A key factor for a successful event is the event registration. Without it, event organisers lack planning certainty. A smooth and efficient registration process allows participants to enjoy a seamless event experience while giving organisers control and confidence. In this blog post, we’ll give you an overview of the most important aspects of event registration.
Capacity limits are useful for restricting the number of attendees at an event or for specific registration options within an event, allowing for better control.
Capacity limits are particularly useful when the available capacity is restricted. They can also help increase demand through scarcity — see also the section on “Increasing the number of event registrations.”
With capacity limits, you can better manage the number of participants at your events. This gives you improved planning reliability for the entire event or for individual programme items. Capacity limits also ensure that overbooking cannot occur.
Once the capacity limit for your event has been reached, no further participants can register. This may result in losing potential interested guests. Even when taking the no-show rate into account, it may happen that the desired capacity is not fully reached. A waiting list can help mitigate this.
Try to plan your event as flexibly as possible. If demand exceeds your capacity, you can make short-term adjustments to your event concept. If demand is lower, adjust your event location or order quantities accordingly. Note that if you display the number of available places on your event website and there are only a few registrations at the start, this may have a discouraging effect on potential participants.
A waiting list gives interested guests the option to add themselves to a list when an event or a specific registration option is already fully booked. Guests on the waiting list can then be offered a place if cancellations free up spots.
A waiting list only makes sense in combination with capacity limits and if there is a reasonable chance that registered participants may cancel. It is useful when demand for your events or a specific registration option exceeds the available supply.
A waiting list allows you to capture potential interested guests for your event or individual registration options. It helps you track excess demand and adjust your event configuration to better align with the actual interest.
Activating a waiting list naturally raises hopes among participants that a place will become available. If this does not happen, it can lead to disappointment.
It makes sense to define not only the main capacity but also the number of places on the waiting list. An unlimited waiting list, as mentioned, can lead to frustration among your target audience. Consider how many places on the waiting list are realistic — in other words, how many spots are likely to become available. For a place to free up, registered participants must also have the option to cancel. Often, participants only decide a few days before the event whether they can attend. For this reason, it is advisable to send a reminder email ahead of the event, highlighting the cancellation option.
Yes, a waiting list can be automated. Oniva offers an automatic waiting list. When a registered participant cancels, the first person on the waiting list receives an automatic invitation to register for the event. If they do not register within the defined timeframe, the second person is offered a place, and so on.
Sessions are individual programme elements within an event that help structure the overall programme. They can add variety, such as through breakout sessions, or offer individually selectable options.
Sessions provide participants with the opportunity to make individual choices. The challenge often lies in planning capacities in advance, as the exact interests of participants are not yet known. A survey before event registration can help address this and provide valuable information for better planning.
Accompanying persons are additional people that participants can register during an event sign-up. The number of accompanying persons can vary depending on the event concept, from one to several.
Typically, all event communication is directed only to the main participant, i.e., the person who completed the event registration. This is also important for data protection reasons, as accompanying persons cannot give consent for event communication and data collection.
It’s also important to note that the registered accompanying person may change up until the event date. Participants should therefore have the option to update the information regarding their accompanying persons.
At event entry, registrations with accompanying persons can add extra complexity, for example, if the accompanying person does not arrive at the same time as the main participant.
The registration form is used to collect the necessary information for event participation. Digital registration forms typically include at least the participant’s first name, last name, and email address.
As a general rule, less is more. Limiting the form to only the essential fields increases the registration rate and helps comply with data protection requirements. Nevertheless, depending on the event, additional information may be needed to ensure smooth participation—for example, to correctly process catering orders based on dietary preferences or to send information to participants’ smartphones during the event. Keep in mind that the registration form collects personal data, so your data protection policy must include participants’ consent.
Additional queries are necessary pieces of information (such as dietary preferences) that participants must provide for event participation. Another example could be whether the registration includes attendance at a dinner.
The registration deadline determines the latest date by which participants can sign up for an event. In practice, a distinction is often made between the date by which event organisers expect a response and the actual deadline for registration. Setting an early registration deadline can provide organisers with greater planning certainty. However, an early deadline may also prevent late-interested participants from registering.
