As an event organizer, setting up multiple registration forms for an event is an essential part of the planning process. EventX 2.0 event management platform offers support for multiple registration forms setup, making it easier for organizers to manage attendees' data.

1. Customization: You can create separate forms for attendees, sponsors, and speakers. This customization helps to streamline the registration process and make it easier for attendees to sign up for the event.

2. Data Collection and Management: Each form can collect specific information about attendees, which can be used for different purposes. For instance, you can use data collected from sponsors to plan for future events or to personalize communication with them.

3. Improved Attendee Experience: Multiple registration forms help to improve the attendee experience by providing a tailored registration process. Attendees can quickly and easily register for the event, without having to go through irrelevant questions or sections. This helps to create a positive impression of the event, which can lead to repeat attendance in the future.

4. Better Marketing: You can use a registration form for sponsors to communicate sponsorship opportunities and benefits. This targeted approach is more effective than a general message and helps to increase attendance and sponsorship.

How to Set Up Multiple Registration Forms on EventX 2.0

1 Add a new form. There will be a default registration form that comes with each newly created event. To add a new form, go to Registration Form > Click "Create New Form" on the top right corner.

2 Name your registration form. The name will help you identify the forms for different channels sharing (e.g., attendee, sponsor, speaker).

3 Add questions. Customize the registration form by adding and removing questions.

1. To add new custom fields, click "Manage Fields" > Click "Add New Field"
   
2. Attendees can now fill in their first and last name separately when registering through the registration form. Please refer to this article for more information.
   
1. For Traditional Chinese, Simplified Chinese, Korean & Japanese names, the order of the attendee name on the attendee list will be "Last Name + First Name".
   
2. For English names, the order of the attendee name will be "First Name + Last Name". 

Note: Organizers can also mark a question as required by toggling on the "Required" toggle.

4 Create the registration form. Click Create to save your registration form and repeat the process to create additional forms for different types of attendees.

File Upload

This powerful functionality allows you to create dynamic and personalized registration experiences for your event attendees. In this support article, we will explore the user value of this feature and provide step-by-step instructions on how to implement logical questions in your registration forms.

Personalized Registration Experience: With logical question support, you can tailor the registration process to each attendee's specific needs. By asking relevant questions based on previous responses, you can provide a personalized experience that feels customized to each individual. This level of customization enhances attendee satisfaction and engagement.

Streamlined Registration Process: Logical questions enable you to dynamically show or hide certain fields based on previous responses. This means that attendees will only see the questions that are relevant to them, eliminating unnecessary clutter and simplifying the registration process. By streamlining the form, you can reduce friction and increase completion rates.

Improved Data Accuracy: By asking logical questions, you can ensure that attendees provide accurate and relevant information. For example, if an attendee selects "Yes" for a specific option, you can automatically display follow-up questions related to that choice. This helps to gather precise data and eliminates the need for manual validation or clarification later on.

Two simple steps to configure the logical question in the registration form:

• Step 1: Enable all the fields you need into the registration form 

• Step 2: Set up logical conditions

Notes

• The "Condition Setting" feature will be greyed out if no new custom fields are created or no suitable custom fields are turned on.
• You can only select the custom fields as the "if" statement. Eg. single selection, multiple selections, dropdown selection
  
• Organizers are not able to select "open ended" questions as the "if" statement. For example, Short Text, Long Text and Consent Text cannot be used as "if" statements.
• You can select all the fields of the registration form field as the "then show" setting 
• When you apply the field to the "Then Show" condition, this field will be by default hidden unless you select the corresponding option of the “equal to” condition, and if the compulsory question is hidden, it will not block the attendee registration. eg.
  • Q: "What do you want to eat for lunch?"
  • Option: "Meat", "Vegetable"
  • If: "What do you want to eat for lunch?"
  • equals to: "Meat",
  • then show: "What meat do you want?" (compulsory question)
  • in this case, the "What meat do you want?" question will be hidden from the registration form  after the condition is set unless the user selects "Meat"  of "What do you want to eat for lunch?"  if the user selects "Vegetable" then this question will be hidden and will not block the attendee registration
• The same field can be applied repeatedly to the conditions
  

Assigning Different Tickets To Multiple Registration Forms

Remarks 

1. This feature only applies to events created after 29/2/2024. 
   
2. At least one ticket needs to be assigned to each registration form for it to be published. 
   
3. If you would like to have a registration form without tickets, you may first add a ticket to the form and remove the ticket before sharing the form link. 

