Online Registration: Reporting Pointers

What kinds of reports do you need to generate for your event registration? Here are the most important ones.

By Sarah McNeely

The information you collect when providing online registration for an event is most valuable when it is in an easy-to-use report. Too little or too much information can make a report more of a hindrance than a help. Registration reports can be tailored to fit each event’s needs, and can often be generated in a variety of formats such as Excel, HTML, and plain text.

Some planners prefer to have fewer reports that contain more information. I prefer to generate smaller, more specific reports instead, as these smaller reports make it easier to find the information you need in a timely manner. These are some of the most common reports I generate for event managers and planners.

Master Attendee List
This report will often contain the first and last names of all attendees, as well as what type of attendee they are, their mailing address, e-mail address, and phone number. This list can be checked off as attendees arrive onsite at the event, and can be used to manage no-shows when no-show fees are involved. The list is most effective when sorted by last name and then first name, with an additional column for notes. After the event, this report can be used to prepare communications or mailings for subsequent events.

Emergency Contact Information
This report should include the first and last name of all attendees and their emergency contact information. This report can also contain information about any medical conditions, food allergies, disabilities, or special accommodations the attendee might require. This report should be easily accessible by all event administrators.

Activity List
An activity report should list each attendee in alphabetical order and any activities they have chosen. This report can help track attendance, as well as allow event administrators to know where the attendees are at any given time in case of emergency.

Rooming Lists
A rooming report will list attendees who request housing accommodations and can be used to match roommates. This report will keep you updated on how many hotel rooms are required for your event. The online registration service application I use has a built-in feature that synchronizes registrants’ housing requests with a previously established block of hotel rooms, which prevents over- and under-booking, saving costly attrition fees.

Transportation
If transportation will be provided for your event attendees, it is important to have an accurate listing of arrival time, airport, airline, and flight number, as well as departure information for each attendee. This list can either be sorted by the attendees’ last name or by arrival or departure time, depending on the planner’s needs. This report should be generated once travel arrangements are fixed to avoid mistakes.

Reports do not have to be printed on paper to be effective, and you might find that it is more convenient to access your event’s reports electronically where you can sort and modify the information to best suit your needs and the needs of your event.

Sarah McNeely is an information architect for Attendee Management Inc. in Wimberly, Texas, where she builds websites and registration sites for convention groups. Contact her at sarah@attendeenet.com.