The return of onsite events on a large scale has come with a new set of challenges for event planners and managers of an event space in Madison, WI. You’re dealing with lower budgets, higher costs, staffing problems, safety and health issues… the list goes on.
Accurate registration of attendees is one of the most important details of an event. The bad news is that there will always be those who feel advance registration is optional. The good news is that this is a hassle you can control better now than ever, if you’re equipped with the right event partner and technology.
But as meeting and event planners know, having accurate registration numbers is vital in helping to ensure the day runs smoothly at the event space in Madison. While having registrants accounted for prior to an event is ideal, it’s often not possible to know with 100% certainty. With some foresight and the right preparation, you’ll be able to easily accommodate drop-ins on the most stressful day of any event – the first day of the event.
The first and perhaps the most important step in dealing with unregistered drop-ins is what you do before the event, so they are less of a hiccup in the entire process. If you can reduce unregistered drop-in attendees by 50%, then you’ve already made your day less stressful. Here are a few tips that can help.
1. Provide multiple registration options
Work with your client to ensure they are providing multiple options for registration and that the process is easy. Many unregistered attendees will start the registration process but quit because it’s not easy. They figure they’ll just show up and it will be fine. There should be a dedicated webpage and the registration process should be easy to complete on any device. Registration should be enabled via social media as well.
Also, send automated email and SMS text reminders to the unregistered on your list leading up to the event. Lastly, planners are relying on QR codes more frequently to facilitate registration, so attendees simply scan a QR code and are immediately taken to the event registration page.
2. Work smart, not hard – use technology
89% of event planners use event software. Most event software provides a registration process and management of attendees. Software can handle last-minute and onsite registration and even print badges provided the hardware is in place. Event software typically provides unique online pages/sites for events. There are dozens of options (or more) to choose from, such as Bizzabo, Clear Event, Cvent, Eventbrite, and Boomset.
As Ben Franklin once said – “an ounce of prevention is worth a pound of cure.”
But the day of the event is equally important as the planning. Here are some tips to ensure the day goes off as smoothly as possible, despite the drop-ins you’re sure to have show up.
3. Ensure adequate seating
Depending on the projected size of your event, plan for a 5% increase in unplanned attendees. If your setup includes tables and chairs, add a few additional places. If it’s a theatre style setup, include extra seats in the back of the room. This will help to cut down on disruption if guests arrive late or your head count is greater than expected.
Ask ahead of time how your event space in Madison can help you accommodate extra attendees. Find out if you can reserve chairs and where those extras are located to prevent last minute scrambling.
4. Provide extra name badges
As we said, event software can handle name tags and badges. But if you don’t have that luxury, and your event doesn’t require security badges, you may be able to get away with simple adhesive name tags for those who haven’t RSVP’d. If your event is formal, bring extra badge holders or lanyards and blank cards, if you don’t have the onsite check-in and on-demand badge printing software/hardware solution.
5. Make sure your signage works
Proper signage can help you manage the flow of traffic on the event day. So when you have an unregistered attendee, it’s less impactful to the overall flow. Make sure your signage clearly tells attendees where to go and what to do. Your signage should be well placed, easy to see, and easy to understand. And while it may seem counter-intuitive, you may consider having signage and a process specifically for drop-ins. With the right event software, QR codes can be on signage the day of the event, so they could potentially register while they’re waiting in line.
6. Staff appropriately, if possible
Staffing in general is now a real problem in the event industry. If it’s a large event, plan ahead and have the appropriate number of staff you need to handle hiccups during the registration process like drop-ins.
7. Print extra materials
If your event includes printed materials, find out if your meeting location provides access to a printer in case extra attendees arrive. Bring a USB flash drive with the files you will need as backup. No printer available? No problem. Bring 5% more of your printed materials with you to prevent a last-minute rush.
Preparing for the inevitability of unaccounted-for attendees will help decrease your anxiety and go a long way in ensuring a successful event. For more tips on meeting planning and how Monona Terrace can help you prepare for those unforeseen bumps in the road, contact Laura MacIsaac, CMP, at 608-261-4016. We are here to help you re-imagine in-person events!