The actual registration deadline depends on the event concept. If you need to inform your event suppliers of the number of participants and this has cost or resource implications, it is advisable to agree the deadline with your suppliers. For events where this is not a factor, you can keep registration open until the event date, allowing for spontaneous registrations.
In addition to the registration deadline, a cancellation deadline can also be set. Participants can cancel their registration up until this deadline. Cancelling after the deadline may incur costs, as reducing the number of guests at this stage can lead to charges from event suppliers.
The cancellation deadline primarily relates to resource planning and should therefore be agreed with your event suppliers. If your event planning is flexible, it is advisable to keep the cancellation deadline open until the day of the event. This can help achieve a lower no-show rate.
A high registration rate is crucial for well-attended business events. By strategically applying psychological techniques, you can significantly boost both interest and registrations. Here, we present seven effective methods from behavioural psychology that you can implement at your next event with minimal effort.
People tend to follow the behaviour of others. Use social proof by displaying a guest list of those already registered on your event website. Make sure to obtain the consent of participants before publishing their names. Additionally, you can showcase testimonials and feedback from previous attendees.
Highlight the participation of important or high-profile guests attending your event. Statistics such as “Over 1,000 registrations in the first 7 days” can also be very effective.
The fear of missing out (FOMO) is a strong motivator. Create a sense of scarcity by limiting the number of places for your event or, for paid events, by highlighting early-bird discounts. Ideally, use an event solution like Oniva, which allows you to display available places in real time on your event website. Phrases such as “Only 10 tickets left!” or “Early-bird tickets available until the end of the week!” can encourage potential attendees to register more quickly.
The principle of reciprocity suggests that people feel obliged to return a favour. Offer your potential attendees something valuable, such as a giveaway, a free e-book download, or an exclusive webinar or on-site meeting if they register early for your event. This gift can motivate your audience to show appreciation by signing up.
Once people commit to something, they are more likely to follow through. Leverage this by offering potential attendees small, non-binding steps leading up to the full event registration. A classic example is sending a “Save the Date,” which creates an initial connection. Another option is an “early-bird” registration, where interested individuals sign up for updates and are later prompted to complete full registration.
People are more likely to be persuaded by individuals they like. Build a relationship with your audience by being authentic and approachable as an event organisation. Use social media to introduce yourself and your team, share personal insights about event planning, and engage directly with potential attendees.
Authority and credibility are crucial for building trust. Showcase the expertise of your organisation or your speakers. Use certificates, awards, and other credentials to underline your competence. The participation of renowned experts or high-profile individuals in your events will also strengthen the perception of your event.
The true power of these techniques lies in their combination. For example, use Social Proof and Scarcity together by linking testimonials with statements such as “Places are filling up fast!” Or combine Reciprocity and Commitment by offering a free e-book and asking interested parties to sign up for updates.
By strategically applying these seven principles, you can not only increase interest in your event but also boost the number of event registrations. Remember that people respond to these psychological triggers, so use them skillfully to your advantage.
While a simple event registration can be set up quickly, complexity can increase rapidly when different registration options are required for various target groups. In this article, we will guide you step by step on how to successfully manage this event complexity.
Before configuring the event registration itself, it is important to create a clear layout. Start by identifying the different target groups for whom the event is relevant. These could be internal employees, external clients, or special VIP guests. Once the target groups are defined, list all possible registration options relevant to each group. This could include the choice of different sessions, days, or additional services such as hotel stays. Also consider any extra information you may need from participants, such as dietary preferences or other special requirements.
Another important step is to identify dependencies and rules. There may be certain restrictions or conditions that need to be observed, such as specific sessions being bookable only for certain target groups.
Once all relevant information has been gathered, it is helpful to create a booking matrix. This matrix serves as a visual representation of the different registration options for each target group. Such a matrix allows you to structure the booking logic clearly and identify potential problems or gaps in the registration process early on. An example of a booking matrix could look as follows:
After creating the booking matrix, the next step is to configure the event registration accordingly. Using suitable event management software is advantageous, as it can map out complex logic. Ideally, the event tool should offer flexible capacities, the ability to configure different permission groups, and adaptable registration forms.
