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Despite the best efforts to anticipate the number of participants, it is common to face last minute registrations. These unexpected flows can pose challenges, but with the right solutions in place, it is possible to manage these situations effectively.
In this article, we'll look at the challenges event organizers face with last-minute registrations and offer solutions for managing these unexpected attendee flows.
- Setting up flexible ticketing:
To cope with last minute registrations, it is essential to have a flexible ticketing system. Opt for a ticketing platform that allows you to create new types of tickets quickly and easily. This allows you to open new ticket categories for last-minute registrations without disrupting existing ones. Also make sure that the ticket office is accessible online to allow participants to register easily until the last moment.
- Reactive communication:
Communication plays a crucial role in managing last minute registrations. When you notice an unexpected increase in the number of participants, communicate immediately with your team and all those involved in the organization of the event. Make sure that all personnel are informed of this situation in order to be able to react effectively on the spot. Plus, send last-minute reminders to attendees who have already registered to encourage them to show up and RSVP.
- Agile space management:
Last minute registrations may require a quick reorganization of spaces to accommodate all attendees. Have a backup plan in case of over-registration, such as setting up additional areas or adjusting the layout of the event. Make sure your team is trained to manage these changes in an agile way and without disrupting the smooth running of the event.
- Plan additional resources:
Last-minute registrations can put a strain on your human and material resources. Anticipate this situation by providing additional resources if necessary. Hire temporary staff to handle the influx of attendees or increase the number of volunteers available to ensure a smooth experience for everyone.
- Use of technology for check-in:
Investing in state-of-the-art technology for the check-in process can make handling last-minute registrations much easier. Use mobile apps or ticket scanners to speed up the check-in process at the event entrance. This will reduce queues and avoid any delays in the start of activities.