Look at you, taking on the mammoth of event types: the Full Conference. Good for you! Be proud of yourself.
In this tutorial, we will create a full-fledged registration experience, capable of...
- Exhibitor and attendee registration
- Logical selection requirements
- Exhibitor booth reservations
- Full colleague registration
- And more...
CASE STUDY BEGINS: SCOPING OUT THE CONFERENCE
We have a 2-day conference called OUTDOOR NATIVE. It takes place in San Francisco, CA, on October 19-20, 2019.
The first day of the conference is about learning and networking; the second is about doing. On the 19th, registrants can pick up to two 2-hour courses and explore the exhibit hall at their leisure. On the 20th, registrants (and exhibitors) will embark on their chosen adventure for the day.
WHO is registering?
- Non-Member Attendees
- Member Attendees
WHAT will they register for?
- General registration fee
- Optional lunch
- Exclusive panel and networking session
- Adventure day activity
WHAT information do we need from registrants?
- Company logo
- Company description
- Mission Statement
- Industry you work in
- Favorite outdoor-focused charity
- How'd you hear about us
- Membership ID Number
- Industry you work in
- Favorite outdoor-focused charity
- How'd you hear about us
CREATING THE CORE REGISTRATION EXPERIENCE
Now that we have a general idea of what our conference involves, it's time to get our hands dirty and start building this out. We can all agree that the registration experience is one of the most important (if not THE most important) elements to your event experience. You should be confident enough in your registration structure to lean on it entirely for collecting valuable attendee data, capture payment, allow selection freedom and give all registrants a positive first impression of your event.
Let's dive in.
Let's start from the top and work our way down. At the very highest level of your event registration, what must happen? You need to provide registrants with a way to tell you WHO they are.
We have 3 registrant types:
- Member Attendee
- Non-Member Attendee
Each registrant type will have different options to register for and different questions to answer. So really, we need 3 custom registration forms. We call these CUSTOM PROFILES.
If you haven't already, click into the REGISTRATION tab of the Builder, then select the CUSTOM PROFILES tool from your belt on the left. Click the + NEW PROFILE button up top and create your first profile, "Member Attendee". Do the same for the other two types.
Yes! You've done it, the first step toward event badass-ness. You now have 3 registration profiles (or forms, technically) that are ready for you to edit. Click the little PENCIL icon to the right of one of your profiles. You'll see PROFILE ITEMS at the top. Scroll down....see that box entitled "Which items will you offer in this profile?" ? Notice anything about it?
It's empty! It's now time to start building out the registration items for our different profiles (forms).
Remember, items represent any tangible selection that a registrant can make. Typically, we create items for these types of things:
- Optional lunch selection
- Registration fees
- Breakout sessions
Click into the Registration Items tool on your belt. Click the CREATE YOUR FIRST ITEM button. Time to get acquainted with the 2 main registration item types:
- Enhanced Item: this item is a checkbox-type item. Registrants can only select one of these per registration
- Attendee Item: this item is a dropdown-type item. Registrants can select multiple, up to the allowable limit per registrant that you set (IF you even set one...)
First, let's breakdown the key fees to attend the conference:
- Non-members Admission $300: includes 2 courses and access to exhibit hall
- Register after August 31, 2019 - price increases to $400
- Members Admission $199: includes 2 courses and access to exhibit hall
- Register after August 31, 2019 - price increases to $299
- Exhibitor 10' X 15' Booth $800: includes 2 exhibitor floor badges (cannot take courses)
- Register after May 15, 2019 - price increases to $1,000
Here's what we need to create first:
- Enhanced item called "Non-Member Registration"
- Make the base price $300 (the early bird rate)
- Click ACTIVATE AUTO PRICE CHANGES and setup the $400 late price trigger
- Add a description to the item
- Enhanced item called "Member Registration"
- Make the base price $199 (the early bird rate)
- Click ACTIVATE AUTO PRICE CHANGES and setup the $399 late price trigger
- Add a description to the item
- Enhanced item called "Exhibitor Booth"
- Make the base price $800 (the early bird rate)
- Click ACTIVATE AUTO PRICE CHANGES and setup the $1,000 late price trigger
QUICK TIP: You can use registration groups pretty liberally... Groups are great for ordering the registration items on your form. Let's say you have 1 item all on its own and then a separate group of 3.... you could create another group just for the standalone item! The group headers look great on the form. Use them to customize, add language, add color and overall order to your registration experience. Happy grouping!
