AUTOMATION OF THE PARTICIPANT REGISTRATION PROCESS

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The Event Organiser is a person that bears the great responsibility of carrying out a multi-threaded production process, within a limited time window, and using limited resources. The Event Manager must take care of coordinating the work of both their own team and a number of sub-contractors, while at the same time observing the entire horizon where the final result, i.e. a well-organised conference, congress, or any other event, is starting to take shape. Dozens of meetings, hundreds of telephone calls, thousands of emails, and the stress resulting from being responsible for each single aspect of the event – it is all in a day’s work for an event organiser. The efficient Event Manager is not only defined by their commitment and will to make sacrifices, but also by the awareness of their own limitations. Therefore, all activities or solutions aimed at making their work easier are highly regarded by all organisers of events. Each real improvement or professional assistance helps save time and limited budget resources. And that is exactly why each organiser relies on their associates, sub-contractors, and tools that they trust, because they proved to be effective, during previous jobs.

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“Out of the more than four hundred events that we have handled, cyclical events constituted merely a fraction of them. Each event made organisers and the entire production process face a different set of challenges. Based on my experiences, I am in a position to say that the definition of a good registration system for participants can be narrowed down to the following three key words: flexibility, functionality, and data safety,” – emphasises Tomasz Chrosciechowski, the founder of CONREGO.

 

As far as investing is concerned, it is a good idea to order the service of implementing a registration system for participants. Each reliable provider will always prepare a complete solution. However, the cost regarding such a service may not always stay within budget. If that is the case, it may be wise to take advantage of a stand-alone registration system for event participants, in the form of an application that you can purchase and implement on your server, all by yourselves. This kind of an investment will provide us with a tool that we can fully adapt to the requirements of the event we are organising. The very first implementation will surely be time-consuming, but the knowledge gained during the preparation phase will greatly facilitate handling future events, as well as save a lot of resources.

 

A good registration system for participants offers automation of a multitude of processes. For example, many organisers opt to send electronic invitations. Such email messages with invitations have a unique link embedded in their content, which will redirect the recipient to a website, where they can decide to participate or not to participate in an event. If participation is confirmed, the participant is redirected to a personalised registration form that can already be pre-filled with basic data. After the registration process has been completed, the participant receives an automatic confirmation of their registration.

 

If we are organising an event based on paid participation, a registration system for participants must enable integration with electronic payment gateways, which automates all transactions between participants and the organiser. The application should also include a function of sending email messages with transaction confirmations and a VAT invoice attached, in the form of a PDF file. The aforementioned are just a couple of examples of supporting management of an event before it actually starts. A stand-alone registration system for event participants should also support the handling of participants during the event. If such an application is used, we can significantly speed up the work of reception desks, automate the printing of ID badges, and provide access control of participants to selected zones, within a conference facility.

 

The possibilities offered by using the appropriate tools can only be limited by one’s imagination and the best ideas are born, when we have an actual need for them. Now, ask yourselves this question: are event organisers, who spend tens of hours on filling participants’ data in an Excel file, the type of people without imagination or needs? I am convinced that if one works that way, it only results from being unaware that there are specialist tools that could help, given that it is already 2016.