No matter what type of event you are organizing -corporate event, training, workshop, seminar, scientific or professional conference – you will most likely face quite a few challenges. Even if you are fully prepared, some technical or other difficulties may occur unexpectedly, which risks the chance of organizing an event in-person. In the last few years we all experienced how hard it is to organize a successful, enjoyable and smooth online conference, let alone doing it overnight.

The online registration and data-collecting related tasks can be quite difficult for the organizers to handle, and might not leave enough time to fully prepare for the conference or training itself. In order to have a great and enjoyable event for the participants, you can always ask for professional help to make the online registration easier and smoother.

By choosing the right virtual conference platform, you can not only prepare thoroughly for in-person events, but just in a few days you can even turn your previously prepared conference into an online event. Just think of how annoying it is when the stream or sound doesn’t work properly, and how much you would it ruint the whole experience. In our article, we’ll introduce you to a few great options to consider when organizing an event, and to the benefits of an online conference registration system.

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This is how registration for conferences work

Registration by e-mail

The advantage of this classic method is there is no confusion, since the participants don’t need a whole new software to use in order to register for the event. You can also share a lot of information in an e-mail in the exact moment of registration, for example in attachments. However, in order to manage the access codes or receive payments, you will definitely need a different platform to summarize your registrations. Undoubtedly, it is the solution that requires the most human resources and has the most potential for error.

Registration form on the conference website

In order for the participants to register, we can easily create a ready-made  registration form of a free software. However, custom forms embedded in the website require a pretty complicated development that can be quite expensive. You can also use a form manager tool to download the application information in a single file, which means fewer errors. On the other hand, you have to find another solution for the payment, as it can not be done in a simple registration form.

Software registration

Undoubtedly, the most convenient and promising solution is to choose a software that was specifically created to do the job. These programs have quite a few useful features: they handle payments, send out emails, provide a complete database, and even allow you to submit lectures or abstracts. The market is huge, so before deciding, you should consider the purposes for which you want to use the registration system to have the features you need. Internationally recognized platforms such as EventBrite, Whoa, Xing Events and of course ConfWare might be a good choice.

Advantages of virtual conference platforms

The organization of a conference of hundreds or thousands of people is a complicated task. That’s why a useful registration software comes handy, which offers a full-featured service that lets you control the whole process. But let’s start at the beginning, that is, when participants and speakers register for your event. Multiple softwares can be tailored to your needs because you can select modules to suit the type of event. A scientific or professional conference has quite different needs than a workshop or product presentation.

If you are organizing a paid conference, it is especially important that you are able to keep track of the fees you receive. Since most of the registration softwares include such a feature, it is possible to schedule registration and payment. You may also be able to offer various discounts (e.g. for studends or seniors) or just give a discount with a coupon code: the software is a huge help in this.

A conference registration system not only makes your job easier, but helps your guests and presenters. They do not have to use several different platforms or websites to register, pay fees or submit documents. Everything happens on one platform, so the process becomes transparent and smooth for them as well. Another great thing to mention is that the registration software also handles currencies, so no one has to bother exchanging money at international events. For scientific conferences, you may want to choose software that will help you submit and review abstracts in addition to the above mentioned features.

The system can make on-site registration and sponsored content placement easier. It also helps you to get familiar with your audience’s needs and opinions with questionnaires. You can improve the quality of communication between participants and organizers, and can even hold online events with the registration software.

How to choose a registration system?

There are 4 important things to consider before you choose a software which are the following:

Key features

There are definitely some items you might absolutely need in a registration system. This could be the online payment option or the document or abstract submission function. So before you decide, think about what tasks you want to perform in the registration system. You should also evaluate what kind of software is suitable for the size of your event, since a conference for 1,000 people requires complex features!

Extra features

As you delve into the world of registration systems and start browsing the websites of possible softwares, you’ll get to know features you may not have even thought of before. Make notes of what extras would come in handy so that this too could affect your final decision. Each system tries to attract you with different extras, which could be an accommodation booking tool or a shuttle service module.

Prices

At some softwares, the system fee depends on how many people attend the event and how much the ticket will cost. You can also choose from different packages. The basic packages are cheaper, while the premium solutions offer a lot of extras, which makes them more expensive.

Recommendations and renown

Real user feedback helps a lot in making a decision, as you can get first-hand information about the different tools and systems. The experience of others in connection with a registration system is a great point of reference, where both the advantages and disadvantages can appear. If you’ve been to a conference lately where you particularly enjoyed the registration process, you might want to contact the organizers to find out which program they used.

Everything you need to know about ConfWare

You have heard quite a lot so far: online payment, ticket management, abstract submission, etc. Well, with ConfWare’s online service, you don’t have to give up on any of these! The system provides a convenient, easy-to-understand interface for both participants and organizers, and neither you nor your users have to deal with multiple systems. As an organizer, you can constantly check the applications, the abstracts, the feedback of the judges, and the pace of payment of the registration fees.

With the ConfWare online registration system, you can easily collect and manage the participants’ data for both smaller and larger conferences. The program is great for any type of event: it has been used for scientific conferences, corporate events and workshops. Would you go international with your conference? Don’t worry, as ConfWare is available in English and in Hungarian as well! Would you like to go on vacation? Do so, and have fun! ConfWare also makes your colleagues’ job easier to use in which everything is really up to date.

Additional benefits

• You can easily tailor the registration fee management to your event
• You can create different groups and offer them unique discounts (e.g. student and adult tickets). You can also create custom, personalized discounts or even a special discount code.
• Your guests will also have the opportunity to select special programs and add them to their cart
• You can submit and critique abstracts and outline sketches within the system
• You will be notified and sent the results of the review
• There are two ways for artists to submit abstracts: upload the file or enter text in the box provided.
• You do not need to use a separate program to generate the abstract volume
• There is also a possibility to submit a full paper, for example a full scientific article
• Participants can choose between card and wire transfer
• You can generate a fee request within the system
• You can manage multiple currencies at once
• Accommodation and transfer booking module makes your job easier
• You can send newsletters at any time
• You can create virtual sessions

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Have an enjoyable registration process

Think for a moment about how many places you’ve registered in the last year. Maybe to your bank’s online system, your favorite streaming service provider or just the waterworks. You’ve probably had a better impression of a company where registration was easy, straightforward, and smooth. Your conference attendees and presenters expect the same from you, as registration is the first step in the user experience.

With ConfWare’s online system, you get a complex platform that’s easy to use. You can access the program anywhere, anytime, and you won’t have a problem reviewing your finances. Your customers will be very grateful that registration does not waste their precious time, nor yours.

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