Event registration forms can be very useful for collecting attendees information and preferences ahead of the event to help organizers plan accordingly. For example, you can gather the attendees’ contact info, transportation needs, lodging preferences, dietary restrictions, schedule plan and more to guide the planning of your event. Registration is the attendees first impression of your event, and using a well-crafted event registration form is the best way to collect the data necessary to satisfy your attendees expectations.
To save you time building the registration form from scratch, we prepared 6 commonly used Event Registration Forms for general attendees, speakers, sponsors, exhibitors, VIPs, and virtual attendees. With some registration systems like Whova, you can assign a specific form to each type of ticket, simplifying and customizing the registration process for the registrants.
In addition to that, we also included guidelines on creating the event registration form for 7 different types of events, such as conferences, career fairs and association annual meetings, as each of them may require different information.
Event Registration Form for Different Participants
Your event’s attendee list may include different types of participants, such as general attendees, VIP attendees, speakers, exhibitors, sponsors, volunteers and others. To help your planning process, we prepared 6 different event registration form templates so you can collect the necessary information from your participants as they register. See them below.
1. Event Registration Form for General Attendees
For general attendees, you will need to collect their name, contact info, lodging needs, transportation needs, special accommodations, dietary restrictions, and activity preferences. Here is an event registration form example for regular attendees:
2. Event Registration Form for Speakers
You will likely need to assemble some details about your speakers beyond their basic information and lodging/transportation needs. For example, it can be important to know certain presentation preferences, availability for rehearsal sessions, or their moderation needs. Here is an event registration form for speakers:
3. Event Registration Form for Exhibitors
If your event has exhibitors, you would definitely need to collect their business information, product and service information, and booth preferences, so you can be prepared to host them at your event. Here is an example event registration form for exhibitors:
4. Event Registration Form for Sponsors
If your event has sponsors, it’s important to ask the right questions upfront so you can be ready to spread their name and brand with your attendees, and even help them build more connections. For example, you will want to collect the sponsor’s company website, description, their activity preferences, guests information, etc. Here is an example of event registration form for sponsors:
5. Event Registration Form for VIPs
For VIPs of your event, it is critical to know their flight arrival time and departure time, information about their guests, food preferences, etc, so you can ensure a VIP experience. Here is an example of event registration form for VIPs:
6. Event Registration Form for Virtual Attendees
If you want to sell virtual tickets to generate additional revenue, as many events plan to do in 2022, it would be helpful to gather registration information specifically for virtual attendees, such as Time Zone and accessibility requirements. With a remote audience you may also want to facilitate some networking sessions using virtual tools like Whova’s Round Table or Speed Networking features. Registration is a good time to find out if virtual attendees are interested to participate!
Here is an example of the event registration form for Virtual Attendees:
Event Registration Forms for Different Event Types
Depending on what kind of event you are organizing, you might need to gather some additional information unique to your event type.. Below, we provide some guidelines for creating a registration form tailored to the specific needs of your event.
1. Conference and Symposium Registration Form
Conferences and symposiums usually last for an extended period of time with multiple days or sections to sign up for within the event, so they can often be information-heavy. In this case, you can ask your attendees which topics interest them, and which sessions the attendee would like to attend ahead of time in the registration form.
2. Association Annual Meeting Event Registration Form
Most associations organize annual meetings to offer learning and networking opportunities to members, as well as to showcase to non members and recruit new members. In the registration form, you may want to include questions about their membership status, and what would motivate the non-members to become a member.
3. Alumni Reunion Registration Form
A registration form for alumni reunions should be geared specifically toward graduates of the institution. For example, it might be important to know which graduating class they were in and what their academic affiliations were so you can best help reconnect graduates. It can also be useful to gather details about their post graduation experiences, such as their marital status/children or career path to help celebrate the accomplishments of the alumni.
4. Job Fair Registration Form
You will need two registration forms for your job fair attendees, one for employers, and one for job seekers.. For employers, you can ask about the number of job openings, which departments are hiring, who will be present to represent the company, etc. For job seekers, you can collect their education background, current position, career interests, etc.
5. Sales Kick-off Registration Form
A sales kick-off event brings together sales teams to discuss new strategies, product updates, or simply to just get the team together to revamp their excitement about existing products. This specific registration form will collect personal data as well as data on additional attendees, company information, possible event sign-ups for additional activities, and more.
6. Leadership Conference Event Registration Form
Leadership summits are typically attended by professionals in corporate jobs who hold high-level leadership roles. This type of conference or event is formed around presentations, seminars, and evening socials. This registration form will collect basic personal data and might have additional sign-up pages for special events or meetings.
7. User / Customer Conference Event Registration Form
User conferences are typically geared toward networking, growing, and marketing opportunities. A registration form for a user conference will mimic that of a typical conference form. You can incorporate questions about their product/service usage history with the company, their company size, budget for next year, etc.
Personalize Event Registration Form with Conditional Questions
To gather even more accurate information about your attendees, some platforms like Whova support conditional questions, allowing you to personalize the questions based on the answer of a prior question. Conditional questions make the registration form process more efficient by simply asking a follow-up question to a previous answer.
Utilize Collected Data from Event Registration Form
Once you have collected all of the necessary data from your registered attendees, you will be set up for success leading up to your event. What you do with your collected data from your event registration forms is where the real magic is. Utilizing the registration form information is what will personalize an experience for an event guest. If you ask the right questions, you’ll know details in order to best place people at pre-selected tables, food preferences, size preferences for t-shirts, and even fun details for swag bag accessories.
If you are interested in learning more about Whova, request our live demo today! See how you can create and use an online event registration form template for your upcoming event.