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Guide to Creating an Online Registration Form

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Did you know that over 80% of people abandon online forms before completing them? That’s exactly why you need a well-crafted event registration form. When done correctly, online registration forms aren't just lists of questions; they're powerful tools that maximize event registration and pave the way to event success.

Why Use An Online Registration Form?

Besides making sure people actually register, what other benefits are there to using online event registration forms? Here are some that come to mind:

  1. Enhanced User Experience: Set the stage for a memorable event by ensuring a smooth, automated registration experience.
  2. Efficient Workflows: Automate the registration process and seamlessly integrate it with your event management platform for fast, efficient follow-up.
  3. Easy Payment Processing: Collect payments securely and efficiently with integrated payment processing functionality.
  4. Data Collection: A registration form helps gather the necessary information for more personalized engagement tactics and better planning.
  5. Real-time Analytics: Stay on top of registration numbers, measure attendance conversion rates, and adjust marketing strategies in real time.
  6. Lead Generation: Capture potential leads and nurture them with targeted email marketing campaigns.

Most online registration forms are hosted on specialized event registration software platforms, ensuring scalability, security, and seamless integration with other event-related tools and functionalities.

Crafting A Basic Event Registration Form for Any Event Type

Here's a list of possible event registration form fields that event planners might want to display to collect attendee information, regardless of the event type and format:

Basic (Foundational) Fields:

  • Full Name: To address and identify the attendee.
  • Email Address: For sending confirmations, updates, and other event-related communications.
  • Phone Number: An alternate way to contact attendees, especially for urgent updates or reminders.
  • Organization/Company: Useful for professional or industry-specific events to understand the background of attendees.
  • Job Title: Similar to the above, this can give insight into the attendee's professional role.
  • RSVP: This is to confirm if the person will be attending. This could include 'Yes,' 'No,' and 'Maybe.'
  • Payment Information: This includes credit card details or other payment methods and might often be handled by a separate secure system or page.

Additional Fields:

  • Event-specific Questions: A few brief questions to gauge the attendee's interest or background related to the event topics. Here are some examples for a conference:
  • ~~What topics are you most interested in?
  • ~~Which sessions or speakers are you looking forward to the most?
  • ~~Do you have any questions you'd like posed to the speakers in advance?
  • ~~Are there any specific workshops you'd like to attend?
  • ~~Would you like to participate in Q&A sessions?

  • How Did You Hear About Us?: Useful for tracking marketing and promotional efforts.
  • Opt-in for Updates/Newsletter: A checkbox allowing attendees to opt-in to future communications, promotions, or newsletters.
  • Terms and Conditions Checkbox: This is where attendees agree to the event's terms, conditions, and any liability waivers.
  • CAPTCHA or Security Check: Include this to prevent spam or bot submissions.
  • Session or Workshop Choices: If the event has parallel sessions, which ones are they planning to attend?
  • Networking Interests: Topics or industries they're interested in. This helps in arranging targeted networking sessions.

Remember, while many of these are foundational fields, keeping the registration process as streamlined as possible is essential to encourage signups. Only include information is critical for your event's success.

Tailoring Registration Details by Event Format

Depending on your event format you may want to consider adding a few extra fields to your basic form. Let’s dive in:

Virtual Events:

  • Device Type: Ask what devices attendees will use (desktop, tablet, smartphone) to help optimize the virtual experience for those devices.
  • Internet Connection: A simple dropdown or radio button indicating connection quality (e.g., "High-speed," "Average," "Unstable") can help you gauge streaming capabilities.
  • Time Zone: For global events, having this information ensures that participants receive reminders and schedules adjusted to their local timezone.
  • Preferred Platform: If your event is available on multiple platforms (e.g., Zoom, Microsoft Teams, WebEx), you can ask attendees for their preference.
  • Interaction Preferences: This is a multiple-choice question asking how attendees prefer to engage (chat, voice, video or just as a passive viewer).
  • Digital Breakout Session Preferences

In-Person Events:

  • Accommodation Details:
  • ~~Will you require lodging recommendations?
  • ~~What are your dates of stay?

  • Travel Arrangements:
  • ~~Arrival/Departure Date & Time: Useful for scheduling and anticipating attendee flow.
  • ~~Mode of Travel: E.g., by car, plane, train – this helps in logistics planning.

  • Logistics:
  • ~~Will you require parking?
  • ~~Will you require shuttle services?

  • Badge Preferences:
  • ~~Preferred Name: If they want a different name on their badge than the registered one.
  • ~~Company Name & Job Title: For networking purposes.
  • Emergency Contact: This may be required for physically demanding events.
  • Special Requests or Requirements: Dietary restrictions, meal preferences, accessibility needs.

Hybrid Events (Combination of Virtual and In-Person):

  • Mode of Attendance Preference: A dropdown or radio button asking if they'll attend in person, virtually, or are undecided.
  • Onsite Virtual Requirements: A workspace, charging stations, or meeting rooms are needed if attendees want to engage with the virtual component while onsite.

Remember, while gathering detailed information can enhance the event experience, it's also crucial not to overwhelm attendees with too many fields.

