How To Create an Event Registration Form

Planning an event is stressful enough without a clunky registration process slowing you down. Your event registration form is usually the first impression attendees get of your event. It is also the starting point for everything that follows, such as ticket sales and check-in.

With Activity Messenger, you can build a custom, branded registration form that handles ticket sales, attendee management, and even post-event communication with ease, so you can focus on delivering a great event.

Here’s everything you need to know about creating an event registration form that covers all the bases.

 

Key Takeaways:

• A great event registration form does more than collect names: it manages tickets, payments, attendee communication, and check-in all from one place.
• Stop chasing down payments and lost tickets. QR-coded ticketing, promo codes, and flexible multi-day passes make the experience smoother for you and your attendees.
• Collect everything you actually need (dietary restrictions, t-shirt sizes, signed waivers) with customizable fields built into your form.
• Automated reminders, real-time attendance tracking, and an attendee dashboard mean fewer no-shows and less scrambling on event day.
• Built and hosted in Canada, Activity Messenger keeps your data compliant with Canadian privacy and anti-spam laws.

 

Table of Contents

• How Does Event Registration Platform Pricing Compare?
• How to Set Up Your Event Registration Form 
• How to Set Up Flexible Ticketing and QR Codes
• What to Collect: Custom Fields and Digital Waivers 
• How to Manage Attendees and Automate Communications 
• How to Speed Up Event Check-In with QR Code Scanning 
• Why Choose a Canadian Event Registration Platform?
• Frequently Asked Questions
• Wrapping Up: Your Next Event Starts Here

 

How Does Event Registration Platform Pricing Compare?

The biggest difference among online ticketing platforms is the service fees.

Before diving in, here’s how Activity Messenger’s fees compare to other popular platforms:

• Activity Messenger: 3.9% + $0.30 service charge per ticket
• Eventbrite: 6.4% + $1.29 service fee per ticket
• Tixigo: 5% + 2.9% processing fee per ticket
• Event’nroll: 5% + $1 service charge per ticket

	Activity Messenger (Interac)	Activity Messenger (Credit Card)	Eventbrite (Credit Card)
Processing fees*	1%	3.9% + $0.30	6,4% + $1.29
Payout	Instant	1-3 days	5 days
Settlement	Automated**	Automated	Automated

*Includes all fees charged by registration software.
**Activity Messenger is the only registration platform capable of automating Interac settlements.

How to Set Up Your Event Registration Form

First, you’ll need to set up your event’s details.

• Event Name and Ticket Pricing: Start by naming your event. A clear, concise name will help attendees understand what they’re signing up for. Next, set the ticket price and add any necessary fees (such as taxes). You can also assign ledger codes, which are especially useful for larger organizations to track different events or types of revenue.
• Location and Schedule: Location details are critical. Include the exact address or online link if it’s a virtual event. For multi-day or multi-session events, Activity Messenger allows you to create a schedule with options to assign individual ticket prices for specific days. This gives attendees flexibility and helps you manage the event flow more accurately.
• Ticket Sale Window: Control your ticket sales by setting an open and close date. This is useful for early bird pricing or time-sensitive registration periods. A well-timed sales window can also double as a marketing tool: early bird deadlines create urgency and reward your most engaged attendees.

How to Set Up Flexible Ticketing and QR Codes

Once you have the basic event details set up, you’ll need to decide on ticketing options:

• Single-Day vs. Multi-Day Tickets: For multi-day events, you can offer single-day tickets or multi-day passes. For example, if you’re hosting a gymnastics meet, you can give attendees the option to pay for individual days or the entire 3-day event. Attendees can select the days they want to attend, and Activity Messenger will automatically calculate their total cost.
• Quantity Limits and Promo Codes: Limit the maximum number of tickets each attendee can purchase if you have capacity restrictions. Promo codes are also a great way to encourage early registration. Set up early bird codes, discounts for specific groups, or time-limited offers.
• QR Codes for Ticketing: Each ticket includes a unique QR code that attendees can scan with their mobile devices. Rather than manually checking names off a list, staff simply scan and go, significantly reducing entry wait times, especially at high-volume events.

What to Collect: Custom Fields and Digital Waivers

Activity Messenger’s form builder includes over 80 customizable fields so you can collect all the information you need for your events in one place.

