How to Create an Event Registration Form

Planning an event requires meticulous organization, from creating schedules to managing ticket sales and communications. Creating an effective event registration form is the first step to smooth event management.

With Activity Messenger, you can create custom, branded registration forms that handle ticket sales, attendee management, and even post-event communication with ease. Here’s a step-by-step guide to creating an event registration form that covers all the bases.

In this article, we’ll explore:

• Create an Event Registration Form
• Include ticket options with QR Codes
• Add Essential Fields and Digital Signature
• Manage Event Registrations and Communications
• Use the Ticket Scanner for Efficient Check-In
• Advantages of choosing a Canadian-based event registration form

Create an 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. By limiting the sales window, you can create a sense of urgency and encourage early registrations.

 

 

Set up ticket options with QR Codes

Once you have the basic event details setup, 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 is issued with a unique QR code that attendees can scan with their mobile devices. These QR codes streamline the entry process with quick scans at the door for faster check-in.

Add Essential Fields and Digital Signature

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.
• Customizable Fields: With over 80 fields to choose from, you can completely customize your form. For example, you can include checkboxes for preferences, drop-down menus for selecting age groups, or open fields for additional comments.

Manage Event Registrations and 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 gives you an overview of each person who has registered. You can see if each attendee has paid or if they still owe a balance. This tracking helps you monitor attendance and make sure you’re on track for full capacity.
• Attendance Lists: View or print lists of attendees 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. You can even set up automated reminders days before the event to reduce no-shows.

Use the Ticket Scanner for Efficient Check-In

A smooth check-in experience will set a positive tone for your event, and QR codes play a key role in helping to make 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 that each attendee is only admitted 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 allows your staff to 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.

 

The advantages of choosing a Canadian event registration form

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 fully bilingual support, support a local business, and avoid paying subscription fees in US dollars. Opting for a Canadian platform for your event registration needs offers you:

• A solution tailored to Canadian SMEs and nonprofits
• Data storage securely located in Canada
• Full compliance with Canadian anti-spam regulations
• An intuitive and user-friendly interface
• Accessible, bilingual customer service

Fees per ticket

The biggest difference between the different online ticketing platforms is the service fees. Here are the rates that different platforms charge for each ticket sold. Activity Messenger offers a less expensive option for online ticketing.

• 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
• Eventn’Roll: 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 that can automate Interac settlements.

Wrapping Up

Creating an event registration form with Activity Messenger allows you to cover all aspects of event management, from ticket sales and payment processing to attendee communication and check-in.
By using Activity Messenger’s customizable forms, promo codes, QR ticketing, and messaging features, you can streamline your process and focus on delivering an exceptional event experience.