kind of training is provided?
User-friendliness is key—complex setups and interfaces are time-consuming. Understand the learning curve and the support offered.
- What kind of support can I expect during the actual event?
Will they have a presence at your event? If an issue arises, how is it handled? Confirm the availability of on-site and remote support.
- How does the platform handle last-minute changes and registrations?
Your platform needs to be flexible. Ask about their policies for accommodating changes and late registrations.
- Does the platform offer any marketing tools that can help drive registrations?
Look for features like automated email campaigns, discount code creation, and social media integration to help boost registration numbers.
User Experience and Support
- Can attendees self-service their registration if they need to make changes?
Attendees often have last-minute changes. A platform where they can easily manage their own registration is convenient for both sides.
- What kind of documentation and self-help resources are available for attendees and my team?
Good support includes a robust knowledge base and FAQs. The fewer support tickets you deal with, the smoother your operations will run.
- What kind of support is available to me during the setup process?
The initial setup is often the most challenging. Ensure you have access to support as you configure and launch your registration pages.
- How responsive is the platform to user feedback and feature requests?
Enter into a relationship with a provider that values customer feedback. An evolving platform can grow with the changing needs of your events.
- Does the platform have a track record for uptime and performance during high volumes?
Check for information about stability under high loads, like during peak registration times. You don’t want your platform buckling under the pressure.
Pricing and Scalability
- Does the platform offer a flexible pricing model that is suitable for my event’s budgets and needs?
Budget is a significant factor. Can you afford not only the initial costs but the service fees as your event scales?
- What are the onboarding and setup costs, and are there any hidden charges?
Understanding the full cost is essential. Inquire about additional expenses like support calls or custom feature implementation.
- Will the platform grow with my event, or will I need to switch if my events get larger?
Scalability is important. You want a platform that can evolve with your event size and not cap registrations or features as you grow.
- How is the pricing affected if I need to cancel or postpone my event?
The unexpected happens. Ensure you understand the financial ramifications of changes to your event plans.
- Are there any long-term commitments or contracts I need to be aware of?
Locking into a platform for a year might be less desirable than a month-to-month arrangement, especially if it’s your first time using the service.
Making Your Decision
- How does my gut feel about the platform and the team behind it?
Sometimes, intuition is important. Do you trust the team? Do they seem like partners who want to help you succeed?
- What do my stakeholders, team members, or industry peers say about this platform?
Seek feedback from others in your industry. They may have insights or experiences that can guide your decision.
- Have I tested the platform with a pilot event or registration process?
A test run can reveal a lot. Use a small event to see the platform in action and understand its strengths and areas for improvement.
- Is the platform’s roadmap in line with my future event needs and trends?
Looking ahead is smart. Does the platform’s vision and planned features align with the direction you see your events taking?
- How easily can I migrate to a different platform in the future if needed?
Ensure you won’t be locked into a platform if it’s not working out. Data migration and the transfer process should be clear and achievable without significant disruption.
Conclusion
Selecting an event registration platform is a decision that requires careful consideration of your current event needs, potential for growth, user experience, customer support, and pricing. By carefully evaluating these aspects and asking the right questions, you can find the perfect platform that will not only streamline your event registration process but also enhance the overall attendee experience.
Remember, the most important question you can ask is, “Will this platform align with the goals of my event and contribute to its success?” Make your choice with confidence, and watch your event thrive.