• Attendee Information: Standard fields include attendee name, contact information, and any event-specific details such as dietary restrictions, T-shirt size, or preferred workshops.
• Digital Signature: If your event requires attendees to agree to terms and conditions, sign waivers, or acknowledge certain rules, add a digital signature block. This helps cover legal bases for events that require liability agreements or parental permission. This is particularly valuable for youth sports, fitness events, or anything involving physical activity, where liability waivers are a must.
• Customizable Fields: You can include checkboxes for preferences, drop-down menus for selecting age groups, or open fields for additional comments. The form adapts to whatever your event needs.

How to Manage Attendees and Automate Communications

Once your form is live and you start collecting event registrations, you’ll need tools to monitor and manage attendees.

• Attendee Dashboard: The dashboard provides an overview of each registered attendee. You can see whether each attendee has paid or still owes a balance. This tracking helps you monitor attendance and make sure you’re on track for full capacity.
• Attendance Lists: View or print attendee lists by day or session. Activity Messenger’s attendance feature automatically sorts attendees by event day, making it easy to see who is coming and when. This is especially useful for multi-day events where attendees can select specific dates.
• Automated Communication: Sending updates to attendees is easy. Select attendees from your dashboard and send reminders or updates via email or SMS. For example, you can schedule event start-time reminders, share parking information, or resend tickets to attendees who need a quick link. Automated reminders alone can meaningfully reduce no-show rates, keeping your attendance numbers closer to what you planned.

How to Speed Up Event Check-In with QR Code Scanning

A smooth check-in experience will set a positive tone for your event, and QR codes play a key role in making that happen.

• Mobile Ticket Scanner: Activity Messenger’s ticket scanner feature uses the QR code on each ticket to check in attendees. Staff can scan the codes directly from their mobile devices. Once scanned, the ticket is marked as used, ensuring each attendee is admitted only once.
• Quickly Resolve Issues at Entry: If someone can’t find their ticket, the system allows you to look up attendees on the spot. This means your staff can troubleshoot without slowing down the line.
• Attendance Tracking: By scanning each attendee at the door, you can see real-time attendance numbers, making it easy to track how many people have arrived and quickly identify any no-shows or late arrivals.

Why Choose a Canadian Event Registration Platform?

Activity Messenger hosts all your event registration data in Canada, unlike many platforms that store information in the USA. This Canadian data localization provides stronger protection for your information, ensuring compliance with privacy standards and Canadian anti-spam laws.

By choosing a Canadian-based registration platform, you also gain access to:

• Software tailored for Canadian SMBs, municipalities, and nonprofits
• Fully bilingual customer service
• No subscription fees in US dollars

Frequently Asked Questions

How do I create an event registration form online?

You can create an event registration form online using a platform like Activity Messenger. Simply set up your event details, add ticket options, customize your fields, and share your form link, no technical skills required.

What should I include in an event registration form?

A good event registration form should include attendee contact information, ticket selection, payment options, and any event-specific fields, such as dietary restrictions or session preferences. For events with liability concerns, a digital signature field for waivers is also recommended.

How much does it cost to sell tickets online in Canada?

Fees vary by platform. Activity Messenger charges 3.9% + $0.30 per ticket for credit card payments, or as low as 1% via Interac, which is significantly lower than competitors like Eventbrite, which charges 6.4% + $1.29 per ticket.

How can I reduce no-shows at my event?

Automated SMS and email reminders sent before your event are one of the most effective ways to reduce no-shows. Activity Messenger lets you schedule these reminders directly from your attendee dashboard, so nothing falls through the cracks.

Is there a Canadian event registration platform that stores data in Canada?

Yes, Activity Messenger is a Canadian-based event registration platform that stores all data on Canadian servers, ensuring full compliance with Canadian privacy laws and anti-spam regulations (CASL). This makes it an ideal choice for Canadian nonprofits, schools, and small businesses.

Wrapping Up: Your Next Event Starts Here

Creating a seamless registration experience doesn’t have to be complicated. With Activity Messenger, you get everything in one place — customizable forms, flexible ticketing, automated attendee communication, and fast QR code check-in — all hosted securely in Canada.

Whether you’re running a small community event or a large multi-day conference, Activity Messenger is built to make your job easier from first registration to final scan.

 

👉 See exactly how Activity Messenger simplifies registration from start to finish. Book your free personalized walkthrough today.