SayPro Set Up Registration

SayPro Registration Setup Strategy

To ensure a smooth registration process for the Strategic Partnerships for Local Television Stations event, it’s essential to implement a robust online registration system that manages attendee details efficiently and provides a seamless check-in experience for both virtual and in-person attendees. Here’s a step-by-step approach to setting up the registration process:

1. Choose an Online Registration Platform

Select an online registration system that allows for easy customization, attendee tracking, and integration with event management tools. Some recommended platforms include:

Eventbrite: Offers both free and paid options, easy-to-use customization, email reminders, and real-time reporting.
Cvent: Provides advanced features for large events, including virtual and hybrid capabilities, data integration, and detailed attendee management.
Whova: Ideal for hybrid events, offering attendee tracking, mobile event apps, and networking tools.
Bizzabo: Great for managing registration, tracking attendees, and organizing both in-person and virtual events.

2. Set Up Registration Form

Key Fields to Include:

Full Name: First and last name of the attendee.
Email Address: For event communication and follow-up.
Phone Number: Optional, but helpful for urgent communication.
Organization Name: To understand which companies or networks are attending.
Job Title: Helps categorize attendees and their level of involvement.
Ticket Type: Options for virtual, in-person, or hybrid tickets.
Special Requirements: Space for any special requests (e.g., dietary restrictions for in-person attendees).
Session Preferences: If there are breakout sessions, allow attendees to select which ones they plan to attend.
Payment Information: If there’s a registration fee, provide a payment processing option.
Social Media Handles: Optionally collect social media handles to connect attendees with networking opportunities.

3. Design Registration Confirmation and Reminder Emails

Confirmation Email (Instant Upon Registration):

Subject: “Your Registration for the Strategic Partnerships Event is Confirmed!”
Body:
- Thank You: Acknowledge their registration.
- Event Details: Include the event date, time, location (or virtual platform access), and any key instructions.
- Personalized QR Code: For easy check-in at the event (for in-person attendees) or a virtual login link (for virtual attendees).
- Agenda: A link to download or view the event schedule.
- Contact Information: Include details for customer support or inquiries.

Reminder Emails (1 Week and 1 Day Before Event):

Subject: “Reminder: Strategic Partnerships Event – Starts Soon!”
Body:
- Countdown: Remind attendees of the event date and time.
- Logistics: Provide any last-minute updates, such as parking details, virtual login instructions, and session highlights.
- Networking Info: Remind them about networking opportunities, breakout sessions, or how to connect with other attendees virtually.
- Event App Download Link: If there’s an event app (for hybrid events), include links for easy download.

4. Implement Virtual and In-Person Check-In System

Virtual Attendees:

Login Link: Include a unique access link in the confirmation and reminder emails for virtual attendees. Use platforms like Zoom, Hopin, or Whova that support interactive features, breakout rooms, and Q&A.
Event Dashboard: Ensure virtual attendees have easy access to session information, speaker bios, and the event agenda on the platform.

In-Person Attendees:

QR Code or Digital Pass: Provide a unique QR code or registration ID that can be scanned at the event venue. This ensures smooth check-in.
Registration Kiosk/Desk: Set up a registration desk or kiosks at the venue where in-person attendees can scan their QR codes for quick check-in.
- Attendee Badge Printing: If applicable, print badges at the kiosk after check-in, or have badges ready at the desk.
On-Site Assistance: Ensure staff is available to assist attendees who have trouble checking in or need help with directions.

5. Customize Registration for Different Ticket Types

Provide multiple ticket options for attendees, ensuring that both virtual and in-person options are available.

In-Person Tickets:
- Access to all sessions.
- Networking opportunities.
- Event swag (if applicable).
Virtual Tickets:
- Access to live-streamed sessions.
- Virtual networking opportunities.
- Ability to view on-demand sessions post-event.
Hybrid Tickets (For attendees who may switch between virtual and in-person):
- Flexibility to switch between virtual and in-person options depending on their preferences or changes in circumstances.

6. Manage Attendee Data and Reporting

Ensure the platform allows you to:

Track Registration Numbers: Monitor the number of virtual and in-person attendees.
Session Sign-ups: Track the number of attendees for each session or track attendees’ session preferences for better engagement.
Email Campaigns: Send targeted emails to different groups (virtual vs. in-person attendees) with customized information.
Export Data: Export attendee lists to easily check in guests or send post-event communications.

7. Set Up Payment Processing (If Applicable)

For paid events, integrate a secure payment system into your registration platform. This could include:

Payment Gateways: Integration with platforms like Stripe, PayPal, or Square to process registration fees.
Invoice Generation: Automated invoices that are sent to attendees upon payment.
Discount Codes/Promo Codes: If applicable, provide unique codes for discounted rates, early bird registration, or group discounts.

8. Create a Dedicated Registration Help Desk

Ensure that attendees have access to support if they encounter issues during registration. This could include:

Live Chat: A live chat feature on the registration page for immediate assistance.
Email Support: A dedicated event email for registration inquiries.
Phone Support: A support line available during registration periods to assist attendees with issues.
FAQ Section: Provide an FAQ section on the registration page, addressing common concerns such as payment processing, event schedule, virtual platform access, etc.

9. On-Site Registration Process (For In-Person Attendees)

If attendees show up without prior registration, have a manual or backup system in place:

Walk-up Registration Desk: Allow unregistered attendees to sign up on-site. Collect their basic information (name, email, company) and provide them with a registration ticket or access pass.
Payment Processing On-Site: If payment is required, ensure payment systems are ready (credit card processing, etc.).
Event Pass Distribution: Once registered, provide walk-in attendees with their event badges and materials (program, swag, etc.).

10. Post-Registration Follow-Up

Confirmation and Thank-You:

After successful registration and payment, send:

Thank-You Email: Reaffirm their registration and express appreciation for their participation.
Event Updates: Periodically send out updates on the event, including new speakers, sessions, and logistical details.

On-Demand Access (For Virtual and Hybrid Events):

Post-Event Access: Provide registrants with access to on-demand session recordings after the event. Share details on how to access the content via email or through the event platform.

Registration Timeline

Timeline	Activity
6-8 Weeks Before Event	Launch registration page, set up ticket types, and integrate payment systems.
4-6 Weeks Before Event	Start promoting the registration link through email, social media, and event channels.
2-3 Weeks Before Event	Finalize event materials for registrants (badges, access links, confirmations).
1 Week Before Event	Send reminder emails with final details (schedule, access links, etc.).
1 Day Before Event	Final reminders and event logistics for both virtual and in-person attendees.

Conclusion

By implementing a user-friendly, efficient online registration system, SayPro ensures a smooth process for attendees, whether they’re attending in person or virtually. This approach not only minimizes logistical issues but also enhances the attendee experience, making them feel informed, prepared, and engaged from the moment they register to the event’s conclusion.