SayPro Plan: Setting Up and Managing Registration for Virtual and In-Person Attendees

1. Define Registration Requirements and Objectives

Identify Attendee Types and Registration Needs

• Virtual Attendees: Access credentials, platform login info, session selection options.
• In-Person Attendees: Badge printing, check-in process, dietary or accessibility requirements.
• Hybrid Attendees: Options for switching attendance mode if needed.

Collect Essential Data

• Personal details (name, contact info).
• Professional info (company, role).
• Attendance preferences (sessions, workshops, networking events).
• Payment details if the event is paid.
• COVID-19 protocols or special accommodations for in-person attendees.

2. Choose and Configure the Registration Platform

Platform Selection Criteria

• Ability to handle hybrid registration seamlessly in one system.
• Customizable registration forms with conditional logic (e.g., different questions for virtual vs. in-person).
• Secure payment processing and invoicing.
• Integration capabilities with email marketing tools, CRM, and event platform.
• Automated confirmation and reminder email features.
• Reporting and analytics dashboard.

Setup and Customization

• Design a user-friendly registration form tailored to both attendee types.
• Include terms & conditions, privacy policy, and data consent checkboxes.
• Configure registration tiers (early bird, standard, VIP).
• Set capacity limits for in-person attendance and waitlists if applicable.

3. Registration Launch and Promotion

Launch Communication

• Announce registration opening with clear instructions on how to register.
• Highlight important deadlines and early bird benefits.
• Provide FAQs and support contacts for registration assistance.

Monitoring and Support

• Track registration numbers daily and identify trends.
• Offer responsive customer support via email, phone, and chat for troubleshooting.
• Send automated confirmation emails with event details and next steps.

4. Attendee Data Management

Secure Data Handling

• Ensure compliance with data protection regulations (e.g., GDPR).
• Use encrypted databases and limit access to sensitive information.

Data Segmentation

• Segment registrants by attendance mode, session choices, and demographics for targeted communication.
• Export attendee lists regularly for event logistics and reporting.

5. Check-In and Access Management

In-Person Check-In Setup

• Prepare badge printing stations or pre-printed badges for quick check-in.
• Use QR codes or unique registration IDs to speed up verification.
• Train onsite staff or volunteers on the check-in process and troubleshooting.

Virtual Access Management

• Generate and send unique login credentials or access links securely.
• Coordinate with the virtual event platform to verify attendee access.
• Provide technical support contacts for login issues.

6. Post-Registration Engagement

Reminder Emails

• Send timely reminders leading up to the event with essential info (agenda, platform access, venue details).
• Include instructions for session selection or changes if allowed.

Last-Minute Changes

• Allow attendees to update their registration details (e.g., switch from in-person to virtual).
• Manage cancellations and refunds as per policy.

7. Post-Event Reporting and Follow-Up

Attendance Verification

• Reconcile check-in data from virtual platform and onsite registrations.
• Identify no-shows and late arrivals.

Analytics and Insights

• Analyze registration data to understand attendee demographics and preferences.
• Use insights for improving future registration processes and marketing strategies.

Summary Checklist

This comprehensive approach ensures SayPro’s registration process is smooth, secure, and user-friendly, supporting both virtual and in-person attendees effectively.