Unlike event registration via fax and mail, online registration can be closed at
a specific time and date. While you can stop processing fax and mail
registrations at a certain time and date or when a maximum number is reached,
you are still left with the task of contacting those people whose registrations
come in after the deadline.

When you are using an online event registration
system, you get to choose the time and date the registration form will close and
when it’s closed, it is really closed. Of course, the event planner has the
ability to extend or shorten the close date depending on response and the option
of entering more registrations using the administrative features in the back end
if exceptions are made.

Closing registration is easy to do, but here are a few details to consider
before you make any final decisions.

1. When to close the form.

Selecting a time and date to close the form will depend on the nature of your
event. If you need to provide numbers to caterers or other event suppliers and
give them enough time to finalize their services you may need to close the
registration form a couple of days in advance.

If you don’t plan to close the registration form before the event, be sure to
have a computer and an internet connection at the event site so you can check
the database for last minute registrations that come in between the last time
you check and the time you arrive at the event.

You may also want to consider how long it will take for you to print
nametags, plan rooms depending on workshop sizes, and how far away event
participants are coming from to help determine a good closing time and date.

2. Create a sense of urgency

Depending on the type of event you are planning, you could be looking at
event registrations more from a sales perspective. If you have a registration
deadline it will help to get people motivated to make a decision about
attending. Not having a deadline may seem like a friendly thing to do, but human
nature says people will wait to the last minute to commit. If there is no last
minute given, maybe a decision to attend can be delayed until something else
comes up.

Another aspect to creating a sense of urgency is to make the registration
deadline very clear. This date should appear on the registration form and on
your website and/or event promotional materials.

Creating an incentive to register early is a good idea too, see previous article
about this at –

https://www.eply.com/archived_articles/getting_people_to_use.html

3. Information to include on your closed page.

After your registration form closes, if someone tries to access it, a closed
page should appear. Here are several items that you may want to include on your
close page:

Please feel free to contact us if you have any
questions or comments about this article.

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Online Event Registration Services

a message saying thank you for your interest but that registration is
closed. It may also be helpful to state the deadline.
a contact name and phone number in case people have questions.
a notice if onsite registrations will be accepted.
how to join a waiting list if applicable.
the time, date and location of the event.
other information that appeared on the registration form that may be
helpful for event participants such as hotel details or links to other
pages. This information should also be included in the confirmation email,
but sometimes people may just try to go to the registration form to find it
again.
a notice promoting the next event.
a link back to the main event website.


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