Timeframe

The most important part of planning and setting up registration is timing. Sooner is better! While you don't need every ticket and form set up when 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. 😄

Screenshot of a Webex Events registration page.

We recommend launching all registration ticket options at least 3-5 months before your event so everyone has time to learn about and register for it. While in-person and hybrid event registrants need extra time to make travel arrangements, virtual event attendees don't. This means that 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 excited attendees can start registering, you must set up your registration event, create Tickets, configure Forms and Questions, and then publish your Registration Event. It's a good idea to get your Event App set up first so you can leverage the amazing power of Groups to personalize your content further. For instructions on creating a Webex Event, check this out.

Some aspects of your promotion plan or event logistics may affect how you set things up. 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 ensure things run smoothly and seamlessly.

  • Create any necessary access or discount codes for flash sales, student registrants, etc. in advance. Doing so will help solidify your promotion plan. Remember that you can generate registration links with an Access Code already filled in, so registrants see only the tickets you want them to see based on where they click from. Set the access code to go live at a certain time.

  • 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.

Test

While it's tempting to start broadcasting on all channels right after publishing, 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 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.

Promotion tactics

There are many ways to send out your registration link and welcome people to your registration page. Here are some ideas to get you thinking about ways 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, take a look at those who signed up early last year and send that list of people 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 support@socio.events

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