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Why and How to Configure Multiple Attendee Types [Eventtia feature]

Jun 22, 2017 7:00:42 AM / by Victoria

Usually, when scrolling through the feature page of different event management software, you’ll find brief explanations of what you can do or achieve by using these digital tools. However, if you don’t have a thorough understanding of your planning solution’s real potential, you may miss important opportunities to skyrocket your event’s quality. That’s why we decided to create a series of educational articles to help you maximize the use of Eventtia’s features. So let’s open the dialogue with why and how to configure multiple attendee types when setting up the online registration.

From staff members to VIPs, exhibitors, speakers, and assistants, there’s a wide range of guests at any event. The attendee types may differ from event to event. For example, if you plan a medical conference, you may want to configure multiple attendee types such as researchers, medical practitioners, pharmaceutical sales representatives, medical equipment exhibitors, and health care policymakers.

By doing so, you’ll be able to:

  • Segment your communication

Tailor your event communication (invitations, mass mailing campaigns, etc.) to each different group. You don’t want to send an invitation letter to your speakers saying, “Register and gain access to world renowned speakers.”

On the contrary, you’ll need to configure multiple attendee types and then customize your communication accordingly. This will help you plan a powerful mailing strategy. You’ll have a better understanding on how to craft efficient messages and adjust the communication strategy to your needs.

  • Design different registration forms

When inviting people to complete the registration form, you may want to acquire specific information from each attendee type. Let’s say that your intention is to invite exhibitors or VIP members (only!) to a cocktail dinner and you need to know if they will attend or not. In this case, you have to prepare a separate registration form for them, asking this specific question.

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  • Establish numerous registration fee categories

Events may have several pricing plans. Configure multiple attendee types and decide how much, for example, exhibitors must pay compared to regular assistants. Take full control over the payment process by setting specific fees for different attendee categories.

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  • Mark specific registration protocols

Imagine that you are planning an event for small businesses, startups and investors, and you end up having a ton of undesired consultants signing in for it.

We have a solution for that. Configure multiple attendee types and activate a vetting process for consultants. You will be able to decide which of them are relevant for your event.  This way, you'll have a better control over the audience, deciding who can or can't attend your event.

  • Define participation rules

Not all attendee types are equal. Some of them (the speakers, for example) may have access to certain privileges and facilities. Configure multiple attendee types and define an action plan for each category.

How can you configure multiple attendee types? It’s a piece of cake:

Step 1. Go to the Attendees module and click Types.

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Step 2. Click Edit to configure the attendee type data.

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Step 3. Configure the attendee type data you want (general information, registration form fields, type of badge, messages).

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Step 4. Add as many attendee types as you want.

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And that’s it!

Don’t hesitate to give it a try when planning your next event.

Topics: Event Planning

Victoria

Written by Victoria

Communication and journalism with master degree on Event Management. Insterest areas: Knowledge and Events.