September 04, 2024
Registration is a crucial part of any event, providing organizers with key information about audience size and demographics that can influence the entire planning process.
Whova’s powerful registration system has enabled efficient registration and planning for thousands of events. The system includes multiple ticket types with personalized forms and confirmation emails, early bird pricing, members-only and invite-only tickets, group tickets, and recently, exhibitor and sponsor registration.
Now, we’re excited to reveal our new and highly demanded Session RSVP feature in Whova Registration, allowing attendees to RSVP for sessions earlier as part of the registration process. By getting headcounts well in advance, organizers can make the best possible room arrangements and effectively allocate resources for each session. It also helps speakers prepare and attendees plan their schedules early, maximizing their event experience. This feature comes at no additional charge.
No more overcrowded rooms or scrambling for chairs. With Session RSVP, organizers know what to expect, and your event can run like a well-oiled machine.
Collect Session RSVPs Earlier During Registration
Encouraging attendees to sign up for sessions earlier during registration ensures no one forgets to RSVP. Make sure you publish your event app before enabling Session RSVP, as the RSVP are done through Whova Apps.
Once they register, attendees will be prompted to RSVP sessions directly from the registration portal. Organizers can include a custom message in the registration portal to motivate and remind attendees to select their sessions earlier.
Attendees can save their spots directly from the registration portal
The RSVPs are done via the agenda feature in Whova Apps (either mobile or web app). Attendees can see which sessions are concurrent, and the Agenda feature will alert attendees if they attempt to RSVP for two sessions scheduled for the same time.
Assign the Right Room for Each Session
You don’t want to use an oversized room for a small workshop or a tiny meeting room for a major speech. Get a headcount for each session earlier and pick the right room for the expected attendance. For example, if a session is particularly popular, you can select a large conference room or plan an overflow room ahead of time.
View the number of attendees who have RSVP’d to each event and plan accordingly
Effectively Prepare Speakers for Their Sessions
Knowing the number of attendees in advance also makes it easier to prepare hand-outs, technical equipment, and other materials, ensuring you don’t overspend on sessions that don’t require extensive resources.
This information helps speakers deliver more organized and impactful sessions. For instance, a speaker might tailor their content and delivery differently for a large crowd than for an intimate gathering, enhancing effectiveness and attendee engagement.
Help Attendees Plan Ahead and Personalize Their Schedule
With direct integration with the agenda, attendees can plan their schedules well in advance. Attendees who RSVP will have a guaranteed seat, and those who didn’t will know beforehand and won’t be disappointed on the day of.
Attendees can organize their schedule by adding sessions to their Agenda
Get Data on the Most Popular Session Topics
Understanding the most popular session topics provides valuable insight as you plan sessions and topics for future events. You’ll also know what sessions interest specific attendees for future event planning and marketing and can reach out to attendees of particular sessions to remind them or send relevant information.
These insights can also encourage sponsors to support your most popular sessions, enhancing attendee and sponsor experiences and securing more revenue for the event.
Empower Organizers with Easy Session Management and RSVP Tracking
The new Session RSVP feature in Whova Registration streamlines session planning and enhances attendee and sponsor experiences. By collecting RSVPs during registration, assigning the right rooms, helping attendees plan ahead, and gaining valuable insights, your event can run more smoothly and efficiently than ever.
Contact your Whova representative or request a demo below to see how Session RSVP can enhance your event planning and execution.