If you are not using dedicated event management software, it is important to design registration separately for each target group. This means creating separate registration forms and individual event websites for each group. However, keep in mind that this can quickly lead to a loss of overview and control over the registration process.
Another challenge in event registration is multilingualism, particularly if target groups communicate in different languages. In this case, it is important to choose an event tool that allows seamless integration of multiple languages. This helps avoid creating multiple registration forms per target group and reduces complexity.
Before promoting your event, it is essential to thoroughly test the various “user journeys.” Ensure that all conditions and rules are correctly configured and that the registration process runs smoothly. This also includes checking the registration forms to ensure all required information can be captured accurately.
By following these steps, you can effectively manage the complexity of event registration and ensure a smooth registration process for your event.
Event registration is one of the most important factors in determining the success of your event. It ensures planning reliability and provides participants with a smooth experience. By making targeted use of capacities, waiting lists, and clearly structured sessions, you maintain control over attendance and content. Accompanying guests, a clear and concise registration form, as well as registration and deregistration deadlines, all contribute to a well-organised process. Psychological principles such as social proof, scarcity, or reciprocity can also help increase registration rates.
To reduce complexity, it is advisable to establish a clear overview of target groups, create a booking matrix, and configure event registration within flexible event management software. Multilingual functionality and thorough testing ensure that the registration process runs smoothly for all participants. This way, you create the foundation for a successful event where participants are satisfied, and event organisers retain full control.
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The 2m2c - Montreux Music and Convention Centre is a multi-purpose exhibition center on the shores of Lake Geneva. Known for the Montreux Jazz Festival, the location offers space for up to 1,500 participants for congresses. Even after the ongoing renovation until 2025, the location will remain known for its unique atmosphere and views.
The Beaulieu Congress Center in Lausanne describes itself as a combination of the tried and tested with modernity. Modular rooms offer space for up to 4,700 participants. Thanks to two bus lines, the location can be reached with a direct connection from Lausanne's SBB train station.
Better known as a trade fair location, Bernexpo will be offering new, different rooms for conferences in the federal city of Bern from 2025. The new construction of the "Festhalle" will create interesting possibilities with a capacity of up to 1,300 guests in one hall.
With five spacious halls and 25 conference rooms, the Congress Center in Basel offers many possibilities for a wide variety of events. In addition to its central location in Basel's city center, the congress location has the advantage of being directly connected to the exhibition grounds, making it the largest congress center in Switzerland in terms of space.
The Convention Center (Kongresshaus) Zurich describes itself as the newest congress center of its kind in Switzerland. It is located directly on the shores of Lake Zurich and, thanks to its flexible room layout, offers options for a wide variety of event types and parallel break-out sessions for up to 4,500 participants. A breathtaking panorama on the terrace offers ideal conditions for relaxing breaks.
The Lucerne Culture and Convention Center is located in central Switzerland on the shores of Lake Lucerne and offers space for conventions with up to 2,815 participants. Numerous break-out rooms offer the opportunity for parallel sessions. The concert hall is known worldwide for its outstanding acoustics and is therefore ideal for a musical show to round off a conference.
This classic venue in the federal city of Bern is the largest cultural and congress center in the region to date and offers 28 rooms for conferences. The "Arena", the largest hall, can accommodate up to 1,357 guests.
Known for the International Motor Show, Palexpo offers eight conference rooms of different sizes with a maximum capacity of 2,500 participants. The venue, which has been established for many years, underwent a further expansion in autumn 2023, adding 12 new conference rooms to its offering.
The SwissTech Convention Center in Ecublens is one of the largest convention centers in the Lake Geneva region. It can accommodate 3,000 participants in up to three halls. The less than ideal accessibility is compensated for by a modern and impressive auditorium.
"The Hall" in Zurich Stettbach offers around 2,000 square meters of space for congresses and conferences with up to 3,051 seats. The adjoining room can accommodate up to 500 guests for break-out sessions. "The Hall" is located right next to Stettbach railroad station and can therefore be reached from Zurich in a short time.