CONNECTING ITEMS WITH PROFILES
We have items and profiles. But how are they connected? Quite simply, we tell the system which items should be offered on which forms (or profiles).
Jump back into the Custom Profiles tool and click the pencil icon next to the Member Attendee profile. Scroll down to the "Which items will you offer in this profile?" box. Sah-weet! You've got some items in there now. For the Member Attendee profile, the item we want to add to the form is the "Member Registration" item - just check the box to add the item to the form!
Hit BACK TO PROFILE LIST in the upper left to return to your grid of custom profiles and you can do the same thing for the other two profiles and their respective registration item.
Now that you have a good understanding of how items are connected to profiles, we can start building out the other registration options that are to be included in each profile.
SETTING UP REGISTRATION LOGIC
Now, we need to think about what else we need our registrants to select on the form.
Let's talk about the courses:
- There are 2 time blocks of courses..
- 9am - 11am
- 3pm - 5pm
- Each time block will offer the option of selecting 1 of 5 courses, which happen concurrently
- Registrants may select 1 course, 1 course from each block, or none
- The same 5 courses will be offered for both time blocks
Hop back into the Registration Items tool (if you aren't there already) and create a new GROUP. The group will help us organize our items. Name the first group "TIME BLOCK 1: 9am-11am".
Next, create 5 Enhanced registration items. Keep them free of charge (since the admission fees to the conference cover the cost of the courses). Click and drag them all under your TIME BLOCK 1 grouping. Let's call them:
- Oceans of our World (9am)
- Mountains, Valleys and the Creative Topography of Earth (9am)
- Forestry and Wildlife 101 (9am)
- The Tropics of Mother Earth (9am)
- The Delicate Balance of Ecosystems (9am)
Time for some magic now....click into an item to open its settings panel. Select the EXCLUDE ITEMS sub-menu on the left. You can now govern which selections of other items should be disallowed based on the current item's selection.
- Go ahead and check off the box next to the 4 other courses offered
- This means if the registrant selects the current item on the form, they cannot select any of the other 4 courses in that time block (as much as we'd like, no human can be in two places at the same time!)
- Now just do the same thing for the other 4 course options - now they are mutually exclusive
OK - we have one time block of courses built out. Now, we need to create the second group. If you click the small GEAR icon on top of the group you created earlier (TIME BLOCK 1), you will open the settings panel for your group.
Take a look at the settings panel and you'll see a COPY GROUP function in there. Push that link and you will instantly create a copy of each item and the group. To clean up the group:
- Change the group name to "TIME BLOCK 2: 3pm-5pm"
- Edit each item title to reflect the session name (they are all the same), but instead of "(9pm)", append "(11pm)" to the end
- Now, click into each of your new 5 sessions and make sure you have the proper exclude rules setup
- NOTE: all you need to do is make sure the 11pm sessions are mutually exclusive with respect to each other, NOT with respect to the 9am group of sessions
Congratulations! You just created two groups of registration items, with built-in business logic. You are flying!
Create activity registration for the second day.
- There must be 3 activities to choose from
- The registrant can only select 1 activity for the day
- Include an optional add-on for provided transportation as a separate item (HINT: you can change an Enhanced item's control setting to a "YES/NO" input rather than a checkbox)
- There needs to be a final option "NO ACTIVITY" that serves as an opt out
Here are a few examples you can use:
- Mountain Biking Tour $99
- Surfing Lesson $39
- Hike and Beach $49
- Golden Gate Bridge Bike to Sausalito $29
There is a third item type that we haven't reviewed and when you created your first item, I'm sure you noticed it: the Goods & Services item type. Typically, we recommend using this item type to represent ancillary goods. In our case, we'll use it for the optional lunch option.
In the Registration Items tool, click the + NEW ITEM button and create a Meal item using the box on the far right of the window. You can call the item "Optional Lunch Box". You can set the base price to $18.
