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EventRaptor

Stay updated on the status of all your company's support tickets.

Customer portal

Effectively managing event registrations is crucial for ensuring smooth event planning and a seamless attendee experience. EventRaptor offers a comprehensive set of tools and features to simplify this process, from setting up registration forms to collecting payments and managing attendee data. This guide will walk you through the key steps involved in managing event registrations using EventRaptor. 

Creating and Customizing Registration Forms

1. **Access the Registration Tab:** Navigate to the "Registration" tab within your event dashboard.

2. **Create a Registration Form:** Click on the "Create Registration Form" button to begin building your registration form.

3. **Customize Registration Fields:** Add essential fields like attendee name, email address, contact information, and any other relevant information needed for your event.

4. **Configure Ticket Types:** Define different ticket types for your event, such as early bird, general admission, VIP, or workshops. Each ticket type can have its own pricing, availability, and specific features.

5. **Set Up Payment Options:** Integrate payment gateways like Stripe, PayPal, or other supported options to process payments securely.

6. **Enable Discount Codes:** Offer discount codes for specific groups of attendees or promotional purposes.

7. **Add Custom Questions:** Include custom questions to gather additional information from registrants, like dietary restrictions, special needs, or feedback. 

8. **Customize Form Design:** Choose a design template or create a unique look for your registration form by adjusting colors, fonts, and branding elements.

9. **Preview & Publish:** Review the form before publishing it. Make sure all options are correctly configured and your form is ready to go live.

1. **View Registered Attendees:** Access the "Registrants" list to view all attendees who have registered for your event.

2. **Export Attendee Data:** Download attendee data in CSV or other formats for record keeping, contact management, or integration with other tools.

3. **Filter and Sort Registrants:** Apply filters and sort options to easily manage registrants based on ticket type, registration date, status, or other criteria.

4. **Edit and Update Registrations:** Modify individual attendee details, ticket types, or payment information as needed. 

5. **Manage Waitlists:** Set up a waitlist for events with limited capacity, and automatically enroll attendees as spots become available.

6. **Send Communication:** Utilize EventRaptor's built-in communication tools to send personalized emails or messages to registered attendees.

 Gather insights on registration trends, ticket sales, and attendee demographic data to analyze event performance.

 Set up automated reminders for attendees to complete their registration or update their information.

 Create unique registration flows for different ticket types or targeted audiences.

 Design forms that are intuitive and easy to navigate to maximize completion rates.

 Provide convenient and secure payment methods for all attendees.

 Clearly communicate registration details, event policies, and any important information.

 Check for any errors, duplicate registrations, or other issues.

By effectively managing event registrations with EventRaptor, you ensure a seamless experience for attendees, optimize event capacity, and gather valuable data for future events.

Guide on setting up registration forms, accepting payments, and managing attendee data.

Managing Event Registrations

A smooth check-in process and efficient onsite management are key to a positive attendee experience. EventRaptor provides a suite of tools designed to streamline check-in, manage event access, and enhance the overall onsite experience for your attendees. This guide outlines the essential features and best practices for utilizing EventRaptor to manage your event check-in and onsite operations.

1. **Configure Check-In Settings:** Access the "Check-In" section of your event dashboard and configure check-in settings, including:

2. **Prepare Check-In Devices:** Set up your check-in devices, whether it's tablets or laptops, with the EventRaptor app or web interface. Ensure devices have proper internet connectivity and are charged.

3. **Use QR Code Check-In:** If you've chosen QR code check-in,  attendees can scan their unique QR codes from their registration confirmation email or a printed ticket.

4. **Process Check-Ins:**  Staff members can quickly scan QR codes or manually enter attendee details to register their presence at the event. 

5. **Manage Check-In Queues:** Control the check-in flow, ensuring a smooth and efficient process for attendees.

6. **Generate Reports:**  EventRaptor provides check-in reports, allowing you to track the number of attendees, registration types, and check-in times.

  EventRaptor supports badge printing for attendees, enabling personalized badges with names, logos, and other essential information.

  Utilize EventRaptor to manage event access, including entry to specific areas or sessions, based on ticket types or registration information.

 Integrate with the EventRaptor mobile app, allowing attendees to access the event schedule, speaker information, maps, and other essential details on their devices. 

 Incorporate interactive polls and surveys through the app or onsite kiosks for immediate feedback from attendees.

 Utilize push notifications through the event app or in-app chat features to communicate with attendees about event updates, changes to the schedule, or other critical information.

 Best Practices for Event Check-In & Onsite Management

  Designate dedicated check-in areas with clear signage and instructions to guide attendees through the process.

 Ensure sufficient staff members are available to manage check-in efficiently and resolve any issues attendees may encounter.

  Communicate check-in procedures and any necessary information beforehand to prepare attendees. 

 Have a backup plan for check-in devices and network connectivity to avoid disruption. 

 Encourage attendees to download and use the event app to maximize engagement and access to event information.

  Regularly monitor check-in data to identify potential bottlenecks or areas requiring adjustments.

EventRaptor empowers you to streamline event check-in and onsite management, empowering you to create a positive and efficient experience for your attendees.

Information on using EventRaptor for efficient check-in and managing attendee access on the day of your event.

Event Check-In & Onsite Management

A well-structured event schedule is essential for a successful event, providing attendees with a clear roadmap of sessions, speakers, and activities. EventRaptor makes it easy to create and manage your event schedule, ensuring a smooth flow of information and a positive attendee experience. This guide walks you through the fundamental steps of building your event schedule using the EventRaptor platform.

1. **Access the Schedule Tab:** Navigate to the "Schedule" tab within your event dashboard.

2. **Create Event Tracks:**  Organize your sessions by creating event tracks or categories. For example, you might have tracks for "Keynote," "Technical," "Networking," or "Workshops."

3. **Add Sessions:** Click on the "Add Session" button to start building your schedule.

4. **Define Session Details:** Enter essential session information, including:

5. **Set Session Type:** Designate the session type (e.g., Keynote, Workshop, Panel Discussion, Breakout Session).

6. **Assign to Event Tracks:**  Select the appropriate event track or category for each session.

7. **Manage Speaker Profiles:** If you have speakers, create speaker profiles within EventRaptor. Include speaker bios, contact information, and links to their websites or social media profiles.

8. **Upload Presentations:** If applicable, upload speaker presentations or supporting materials to the appropriate session.

9. **Edit & Reorder Sessions:**  Easily edit existing session details or reorder them within your schedule. 

10. **Preview and Publish:** Before publishing, review your event schedule to ensure accuracy and clarity.

  Add dedicated break times throughout your schedule to provide attendees with opportunities for rest, networking, and refreshments.

 Organize pre-event webinars or post-event surveys or feedback forms to extend the reach and engagement of your event.

 If your event spans multiple days, you can create separate schedules for each day.

 Ensure clarity for attendees by displaying session times in their local time zone, based on their individual preferences.

 Allow sufficient time between sessions for attendees to move between locations or virtual rooms.

  Create a schedule that caters to different learning styles, interests, and time constraints.

 Present your schedule in a visually appealing and easy-to-understand format.

 Make the schedule readily accessible to attendees, promoting it on the event website, app, and promotional materials.

By effectively managing your event schedule with EventRaptor, you can create a smooth and engaging experience for attendees, fostering a positive event atmosphere and enhancing overall event success.

Learn how to build your event schedule with sessions, speakers, and event tracks.

Event Management

Managing Event Registrations

Event Check-In & Onsite Management

Creating Event Schedules & Sessions