I'm a pro when it comes to managing my company's exhibits, but we're hosting our first corporate event, and I'm being tasked with handling registration. Where do I even begin?

It takes a lot of effort – just short of superhuman strength – to run a smooth event that people will enjoy and remember. Though many factors come into play when planning an event for the books, one critical component that falls by the wayside is the registration process.

Registration is, at its core, a task that no one wants to deal with – it's probably the least fun part of an event for both attendees and event managers. The event manager has to create a registration form that will gather important information without frustrating attendees, then figure out a way to organize all of the collected data. Attendees have to fill out long, daunting forms with lots of questions, submit a payment, and hope that it processes correctly.

But registration doesn't have to be this way. It's possible to have an optimized and well-managed registration process that's efficient for both parties so energy can be put toward more pressing issues – like why the flowers arrived with no vases. What follows are a few pro tips that will help you manage and optimize your event registration. These tips will ensure that registration is not only easy on your users, but easy on you.

1. Find a platform with rich behind-the-scenes features. Seek a solution that does all of the behind-the-scenes magic to help you manage your event and saves you headaches down the line. There are loads of platforms and tools to make your life easier and complement your work style with features that send submissions directly to your email, deliver automated email responses to form respondents, and include built-in, easily accessible data analytics. Eventbrite, Bizzabo, Whova, Wild Apricot, and Jotform are just a few to consider checking out.

These might sound like they'll chew up your budget, but that's not necessarily the case. You can often get access to these features and myriad other perks with a free plan. Having a variety of behind-the-scenes features is important because they give you options for how you want to manage the data collected for your event. For instance, if you want to have all the form submissions sent directly to your email, you can do that. If you don't want to bother with submissions until the night before, you can do that too. It's up to you. Using an online form with a rich set of features is a great workaround for pricey event registration software. It's powerful and chic, but far less expensive. Here are a few considerations to help you in your hunt:

➤ Ask to try the product for free. Before you choose a platform, see if it addresses your needs and suits your processes. If securing a free trial isn't possible, company reps should be able to walk you through their system.
➤ Ask whether there will be additional charges to accommodate your workflow. Free versions of some platforms simply won't include all the functions you need without hidden costs. So after testing the product, get in touch with customer support and double- check that you won't be charged extra for what you need.
➤ Check for reporting features. Your manager or executives are going to want regular updates on how the registration process is going, and they'll want to see the results at the end. Find a platform that has built-in reporting so you can create reports in a couple clicks of a button instead of spending hours manually inputting data.
➤ Find a platform that allows for ample customization. Your registration platform should allow you to customize the registration process to match your branding and event requirements. This includes customizable forms, confirmation emails, and event pages. You'll also want to be sure you can easily add logos, images, icons, and backgrounds with pictures or video.
➤ Look for a system that works offline. Some events will take place where there is spotty Wi-Fi or cellular service, which could create a major problem during check-in if you cannot access the platform online.

2. Make sure the user experience is on point. It is crucial to prioritize and optimize the user experience to ensure maximum satisfaction. Pay close attention to the needs of your "almost attendees" right from the start, aiming to eliminate any potential frustration, anger, or stress caused by the registration process.Unfortunately, many registration forms tend to be needlessly difficult and perplexing, but fear not. By implementing the following set of best practices, you will undoubtedly create a seamless and painless registration experience, leaving your registrants content and energized for your upcoming event.
➤ Optimize for mobile devices. Smartphones and tablets have become the primary way many people access the internet. If the registration form is not optimized for mobile devices, it may not display properly or may be difficult to use on smaller screens, which could result in potential attendees simply abandoning the process.
➤ Keep it brief. When it comes to increasing the conversion rate of registrants, less is more. Users are more likely to abandon the registration process when it becomes long and complicated. Collect only the information necessary for getting attendees signed up for the event.
➤ Include progress bars. Let's face it: People are strapped for time. Progress bars provide users with a visual indication of how much of the registration process has been completed and how much they have left to do. Plus, the status update helps reduce frustration by giving registrants a clear, achievable goal.
➤ Use conditional logic."If this, then that" conditions hide or reveal questions based on a respondent's previous answer, which can make registration quicker, simpler, and more intuitive. For example, if a form asks users whether they are bringing a guest, a conditional logic field can be used to show additional questions related to the attendee's guest only if they answer "yes." If they answer "no," then the additional queries will remain hidden, speeding the process.
➤ Show error messages.Few things are more frustrating than thinking you've completed the registration form only to find out something's wrong and there's no easy remedy. The trick is to ensure error messages are clear and have an easy solution. For example, highlight errors in red so registrants are able to see them easily and fix them quickly.
➤ Set up automated emails. Ensure attendees immediately receive a confirmation email when they complete the process. Provide contact information in case they have questions about the event, and include links to popular digital calendars such as Google or Outlook so it's easy for them to immediately add your event to their schedules.

When your user experience is sharp and you have a form that's easy to use, efficient, and well-designed, respondents won't struggle when filling it out. In fact, they might even like it (though they probably won't admit it to anyone), and you'll likely have fewer questions to respond to. If your respondents are happy with their onboarding experience, you'll avoid having to navigate a slew of angry inquiries, leaving you more time to find those missing vases.