Now click into the WEBSITE tab of the Event Builder. Push the FOOD MENU tool in your belt on the left. Create 3 options for lunch (get creative!). In the FOOD MENU tool, note that you have a few cool capabilities with respect to customizing your meals:
- Upload an image
- Add a description
- Designate satisfactions of different dietary restrictions
When you have completed meal creation, jump back into the REGISTRATION tab of the Builder and select the REGISTRATION ITEMS tool. Click your meal item that you created. Select the FOOD MENU option in the sub-menu on the left, then click the MANAGE MEALS button. Look at that!! All of your meals are there for you to turn on and connect to the registration item.
Now, when a registrant opts into the meal, a dropdown selector will reveal itself and allow the registrant to choose the specific meal they'd like.
One last tweak on this item - go ahead and set the Limit PER Registrant just just a quantity of 1. This will ensure that registrants don't select more than 1 of these.
We can use almost the same process of setting up a meal to setup a t-shirt item. First, click the + NEW ITEM button and create a Goods Item using the box on the far right of the window. You can call the item "Free T-Shirt!". You can leave the base price empty.
Set the Limit PER Registrant to 1 as well!
Attempt to use the your t-shirt item's mini-menu to activate apparel sizes.
Once you've setup apparel sizes for your t-shirt item, let's try creating another type of registration logic: Free Include!
First, click into your Member Registration item, then select the Free Extras sub-option. Below, you'll see a list of your items with respective checkboxes next to them. Go ahead and flip on your Free T-Shirt item. Now, when a registrant selects Member Registration, they will get a free t-shirt! Feel free to have some fun with the Free Extras tool and make other connections within your form.
We are about to use the Free Extras mechanism in a more advanced scenario, read on...
Figure out how to to configure your custom profiles with all of the new registration items you have
- Allocate all registration items that are currently created
- Make sure to ACTIVATE each registration profile (HINT: it is a checkbox in the Profile Grid, before entering a profile for editing)
Push yourself to continue this process of adding each subsequent registration item you create, from here on out, in the appropriate profile(s). This is what your Member profile should look like:
CREATING TEAM REGISTRATION (AKA "GUEST SETUP")
We are approaching one of the more difficult mechanisms in our system. The GUEST SETUP tool. Fear not, your progress has been quite strong, thus far. The registration structure is looking very good thus far.
NOTE: Before proceeding, make sure you complete the last challenge in the prior section, it is critical to this section.
Earlier, we created an Exhibitor Booth item. This item essentially serves as the main registration fee for an exhibiting team/company. The booth comes with 2 exhibitor passes.
How do we create exhibitor passes? How are they included with the booth? What if an exhibiting company wants to bring more than two personnel, how do we allow them to purchase additional? Finally, how do we allow these registrants to come back and select their own adventure for Sunday?
First, we need to create an ATTENDEE REGISTRATION ITEM. Click the + NEW ITEM button in the Registration Items tool (within the REGISTRATION tab of the Builder). Use the box on the far left and name the item "Exhibitor Conference Pass". These passes will allow the exhibitor to select the number of personnel they'd like to bring to the conference.
Let's use our free include logic to connect 2 free Exhibitor Conference Passes to the Exhibitor Booth item:
- Open the settings for the Exhibitor Booth item
- Push the FREE EXTRAS sub-option on the left
- Now click the QUANTITY-BASED INCLUDED ITEMS button below
- Use dropdown next to your Exhibitor Conference Pass item to connect 2 for free!
It's that easy - now, an exhibitor that elects to purchase a booth will receive 2 free exhibitor passes for free. Event better, the dropdown functionality of the Attendee Registration item you created for these passes (the Exhibitor Conference Pass item) will allow exhibitors to pay for additional passes beyond the 2 that are included for free!
Given this ability (to tack on extra passes), we do need to associate a base price for the Exhibitor Conference Pass. Go ahead and price this pass at $75 using the BASE ITEM PRICE box (within the Exhibitor Conference Pass item's settings panel).
EXHIBITOR TEAMMATE REGISTRATION
OK - you've made it this far. I know for a fact that you have the chops to handle the next step in the process, which seem daunting at first...... FULL. GUEST. REGISTRATION.
First, let's think about a guest registration - what's needed?
- 1) A way to tell the system how many "guests" you're bringing
- 2) A way for the "guests" themselves to register
We already have both pieces to this structure; remember that Exhibitor Conference Pass dropdown-style item we created? We can use this to tell the system to "trigger" (important term!) "guest slots".