ACO Hospitality in Büdelsdorf features the ACO Academy, a modern conference centre with eleven high-quality rooms, ideal for congresses and specialist seminars. The adjacent exhibition hall, covering 2,900 m², enables the hosting of large-scale events such as trade fairs and exhibitions. Its open architecture, featuring large glass surfaces, creates a comfortable atmosphere for up to 2,000 attendees, supported by top-tier audio and video technology.
Arena Berlin is a versatile event venue in the Alt-Treptow district of Berlin, perfectly suited for congresses. The listed site comprises six indoor and outdoor locations, including the impressive 6,500 m² Arena Hall, which can accommodate up to 9,000 people with its free-span roof structure. Thanks to its flexible space design and modern infrastructure, Arena Berlin offers optimal conditions for congresses, trade fairs, and conferences.
The CCD Congress Center Düsseldorf is a state-of-the-art convention centre with a total capacity of up to 7,500 people and 41 modular rooms that can be combined as needed. Its central location in Düsseldorf, just 3 km from the airport, and excellent transport links make it an ideal venue for national and international congresses.
The CCH – Congress Center Hamburg is one of Europe's most modern and largest congress centres, offering flexible spaces for events with up to 12,000 participants. With top-class event technology, sustainable design, and a central location in Hamburg, the CCH provides optimal conditions for international congresses and conferences. Its excellent transport connections, extensive service offerings, and proximity to hotels and cultural attractions make it a premier choice for organisers.
The CCP CongressCentrum Pforzheim offers flexible spaces for congresses, conferences, and events with up to 2,000 attendees, centrally located between Stuttgart and Karlsruhe. With modern event technology, adaptable room concepts, and first-class service, it provides ideal conditions for professional congresses. Its direct connection to hotels and picturesque location on the banks of the Enz River make the CCP an attractive venue in Baden-Württemberg.
The Congress Center Essen offers three congress centres with a total of 28 adaptable spaces, including ten halls and thirteen conference rooms, providing flexible solutions for congresses and conferences of various sizes. Its direct connection to the Grugahalle and exhibition halls allows events for several thousand guests. Each year, around 800 events with a total of 80,000 attendees are held here, demonstrating the centre's versatility and capacity.
The Congress Center Leipzig (CCL) is a premier congress venue, distinguished by its modern architecture, flexible room concepts, and direct connection to the Leipzig Exhibition Centre. With facilities for events of all sizes, high-quality event technology, and a comprehensive service offering, the CCL provides ideal conditions for national and international congresses. Its excellent accessibility and strong ties to science, business, and culture make it a key conference destination in Germany.
The HCC Hannover Congress Centrum is a historic yet modern congress venue with versatile space options for events of all sizes. With state-of-the-art event technology, a sustainable infrastructure, and excellent transport links, it provides ideal conditions for national and international congresses. The combination of historic charm and contemporary facilities makes the HCC a unique event venue in the heart of Hannover.
HALLE MESSE in Halle (Saale) is a versatile event centre, ideal for congresses. With flexible halls and conference rooms that can be individually arranged with seating, stages, and screens, it offers tailor-made solutions for events. Thanks to its modern infrastructure and central location, HALLE MESSE is an attractive venue for successful congresses and conferences.
The ICM – International Congress Center Messe München is a cutting-edge congress venue, distinguished by flexible room concepts, first-class technology, and a capacity for up to 6,000 participants. Directly connected to the Munich Exhibition Centre, it provides ideal conditions for international congresses, conferences, and corporate events. With sustainable infrastructure, top-tier service, and state-of-the-art event technology, the ICM sets new standards in professional event organisation.
The BALLHAUSFORUM at INFINITY Munich is one of the largest event spaces in the Munich area, featuring a 1,340 m² auditorium under an impressive glass dome, providing ideal conditions for congresses and conferences. It offers flexible room configurations for up to 1,400 seated guests in theatre-style seating or up to 2,750 people with 360° tiered seating. The adjoining hotel offers 40 additional event rooms and 439 guest rooms, ensuring seamless integration of accommodation and events.
