The most important part of planning and setting up Registration is timing. Sooner is better! While you don't need to set up every ticket and form by the time you publish, it's a good idea to launch some discounted ticket options for early registrants who simply can't wait to be part of your next event. 😄
We recommend launching all registration ticket options well ahead of your event so everyone has time to learn about it, register for it, and make travel plans if needed.
For in-person and hybrid events, launch registration at least 3-5 months before your event to give registrants extra time to make travel arrangements.
Since virtual attendees don't need to travel to your event, virtual events can have a shorter timeline of 2-3 months.
You know your event and audience, so the timeline is ultimately up to you. Whatever you decide, make sure you have enough time to plan and execute your marketing and promotion strategy.
💡 Keep in mind, virtual events typically have a rush in ticket sales in the weeks right before the event, so if early sales are low, don't be alarmed. 👍
Set up for success
Before your attendees can start registering, you must set up Registration for your Event, create tickets, publish Registration, and configure checkout forms and questions. We highly recommend setting up your Event App first to leverage the amazing power of groups and personalize your content further. Read more in our article about Event App setup basics.
Some aspects of your promotion plan or event logistics may affect setup. Here are some considerations to help you think through some of the nuances:
If you plan to use Groups, make sure you configure them in the Event App before publishing registration.
Plan your promotion strategies and identify target audiences, then draft email, website, and blog content with those in mind.
If you want to work with sponsors, exhibitors, or speakers to reach their networks or run flash sales or targeted promotions, you'll need to plan and coordinate beforehand to stay organized and ensure a smooth and seamless experience.
Create any necessary access or discount codes for flash sales, students, and other eligible registrants in advance. This will help solidify your promotion plan. Remember that you can generate registration links with an Access Code already filled in, so registrants can find only the tickets you want them to purchase, based on the link they click from. Set the access code to go live at a certain time.
Create customized checkout confirmation messages and confirmation, refund, and cancellation emails for specific ticket types ahead of launch so that tailored messaging is ready to go when registration opens. Learn more in our article about customizing registration messaging.
Coordinate with website personnel to plan widgets and embedded links on the event website. Don't forget to use UTM parameters for tracking success.
Consider setting up registration in time to advertise it during other events and create special discounts for repeat registrants.
While it's tempting to start broadcasting on all channels right after publishing Registration, it's a good idea to run through registration yourself at least once. Pay close attention to promo and access codes, question wording and options, and confirmation, refund, and cancellation email content. Clear communication throughout the experience reduces dropped registrations and instills confidence in your registrants during and after the process. Consider any possible points of confusion and address them proactively.
There are many ways to send out your registration link and welcome people to your registration page. Here are some ideas about how to spread the word once you've published Registration:
Send out emails and post the registration link on your website and social media spaces to quickly and easily help people find the registration page. Take full advantage of these simple promotion avenues!
When you launch early registration ticket options, gather a list of those who signed up early last year and send that list a special email.
Without flooding people's inboxes, periodically send reminders to unregistered people on your email list.
After folks register, stop asking them to register. 😄 Removing them from registration reminder email lists doesn't have to be the end of your promo efforts, however. Consider sending 'refer a friend' emails and rewarding referrers with event swag, discounts on next year's event, or a special Game Code to give them a boost in the leaderboard.
Launch digital ads in online spaces frequented by your ideal attendee. Don't simply pay Google or Facebook money to show your advertising media to random people — target specific audiences with tailored content.
Coordinate with sponsors and exhibitors to post on your behalf to reach an even broader audience. Work this promotion tactic into your sponsorship deals!
Speakers can also help spread the word. Consider providing a social media kit with suggested messaging they can share.
These are only some of the possibilities for promoting your registration, and there are many more. Network with other event planners to learn even more amazing ideas, and let your imagination run wild!
After people have registered, don't forget to use Webex Events Registration's email feature and other channels to promote your Event App and encourage downloads and adoption.
Questions? Chat Us or Email firstname.lastname@example.org