The adventure options can also be made available to the guest registrants for selection.
NOTE: I'd like to clarify that a "guest" in our system is an extra registrant that is attached to what we call a "primary registration", or the first registrant in a group to execute. Our system allows you to re-classify or rename these guest registrants and that is exactly what we will do! We can call this guests "colleagues" for example.
Thus, it is important to distinguish the term "guest" from an actual "guest" at an event (like a spouse).
FULL GUEST REGISTRATION METHOD
Alrighty, let's dive into this beast. Click the GUEST SETUP tool on the belt, within the REGISTRATION tab. You will see a large activation switch..... flip that beast on and let's get to work!
The GUEST SETUP process comes in a few steps, depending on which METHOD you choose (which is the very first step). For our example, we're going with the FULL RECORD METHOD, so select it.
After selecting, you will notice that there are 3 distinct steps:
- INVITED PARTY LABEL: this is where we can rename "guests" to another terminology
- TRIGGER RIGHT TO INVITE ASSOCIATES: step 2 is all about setting up that actually ability to invite guests, aka "Triggering" (I told you that word is important!)
- WHICH ITEMS CAN YOUR ASSOCIATES CHOOSE: the final step involves setting up the items that should be selectable/viewable by your "guest" registrants
We can change the invited party label to another term that is more suitable to exhibitors. I chose "Associate", but feel free to go your own route!
2. SET TRIGGERS
The triggering concept is an interesting one. However, it all boils down to this simplistic idea: items tell the system how many guests to come. In order to setup a guest triggering mechanism, we first need to wrap our heads around which should dictate (i.e. "tell the system") how many guests are allowed!
Remember the "Exhibitor Conference Pass" item we created? Rather than using the Enhanced type to create this item, we created this item as a Simple Activity Item, which gave it the dropdown selector. Thus, this item will allow exhibitors to select how many representatives they would like to bring (on top of the two that are included free).
It then follows that this item would be used as the guest trigger!
- In the Guest Setup tool, scroll through the STEP 2 section until you see the Exhibitor Conference Pass item
- Check the box next to it to designate the item as a guest trigger
QUICK TIP: See the "Quantity Chosen" text? That indicates exactly what we setup.... the number of extra Associate slots someone is awarded is dictated by the quantity of that item selected using the dropdown
Ok - now we have a trigger. To the far right of the trigger, you'll notice your 3 custom profiles stacked right on top of each other, with a checkbox for each. (NOTE: if you do not see this, then you need to make sure you have allocated registration items to each of your custom profiles properly, as well as ACTIVATED all of your profiles before completing Guest Setup. Please go back to the REQUIRED CHALLENGE just after the T-SHIRT ITEM section to complete this step, then return!)
I bet you can guess what these boxes do... With the guest setup tool, we can determine not only with items will award guest slots to registrants; we can also dictate a pathway for these guest registrants. By this, I mean we can determine which profile guest registrants must register under. With this in mind, you have a few unique abilities:
- You can leave them all un-checked so the guest registrant has the option of any available profile
- You can turn on a couple profiles to narrow down the offered profiles
- You can select only 1 profile, which would make it mandatory that any guest registrant that is triggered by that particular item, be routed directly into that custom profile
In our example, we are using the Exhibitor Conference Pass to trigger registration slots (or invites) or additional exhibitor representatives. Therefore, it makes sense that we make these additional reps register using the Exhibitor profile.
- Check the box next to the Exhibitor profile, for the Exhibitor Conference Pass triggering item
BOOM! You're a guest setup master. Let's move on to the final step of guest setup.
3. SETUP GUEST FORM
Take a scroll on down to the final step. This one can sometimes trip people up so let's do what squids do best... and think for a moment what this step entails.
What we are essentially doing with the guest setup process is creating a way for a primary registrant (i.e. the exhibitor) to invite/trigger extra registration slots that are attached to that primary registration.
By nature, these extra registrants are labeled (we gave them the label of "Associate" earlier in the setup process) and thus treated differently by the system (else we wouldn't need a guest setup tool!) In this final step of guest setup, we need to determine which items that are already present on the registration form should also be viewable by "guest" registrants.
