Helpful information for event managers.
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Event registration is critical to the success of an event. Without it, event organisers lack planning certainty. Smooth and effective registration gives attendees a worry-free event experience and event managers control and peace of mind. This blog post provides an overview of the most important aspects of event registration.
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Capacity limits can be used to limit the number of seats for an event or individual registration options within an event, allowing for greater control.
Limits are useful when capacity is limited. Limits can also help increase demand by making seats scarce. See also our blog post on event registration hacks.
Limits allow you to better control the number of attendees for your event. Limits allow you to better plan the entire event or individual sessions. Setting capacity ensures that overbooking does not occur.
Once the limit for your event is reached, no more attendees can register. As a result, you may lose potential attendees to your event. Even if you account for a potential no-show rate, you may not be able to reach your desired capacity. A waiting list can be a solution to this problem.
Try to plan your event with as much flexibility as possible. If demand is greater than your capacity, you can make short-term adjustments to your event concept. If demand is lower, adjust your event location or order quantity. Note that if you enable the display of available seats on your event website and there are few registrations at the start of registration, this may discourage participants from registering.
A waitlist allows interested guests to be placed on a list if an event or event option is sold out. Interested guests can thus be placed on a waiting list in case seats become available due to cancellations.
A waiting list is only useful if you have a fixed capacity and there is a certain probability that registered attendees will cancel their registration. A waitlist is useful when demand for your event or registration option exceeds supply.
The waitlist allows you to track potential people who are interested in attending your event or in one of the registration options. A waitlist also helps you track excess demand for an event or registration option. This allows you to adjust your event configuration to better meet demand.
By activating a waitlist, you automatically raise attendees' hopes that a seat will become available. If this is not the case, it can lead to disappointment.
It makes sense to set the number of waitlist spots in addition to the actual capacity limit. As mentioned above, an unlimited waiting list can lead to frustration among your target audience. Think about how many spots on the waitlist make sense, i.e. how many spots could realistically become available at a later date. In order to free up space for waitlisted attendees, there must be a way for registered guests to cancel their registration. Registered guests often do not decide until a few days before the event whether they will be able to attend. For this reason, it is a good idea to send a reminder email to registered guests some time before the event to let them know that they can cancel their registration.
For paid events, you also need to decide at what point in the process payment should be made. Ideally, payment should only be made after the guest has confirmed their attendance, otherwise refunds may have to be made.
Finally, it should be noted that a waitlist can also reduce demand for other registration options for the event. For example, a potential participant may only register for the waitlist for a fully booked option and not for an alternative option, which ultimately means that this person will not attend the event at all if there is no room.
Yes, a waitlist can be automated. Oniva offers an automated waiting list. This works by automatically inviting the first person on the waiting list to register for the event after a cancellation or deregistration. If that person does not register within the specified time period, the second person on the list receives a registration option, and so on.
Sessions are individual programme items within an event that are used to design the programme. They can provide variety, such as breakout sessions, or contain individually selectable agenda items.
Sessions offer the opportunity to provide participants with individual choices. The challenge is often to plan capacity in advance, when the exact interests of attendees are not yet known. A pre-registration survey can help and provide valuable information for better planning.
Accompanying persons are additional people who can be registered by participants during event registration. The number of accompanying persons can vary from one to several, depending on the event concept.
In general, event communication only takes place with the main person, i.e. the person who has registered for the event. This also makes sense for privacy reasons, since accompanying persons cannot give their consent for event communication and data collection.
In the case of accompanying persons, it is also important to note that the attending accompanying person may change by the date of the event. Therefore, event attendees should be given the opportunity to change the accompanying person's information.
When registering for an event, a companion registration can add complexity if, for example, the companion does not arrive at the event at the same time as the primary attendee.
The registration form is used to collect the guest information necessary to attend the event. Digital registration forms typically include at least first name, last name, and email address.
In general, less is more. Reducing the number of required fields will increase the registration rate and help you comply with privacy regulations regarding data collection. However, depending on the event, some information may be required to attend the event, for example, to correctly place a catering order based on food preferences or to send information to attendees' smartphones during the event. Please note that the registration form involves data collection and you will need to include your privacy policy to obtain attendee consent.
Additional queries are required information (such as meal preferences) that attendees must provide in order to attend the event. Another example might be whether or not the event registration includes dinner.
The registration deadline is the date by which attendees can register for an event. In practice, there is often a difference between the date by which organisers would like to receive feedback and the actual registration deadline. By moving up the registration deadline, organisers hope to achieve greater planning certainty. However, an early registration deadline may result in late registrations from interested attendees.
The actual registration deadline depends on the event concept. If you need to communicate the number of attendees to your business partners, and this has an impact on costs or resources, it makes sense to coordinate the registration deadline with your business partners. If you have a business event where this component is not important, you may want to leave registration open until the event date to allow for unplanned registrations.
Tip: The registration deadline can contribute to perceived scarcity. See our blog post on event registration hacks.
In addition to the registration deadline, you can also set a cancellation deadline. After registration, guests can cancel their booking until the cancellation deadline. Cancellations after the cancellation deadline can be costly, because a reduction in the number of attendees at that time will result in costs to the business event supplier.
However, disabling the cancellation option can also have a negative impact on no-show rates. If a guest is actually unable to attend, they will be counted as a no-show if they are unable to cancel.
Cancellation deadlines should be coordinated with event suppliers as they are primarily related to resource planning.
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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.
Discover exciting articles about creating unforgettable events.
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