As the very first thing your guests experience at your fundraising event, REGISTRATION is crucially important to your success.
We can help you avoid registration pain points!
That’s right. We launched Registration Support Solutions and we’ve learned a lot along the way.
Here are the top 7 things to nail at event registration.
1. Location, Location, Location
Don’t put Baby in the corner! Registration is the first (and last) thing guests encounter at your event. Make sure it’s 100% obvious WHERE to register – as in, right inside the front door of the venue – with big beautiful signs guiding your guests to where they need to be. Winning!
2. Limit Lines
Again, if a long line is the first thing guests encounter at your event, you just threw a wet blanket on them! Don’t do it.
Now, even with perfect planning on your end, sometimes a line is unavoidable. For instance, let’s say 25 couples just happen to arrive at the door at exactly the same time. What can you do to make them happy? Plenty!
Refreshments: Pass hors d’oeuvres and drinks.
Entertainment: Live music near the registration area helps get folks in the mood to party.
Greeters: Meaningful conversation is fun and memorable for us social animals, isn’t it? Therefore, place your gregarious board members and congenial forward-facing staffers in the registration area to greet and chat up guests as they arrive.
With all that said, are you ready for our number one recommendation for eliminating lines? Provide enough terminals for the number of guests expected. We recommend one terminal per 60-75 guests. Have a couple of express lanes for folks who completed online registration prior to the event. Since they’re already in the system, they’ll sail through – ESPECIALLY if their tables are pre-assigned and their bid cards are well organized.
3. Pre-Assign Tables
Embrace anything that can be taken care of pre-event. A lot of software programs have the capability to send emails and/or texts to guests before they arrive, letting them know the essentials. Take advantage of this fabulous feature! It’s a beautiful thing if guests know what table they’re at before they even arrive. They know exactly where to drop off their stuff so they can hit up the bar, and (if you’re offering one) check out the silent auction. When guests are in the know before they arrive, everyone wins!
4. Bid Card Organization
Don’t let the easiest things ruin your reg flow! Provide registration ‘runners’ to quickly fetch bid cards and programs for the folks working the terminals. Label bid cards sequentially and organize them into small groups so they’re easy to spot, grab and deliver quickly.
Ideally, you’ll have bidder numbers for everyone. But it’s always a good idea to print extra bid numbers for late-comers and folks not in the system. A general rule is to print about 10% more bid cards than the number of guests you’re expecting.
Missing names is just one of the problems that can arise during registration. There are other potential pitfalls. Are you ready to deal with them?
5. Troubleshooting
Sure, you’re ready. Because you’ve employed a dedicated Registration Concierge, who knows your software inside and out. Your Registration Concierge speaks that “tech” language. They’re invaluable, because in case anything goes wrong, they have the solution, PROVIDED you have a strong and reliable internet connection. And – naturally! – nearby power outlets too.
6. Quick Question
More often than not, Q & A really isn’t that quick, is it? You don’t want your guests clogging up registration terminals with questions like: Where can I buy a raffle ticket? Where’s the bathroom? Am I in the right place? So once again, we recommend extraordinary signage. Signs help map the way to fundraising success, by keeping your guests in the know at all times!
7. Checkout
If you’re using your software effectively, you should be able to skip checkout (and checkout lines!) altogether. But guests may still have questions, and one of the most frequent ones is when will their credit cards be charged. (Likely your guests’ credit card info is already in the system, having been taken care of either at check-in or prior to the event.) Include this information about when cards will be charged in a PowerPoint slide, and have your auctioneer and/or emcee announce these details during the live program.
Your checkout team should also have a list of auction winners and incentive drawing winners (if prizes are to be handed out). That way, guests can collect their winnings and then enjoy the after-party!
We are your one-stop fundraising and events shop! Learn more about our offerings:
*Event Registration Solutions
*Expert, data-driven fundraising strategy & consultation
*Ever-Efficient Operations Support
*Dynamic On-Stage Talent
As soon as you’re ready to raise money for your great cause, let’s chat!