For each item, there is a dropdown. (NOTE: you will not see your trigger item "Exhibitor Conference Pass" in this list. That is because triggering items are automatically disallowed by being show to "guest" registrants. Think about it.....an exhibitor triggers a guest....who triggers a guest....who triggers 3 guests...and they all trigger 2 guests....it would be a nightmare.)
Each dropdown contains the same 3 options:
- Show ONLY on Primary
- Show BOTH on Primary and Guest
- Show ONLY on Guest
These 3 options give you some interesting abilities. For our example, any item that the point-person for an exhibiting company is eligible to register for (i.e. the primary or first person that purchased the extra passes for additional reps) is also eligible for the additional associates to select.
That means (yep, you guessed it), we will want to flip the dropdown on all items available to exhibitors to SHOW ON BOTH PRIMARY AND ASSOCIATE FORMS. We should flip:
- All adventure option items (including the OPT OUT item)
- The optional lunch box
The dropdown on the far right should make perfect sense now.... this dropdown allows us to either offer any item to guest registrants for free OR keep the original pricing valid. In our case, we will want to use STANDARD PRICING.
CONGRATULATIONS!! You have just setup one of the most complex mechanisms in our entire system. Great work and keep it up!
INTERACTIVE BOOTH MAP
Wow, you are truly flying. Nice work!
This next section is particularly fun... not only can you collect registration fees from exhibitors looking to purchase a booth, you can offer an interactive space map for exhibitors to actually reserve specific booths on the floor
You can report on this data and make accessible from the event website and mobile app. This way, exhibitors can see where other exhibitors are setting up shop and pick accordingly. To enable space selection, we will simply create the map, then connect the map to an underlying registration item. Much like guest triggering, we will designate an item in the form (you can probably guess which item we'll use....) that, when selected, will present the exhibitor registrant with the opportunity to pick a booth from the map.
CLICK N BUY SPACES
Let's rock n' roll. Jump into the REGISTRATION tab inside the Event Builder, then select the Click N Buy Spaces tool on the left.
1. BUILD THE MAP
The first step in setting up the exhibitor booth map is, of course, to create the map! Click the CREATE & MANAGE SPACES button to enter the space map tool. In this tool, you can create rectangular and/or circular booths of any size.
QUICK TIP: you MUST flip the radio button at the top of your map grid to ACTIVE status in order for the map to appear inside the registration form. Don't forget this important step when you're ready to go live!! Another great example of why testing is so important.....
When you first enter the map creator, you'll see a yellow square in the upper left corner. This is the DECK. The space works by setting an overall number of spaces in the SETTINGS panel (see above the map grid). The number you set will dictate the number of spaces that are available to you, on deck. Click and drag a space from the deck to the map... once you drop the space on the grid, it will turn green. That's how you know it's active! By default, the map will give you 5 spaces...go ahead and click/drag them all onto the grid. You'll see there are no more left!
To add more to the deck:
- Push the blue SETTINGS button at the top
- Click the MAP ATTRIBUTES bar
- Use the TOTAL SPACES dropdown to increase the number of available spaces on the map
To resize a space, click and drag one of the corners of the rectangle. To return a space to the deck, double-click the rectangle. To adjust the color and shape of the booth, click the small triple-dot icon on top of the rectangle.
After creating each space, you'll notice a row is generated for that booth below the map grid. Take a look! This is called the MANIFEST. Here, you can manually assign active registrants to a booth, remove a registrant from a booth and set a premium/price to a specific booth. Since our booth price is baked into the registration item that we setup earlier ($800, with price increase to $1000 on specified date), we don't need to add any prices.
QUICK TIP: let's say your base price for a booth (minimum amount you'd have to pay for a booth) is $500. Here's the kicker.... different booths have different premiums depending on where the booth is located on the map (i.e. corner booths cost $300 extra). What you can do is set the very minimum base price inside the REGISTRATION ITEM. Then, you can add individual booth premiums inside the CLICK N BUY tool. That way, premiums are location specific and only charged on top of the $500 base fee if the registrant actually selects one of those specific booths.
