New Event Participant Registration

The “New Event Participant Registration” feature in the Event Management module of Retention CRM allows Associations, Chambers of Commerce and Nonprofit organizations to manually register participant (s) for an event. This is useful for scenarios where attendees register by phone, mail, or you’re registering them on their behalf.

General Functionality of the “New Event Participant Registration” Feature

• Participant (Required): This is the person attending the event. You can search for existing contacts or create a new one here.
• Event (Required): Select the specific event the participant is registering for.
• Campaign (Optional): This allows you to associate the registration with a specific marketing campaign for tracking purposes.
• Participant Role (Required): Assign a role to the participant (e.g., Speaker, Attendee, Volunteer). You can edit these roles in “Edit Participant Role Options.”
• Registration Date (Required): This is automatically populated with the current date but can be changed if needed.
• Status (Required): Select the participant’s registration status (e.g., Registered, Pending Payment, Waiting List). You can edit these statuses in “Edit Status Options.”
• Participant Source (Optional): Specify how you learned about the participant’s registration (e.g., Phone Inquiry, Website Referral).
• Notes (Optional): Add any additional information about the registration.
• Submit Credit Card Event Registration (Optional): If enabled for the event, this allows you to process the participant’s credit card payment directly through Retention CRM.

Using the “New Event Participant Registration” Feature in Association Management

A nursing association is hosting a professional development conference for its members. Let’s see how they can utilize “New Event Registration”:

• Participant: Search for existing member profiles or create new ones for non-members registering for the conference.
• Event: Select the “Nursing Professional Development Conference” event.
• Campaign: (Optional) They can create a campaign called “Fall Conference Promotion” to track registrations from a specific marketing effort.
• Participant Role: Assign “Attendee” to most registrants, “Speaker” to those presenting, and “Volunteer” to those helping with the event.
• Registration Date: Leave the current date for most registrations.
• Status: Set “Registered” for confirmed attendees, “Pending Payment” for those needing to pay, and “Waiting List” if capacity is reached.
• Participant Source: Use this to track how attendees heard about the conference (e.g., “Member Newsletter,” “Website”).
• Notes: Add any specific details related to the registration, such as dietary restrictions or accessibility needs.
• Submit Credit Card Event Registration: If enabled for the event, attendees can pay their registration fees online during the process.

More Use Cases for Associations

Membership Renewal with Event Registration

An association can combine membership renewal with event registration. Here’s how:

• Participant: Search for existing members due for renewal.
• Event: Create an event for “Membership Renewal + [Event Name]”.
• Status: Set “Pending Payment” for both renewal and event fees.
• Notes: Mention the specific membership level being renewed.
• This allows members to renew and register for the event in one go, streamlining the process and boosting event participation.

Volunteer Recruitment for Events

Associations can leverage this feature for volunteer recruitment during event registration:

• Participant Role: Offer “Volunteer” as a role alongside “Attendee.”
• Participant Source: Track how volunteers heard about the opportunity (e.g., “Event Website,” “Member Referral”).
• Notes: Capture specific volunteer interests or skills during registration.
• This helps identify potential volunteers and gather their preferences, making volunteer coordination more efficient.

Tiered Event Registration with Discounts

Associations can offer tiered registration with discounts for different member levels:

• Participant Role: Assign “Member” role and allow selection of membership level.
• Campaign: Create separate campaigns for different membership tiers to track registrations.
• Status: Set “Registered” upon successful registration and payment.
• During registration, the system automatically applies discounts based on the selected membership level. This incentivizes membership and rewards higher tiers with better deals.

By using “New Event Registration,” Associations, Chambers and Nonprofits can efficiently perform and manage event registrations, track marketing effectiveness, and ensure a smooth event experience for participants.