Having a registration desk that runs smoothly can help you make sure that your delegates aren’t kept waiting for excessive periods before they can get that first coffee of the day...but it can also offer much more benefit. Careful preparation ahead of time is the key to making sure that your registration desk works for you, on the day and after the conference. Try these tips to preparing the right desk, with the right materials and make a great impression at your event.
Your registration list is your communication lifeline to all of your delegates, whether they turn up or not. And a well-managed list allows you to take care of the last minute attendees on the day. The most efficient way of ensuring that everyone is checked off is to have an online registration system that also allows you to record whether they attended on the day. However, if it isn’t possible for you to provide this, having a carefully prepared manual registration sheet, along with a system that all your registration desk attendants are up-to-speed with is the next best thing.
And, remember to have enough staff to manage the volume of delegates you expect to register at any one time. If you have large numbers, consider providing a maître d’ who can direct people to the right location.
Small Touches That Make the Difference
If you are running a large conference it’s a nicer touch to make the coffee, tea or other refreshments available at the registration area. This way, if a large number of your delegates turn up at the same time, they have access to refreshments while they are waiting to sign in rather than having to wait until everyone has gone through registration.
Keep Your Records Up to Date
Adding Value With Your Registration List
By keeping records of those who had registered but who didn’t attend on the day you can send a separate personalised message that includes the conference material that was handed out on the day (including the goody bag if you only have a handful) as well as the extra material provided by the speakers.
And, those who were invited but didn’t register form a third communication option that allows you to give them a taste of what was covered on the day. This gives you the opportunity to entice delegates for the following year if you run your conference annually, or it helps establish a relationship with them for future events or products you have on offer. Send a professional, custom-designed note using printable delegate cards or postcards.