Play around with the CLICK N BUY SPACES tool and create your own custom map. A few things you can do:
- Add widgets to represent non-interactive facilities (i.e. bathrooms) that aren't for reservation
- Color-code your booths
- Upload a background image to the map to better orient viewers
- Add premiums based on locations
- Rename your map
- Change the dimensions of certain spaces
- Change the shape of certain spaces
- Add more spaces to your map
- Re-label or re-number your spaces
Give it a whirl and have fun!
2. CONNECT THE MAP TO REGISTRATION
Once the map-building festivities are over, click out of the map creation tool and return to the CLICK N BUY SPACES tool inside the Event Builder.
The second step is almost too easy....scroll down until you see a small pick list box, with all of your registration items. Just check the box next to the Exhibitor Booth item....and that's it! Now you can run through another test registration to see how the booth functions.
QUICK TIP: You can require that registrants who pick a REGISTRATION ITEM that is connected to the booth map to actually select a specific SPACE from the map. If you have registration profiles, follow the instructions and locate the required booth map setting inside of the Custom Profile editor. It is in the FORM PROMPTS section of the Custom Profile.
3. PUBLISH THE MAP
Once you're ready to publish the map to your event website, jump into the WEBSITE tab of the Event Builder and select the CONTENT ACTIVATION tool on the left. Find the tab for booths and flip the switch!
TESTING AND FINISHING YOUR WEBSITE
Beyond the agenda, there are of course a number of additional ways to add content and customize the look of your event website and registration experience. We encourage you to explore the system in its entirety, get creative and keep learning!
We HIGHLY recommend thoroughly testing your registration experience from all angles / profiles before launching. The better you know your registration, the easier it will be for you come event day to support registrants through the process. Try to think up as many crazy scenarios you possibly can (I'm sure there are many....) and try running through them. It may help you reveal a potential change you could make to enhance the experience.
To test, simply click the eyeball icon in the Event Builder to preview the event site. Then, click to register as anyone would.
After completing a full registration, you can always delete the registration and try again using a different profile. To delete a registration:
- Visit the Event Dashboard
- Click the blue carrot icon on top of your event to open the controls
- Push the REGISTERED ATTENDEES button
- Then, click the red "X" icon to the left of the registrant's name (i.e. yourself!)
- Confirm deletion
QUICK TIP: You can re-access / re-register any deleted registration manually by clicking the INCOMPLETE button (right next to the REGISTERED ATTENDEES button) and selecting the ADMIN CANCELLED radio button filter at the top of the modal.
BUILDING THE AGENDA
This is the final key piece to building out Outdoor Native. Hop into the AGENDA tab, then select the AGENDA SETUP tool on the left. Then click CREATE ONE NOW. The system will automatically generate 2 days for your agenda (since the event takes place over 2 days).
Take a look at each day - notice you have a couple options for adding slots to each day. You can:
- IMPORT a slot from a previous event
- Create an ITEM-CONNECTED SLOT, which is a slot connected to a registration item
- Build a NEW SLOT from scratch, manually
The 1st and 3rd options are fairly straightforward: either bring in a slot from a previous event to reduce your workload, or just create a brand new slot from scratch. The 2nd option above, however, has some interesting implications. Consider that we have registration items that are time-based (we do). Not only do they need to appear as options on the registration form, but they also must be present on the agenda. This is where the ITEM-CONNECTED SLOT comes into play. With this method, you can essentially connect a registration item to the agenda. This way, you don't have two separate entities representing the same session (i.e. the same point in time).
Go ahead and click the ITEM-CONNECTED SLOT button. A modal will appear with all of your registration items. By clicking into each item, you can assign the item a date/time/location. Finally, you can add the item to the agenda by clicking the button below.
Connect the COURSE items to the agenda. Then, manually create slots that represent the rest of the agenda. Some ideas:
- On-site check-in
- Breakfast meet n' greet
- Networking session
SETTING UP THE REST
Wow. Look how far you've come. The team is super proud of you and you should be proud of yourself! The registration experience is complete, save for a few tweaks you may decide to make. From here on out, it is all about building out your webpage and making everything look on-brand.
Things to consider setting up from the this point:
- Add colors to your registration form elements and webpage
- Create custom marketing pages to live in the main menu of your site
- Embed images and videos
- Create an agenda
- Fill out registration item descriptions
- Customize button labels
- Show off your sponsors
- The list goes on!!