The Kultur- und Kongresszentrum Liederhalle in Stuttgart combines listed architecture with a modernised conference area, providing an ideal setting for congresses. With 14 flexible meeting rooms and 5 halls accommodating up to 2,100 people, it enables a wide range of events. Its central location in Stuttgart’s city centre, direct hotel connections, and proximity to the Bosch-Areal with shops, restaurants, and bars offer attendees convenience and a variety of leisure options.
Messe Magdeburg is a modern exhibition and conference centre in Saxony-Anhalt, ideal for congresses. With three halls offering a covered exhibition space of 9,000 m² and an adjoining conference centre, it allows for flexible event planning for up to 2,314 people in theatre seating. Thanks to its high-end technical equipment and versatile room layouts, Messe Magdeburg provides optimal conditions for successful congresses and conferences.
Messe Magdeburg is a modern exhibition and conference centre in Saxony-Anhalt that is ideal for congresses. With three halls, which together offer a covered exhibition area of 9,000 m², and an adjoining conference centre, it enables the flexible organisation of events for up to 2,314 people seated in rows. Thanks to its state-of-the-art technical equipment and variable room concepts, Messe Magdeburg offers ideal conditions for successful congresses and conferences.
The Congress Centrum Bremen offers flexible spaces for congresses and conferences of various sizes, with five halls, seven salons, four breakout rooms, and two foyers. Its postmodern architecture and playful details create an inviting atmosphere for professional exchanges. Thanks to its central location in Bremen and direct connection to the Maritim Hotel Bremen, organisers and participants benefit from short distances and a convenient infrastructure.
The Musik- und Kongresshalle Lübeck (MUK) is a multifunctional event venue offering 15 rooms for 10 to 3,500 people, providing diverse options for congresses, conferences, and exhibitions. Its flexible room layout allows for tailored solutions for different event formats. With a total space of 4,000 m² and a capacity of up to 2,000 people, MUK is an ideal location for a variety of events.
The Rheingoldhalle in Mainz is a modern conference centre with a total of 9,000 m² of flexible event space and over 20 meeting rooms, some of which are flooded with natural light and offer views of the Rhine. The largest room, the Kongress-Saal, has a floor area of 1,744 m² and can accommodate up to 2,144 people depending on the seating arrangement. Following its renovation, completed in 2021, the Rheingoldhalle features state-of-the-art technology, sustainable amenities, and flexible room configurations, making it ideal for congresses and conferences.
The RuhrCongress Bochum is a modern event venue in the heart of the Ruhr region, making it an excellent choice for congresses. With its flexible, state-of-the-art spaces, it provides the perfect setting for events of all types and sizes, from business and science to trade fairs. Thanks to its excellent infrastructure, cutting-edge event technology, and well-planned logistics, your vision can be brought to life professionally.
The Schwabenlandhalle in Fellbach, near Stuttgart, is a versatile cultural, congress, and conference centre, ideal for congresses. With a total of nine bright and fully equipped rooms, it offers flexible event spaces for gatherings of all sizes. The largest hall, the Hölderlin Hall, has a floor area of over 1,100 m² and can seat up to 1,400 people in theatre-style seating, making it particularly suitable for large congresses and conferences.
The Tempodrom in Berlin is a multifunctional event venue with impressive architecture, perfect for congresses. Its main space, the Grand Arena, accommodates up to 4,200 guests and features flexible room elements that create adaptable spaces for different event formats, including conferences and congresses. With its central location near Potsdamer Platz and its modern facilities, the Tempodrom offers excellent conditions for successful congresses and events.
The Uber Eats Music Hall in Berlin is a state-of-the-art event hall, ideal for congresses and corporate events. With a standing capacity of up to 4,350 and seating for around 2,250 guests, it offers flexible space solutions for various event formats. The hall features excellent acoustics, optimal sightlines, and cutting-edge event technology, making it a versatile venue for conferences, product presentations, and corporate celebrations.
The myticket Jahrhunderthalle in Frankfurt am Main is one of Europe’s largest private cultural initiatives and offers a variety of congress and conference spaces, including its impressive dome hall and several conference rooms. The dome hall spans 4,800 m² and can accommodate up to 3,000 people, making it ideal for large congresses. Additionally, the venue offers modern technology and flexible space concepts that can be tailored to different event requirements.
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