Hosting an event is a complex process with a million moving parts. Whether you’re hosting an in-person event at a venue or an online event like a webinar, it’s easy to miss key details that end up damaging your guests’ experience and causing you headaches.
Registration is often the most difficult part of the process. Keeping track of sign-ups, taking payments, and collecting guest data takes you away from more impactful tasks, like marketing and building a great experience.
An event registration form is a key way to automate much of the registration process. It lets your guests register, pay for their admission, and submit any relevant information all by themselves. If you create a seamless registration experience, you shouldn’t have to help anyone sign up or take a single payment manually.
How to Make Event Registration Forms
Event registration forms are simple to create with WP Simple Pay. Here we’ll walk you through the steps to create a form that collects and stores your guests’ information. We’ll also show you how to configure the form to collect registration fees.
Step 1: Install WP Simple Pay
If you haven’t already, your first step is to install WP Simple Pay Pro on your WordPress website, activate your license, and connect your Stripe account. That sounds like a lot of work, but it’s actually quite fast. Read our Getting Started Guide for instructions.
Step 2: Create a New Form
Create a new form by clicking Simple Pay Pro → Add New. Give the form a name that distinguishes it from your other forms. For instance, you might call it “Omaha Copywriters’ Networking Event” or “October 2019 Productivity Webinar.”
Step 3: Configure Your Payment Options
In the Payment Options tab, choose “One-Time Set Amount” if you have a specific price you expect guests to pay. Choose “One-Time Custom Amount” if you want to let guests choose how much they’ll pay.
(Don’t worry if you have different payment tiers for your event. We’ll get to that in a minute.”
Step 4: Configure Your Display Options
These are basic settings that determine how your form will display on the page. Under Form Display Type, choose “Embedded” (form appears in the page content), “Overlay” (form appears in a popup overlay), or “Stripe Checkout” (which redirects to a Stripe-hosted payment page).
You will also want to add a company name and a product description to help your users understand the purpose of the form.
(Now’s a good time to save your form by clicking Publish so you don’t lose your progress.)
Step 5: Add Custom Fields
Unlike other forms, event registration forms can be quite long. You may have 20 or 30 questions to ask your guests. That doesn’t hinder the user experience as much because people expect that many questions on this kind of form.
For starters, add the fields you absolutely need to process a payment: Full Name, Email, Credit Card, and Checkout Button.
Then go ahead and add any fields that relate to your event. For instance, if you plan to give out t-shirts to guests, you’ll want to add a Radio Select field that asks for their size. When you add a new field to the form, click the field to expand and configure its options.
What other fields should you add?
- Phone number
- Physical address (if you have to mail them anything, such as hard passes)
- Emergency contact (in case people travel alone to your event)
- Social media usernames (so you can engage with them before and after the event)
Your event registration form is also a great place to gather some extra data about your guests. You can use this information to create an event that better suits their wants and needs. For example, here are some questions you might ask.
- Why are you attending our event?
- Where did you hear about this event?
- What kinds of food and drinks do you like?
- What do you hope to learn or accomplish?
- What kind of entertainment do you enjoy?
Let’s say an overwhelming number of guests submit that they hope to make connections with like-minded people. You might use this information to change your event’s format so there’s more face-to-face communication between guests.
Once you’ve added all the fields you need, click and drag them around until they appear in the order you want them to appear on the form. Click “Update” to save your form.
Step 6: Embed the Form on a Page
If you’re happy with your form, your next step is to embed it on a page so prospective guests can access it. First, find the form’s shortcode under Simple Pay Pro → Payment Forms.
The easiest way to add your form to a page is with the Gutenberg editor’s shortcode block. Find the shortcode block in the block editor and paste in the form’s shortcode.
If you’re still using the Classic Editor, you can either a) paste the shortcode anywhere in the text editor, or b) click the Insert Payment Form button above the text editor and choose your form in the dropdown that appears.
Publish or update your page to see how your form looks on the page.
Step 7: Access Your Data
WP Simple Pay is designed to be a lightweight, easy-to-use tool. This means that the data you gather through your event registration form isn’t stored in the back-end of WordPress. Instead, you will find this data in your Stripe dashboard as “Metadata.”
Navigate to your customer list in your Stripe account and open a customer who completed your event registration field. At the bottom of the customer’s page, you’ll see a section for Metadata that includes the information from all your custom fields. Read our guide on Viewing Payment Details in Stripe if you’re struggling to find the Metadata.
But your data doesn’t have to stop there! Once your data transfers from WP Simple Pay to Stripe, you can move it anywhere with a simple tool called Zapier. Zapier is an app that connects other apps, making it easy to automate tedious tasks.
For instance, let’s say you want more tools to manipulate your guest list. Stripe isn’t the best place for that (because it’s not designed for it). With a quick Zap (a Zapier app), you can transfer your data to a Google Sheet. Zapier has more than a hundred Zaps that work with Stripe.
Here are some other ways you can use Zapier and Stripe to automate your event registration tasks:
- Transfer your guest list into an email marketing tool like MailChimp or ActiveCampaign.
- Transfer your guest list in a customer relationship management (CRM) tool like Insightly or Salesforce.
- Calculate your payment data in an accounting tool like Xero, Wave, or Quickbooks.
- Notify your team in Slack whenever someone registers.
- Create tasks for you or your team based on guest submissions in a project management tool like Trello or Asana.
- Create appointments based on guest submissions in a calendar tool like Calendly or Google Calendar.
You get the idea. If you’re creative, you can use WP Simple Pay, Stripe, and Zapier to automate many of your event-related tasks.
Now that your event registration form is available on your page, it’s time to move on to other tasks, like promoting your event and driving traffic to your event registration page.
If you haven’t picked up your license for WP Simple Pay Pro yet, grab yours today. If for any reason you are not happy with our product or service, simply let us know within 30 days of your purchase and we’ll refund 100% of your money. Download WP Simple Pay now.
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