Elevating the User Experience With Advanced Registration Forms

In the evolving world of event planning, merely having a registration form isn't enough. Incorporating advanced features can redefine the user experience, making the registration process smoother, faster, and more engaging:

  • Workflows: This is about creating a streamlined path for users navigating the registration process. Instead of overwhelming attendees with a barrage of fields, guide them step-by-step, ensuring they provide the necessary information in a logical sequence.
  • Conditional Logic: No two attendees are the same, so why should their registration experience be? By using conditional logic, the form adapts based on the choices users make. For example, if an attendee indicates they're vegetarian, subsequent questions might delve into specific dietary restrictions.
  • Notifications: Attendees appreciate being kept in the loop. By integrating real-time notifications, you can immediately confirm their registration, inform them of any changes, or remind them as the event date approaches. This not only keeps attendees informed but also fosters trust.
  • Pricing Options: Give attendees choices in how they want to experience the event. This ranges from early bird pricing to VIP tickets with added perks or group discounts. By diversifying ticket selections and pricing, you cater to a broader audience and can boost registration numbers.
  • Credit Card Details: The payment process can be a sticking point for many. Simplify it. Incorporate fields for credit card details and ensure they're secure. Moreover, consider offering multiple payment options like PayPal or digital wallets. Making payments hassle-free reduces drop-offs and provides a smoother registration experience for attendees.

Incorporating these features enhances the user experience and puts your event above the rest regarding professionalism and attendee satisfaction.

Beyond the Registration Form: How to Craft a Comprehensive Event Registration Page

While the registration form is undeniably crucial, the landing page should encompass more, mirroring the essence of your brand and offering a tantalizing preview of the event.

Here's what a standout event landing page should feature besides the registration form:

  • Branding Elements: Ensure the page's design, color scheme, fonts, and graphics are aligned with your brand identity, offering a cohesive look and feel. For more info on branding head over to our event branding guide.
  • Event Summary: Include a concise yet captivating description of what attendees can expect, from keynote speakers to workshop topics.
  • Visual Elements: Display high-quality images, videos, or infographics that give a glimpse into the event's ambiance or past events.
  • Event Schedule: Provide a clear breakdown of sessions, activities, and key timings.
  • Speaker Profiles: Display short bios and photos of keynote speakers, panelists, or performers.
  • Testimonials or Reviews: Mention past attendee feedback or reviews to build credibility.
  • Sponsor or Partner Logos: Showcase any corporate sponsors or collaborating partners.
  • Interactive Elements: Include countdown timers to the event, interactive maps, or animated graphics.
  • Social Media Integrations: Consider adding easy share buttons or feeds showing real-time event-related posts.
  • Contact Information: Remember to include details for attendees to reach out with questions or for further clarifications.
  • FAQ: A well-crafted FAQ section addresses common queries and concerns upfront, helping potential attendees make informed decisions and reducing the volume of repetitive inquiries.

Ensuring these elements are part of your landing page will provide potential attendees with a comprehensive overview, increasing their likelihood of committing to your event.

Helpful Hint: Event registration platforms like Accelevents offer easy-to-use event landing page and registration form builders that help you craft stunning, mobile-friendly landing pages with built-in signup forms in minutes. Contact us to learn more...

ChatGPT: Prepare a Tailored Event Registration Forms In Seconds

Today, with the rise of AI, platforms like ChatGPT offer remarkable capabilities to streamline various tasks, including event registration form creation.

Utilize this online event registration form template to let ChatGPT generate a tailored in-person/virtual/hybrid event registration form for you:

Craft an event registration form for an event organizer in charge of designing an event registration form template for your upcoming event. Here is the information for the event:
Type of Event: [Webinar, Conference, Trade Show]
Event Format: [Specify if in-person, virtual, or hybrid]
Expected Attendee Count: [Insert number of attendees]
Primary Goal of the Event: [e.g., conference, workshop, seminar, etc.]
Session Formats: [Specify session types: keynote, panels, breakout sessions, workshops, etc.]
Keynote Speaker Sessions: [Yes/No]
Workshop and/or Session Preferences: [List specific workshops or sessions you want to highlight]
Payment Options Required: [Specify: Free event/Credit Card/PayPal/Offline Payment/etc.]
Attendee Origin: [Local, International, or both]
Event Theme or Topic: [Provide a brief description]
Social Media Platforms for Promotion: [Specify platforms e.g., LinkedIn, Facebook, Twitter, etc.]
Watch ChatGPT return a registration form that aligns perfectly with your event objectives and attendee needs!

Conclusion: Personalizing Your Event Registration Experience

In an age where digital interactions are increasingly tailored to individual preferences, event registration is no exception. The key lies in shifting our perspective: moving beyond seeing registration forms as data collection tools and recognizing them as dynamic tools that curate unique attendee experiences.

Here are some fresh ideas for you to take this approach even further:

  • Dynamic Fields Based on User Profile: If your registration form can identify whether an attendee has been to one of your previous events, you can use conditional logic to auto-fill specific fields or ask them what they'd like to see differently this time.
  • Personalized Ticketing Options: Use custom fields to offer attendees personalized packages or perks. For instance, if an attendee mentions in the form they're interested in "3D Printing" offer them a discounted ticket to a related workshop such as “How to incorporate 3D Printing Into Your Business”.
  • Conditional Logic for Networking: Use conditional logic to ask attendees about their networking preferences for events with a networking component. If they're keen on networking, delve deeper to understand their industry interests. This can help match them with relevant attendees during the event.
  • Feedback Loop Post-event: Once the event is over, use the insights from your registration form to send personalized feedback forms. If someone attended a workshop on "How to build a successful online community" ask them specific questions about that workshop.
  • Customized Communication Post Registration: Based on the attendees' choices during registration, tailor your communication leading up to the event. If they showed interest in a particular keynote speaker, send them a session reminder or an exclusive interview with that speaker.

Incorporating these ideas doesn't just make your registration form more efficient; it makes it smarter. It's about evolving from merely collecting data to understanding and acting on it.

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