Steps To Set Up (For Organizer)

1. Once you have created multiple registration forms and tickets, click on the edit icon to edit the registration form.
   
   
   
   
2. Click Available Ticket > Select Tickets > Toggle ON the tickets needed > Click Close
   
   
   
   
   
   
3. Click Save to save the changes.
   
   
   
   
4. Publish the registration form so that it can be used. 
   
   
   
   
5. To select the registration form that will be shown on the landing page, click on the dropdown menu highlighted below. 
   
   
   
   
6. To share or copy the registration form link, click on the share icon. 
   
   
   

How To Rearrange The Ticket Order

1. Click on the edit icon to edit the registration form.
   
   
2. Under Available Ticket, drag the highlighted icons to arrange the order of the tickets.
   
   
   
   

User Flow (For Attendee)

1. Once you have received the registration or event link, you will be directed to the landing page to register. Click on Register.
   
   
   
   
   
2. You will be able to see the tickets assigned to the registration form. There will be a section to input the promo code on the right. Click Next to proceed once the ticket selection is done.
   
   

Unpublishing the registration form

1. On the portal page - The registration form will be marked as Unpublished
   
   
   
   
2. On the event landing page - There will be a message that states that the registration is closed.
   
   

Remarks

1. The RSVP attendees and special roles (host, speaker, booth exhibitor/representative) will still be able to register for the event even though the registration form has been unpublished. 

Inviting Attendees using RSVP 

To invite attendees using RSVP invitation follow these steps:

1. Check, edit or modify the RSVP email template.

From the Email tab > Automated Email, you may edit/ modify the RSVP email template or Send a test email 

2. You will find elements and different functions which you can use for the email content. Drag and drop the items you want to add.

Don't forget to click SAVE after making changes

3. Go to Attendee List then click the RSVP Invitation tab.

4. Click + RSVP Invitation button

5. Click 'Download' > Add the list of invitees you want to invite in the CSV sheet for upload > Upload the CSV file 

Note: 

1. When entering the attendee data into the CSV file, organizers can pre-fill the default and custom fields that have been created. 
   
    
   
   
2. The attendee name that is input in the CSV file will not be shown on the registration form and will still require attendee input. This is due to the separate first name and last name feature that applies to the registration form. To know more regarding this feature, please refer to this article.
   
   
   
   
3. Once the attendee data is pre-filled, it will appear on the registration form.
   
   
   

6. The "Import and send later" button is clickable when you have successfully uploaded the file.

Click Import & Send Later button

7. Once the attendees have been imported, the newly added attendees will be under "Pending" status. 

Note: Pending status implies that no RSVP invitation email has been sent to the attendee.

Sending RSVP Invitation to Imported Attendees 

1. Under the RSVP Invitation tab > Select the attendees > Click "Bulk Send" > Click "Long Press To Send"

Resending RSVP Invite To Invited Attendees

1. Under the RSVP Invitation tab > Select the attendees > Click "Bulk Resend" > Click "Long Press To Resend"

2. Once the invitation email is resent, the "Status" and "Sent At" fields will be updated accordingly. 

Note: 

1. RSVP resend is only allowed for "RSVP Invited" and "RSVP Rejected" status. 
   
   

RSVP Invite flow For Attendees

1. Attendees will receive the RSVP Invitation once the organizer has sent out the RSVP Invitation.

2. To repond to the RSVP, click the action button Reply RSVP Invitation

3. Attendees will be directed to the RSVP invitation response page. 

If Attendee Accepts The RSVP

After the attendee clicks "Accept with Pleasure" on the RSVP invitation response page, they will be directed to fill in additional fields on the registration form. Once successfully submitted, it will show "RSVP Registered Successfully". The attendee status will change to "RSVP Registered" under the "RSVP Invitation" tab.

Important Notes

• If the event has ticketing, the attendees will need to select the ticket type before proceeding to fill in the registration form.
  
  
  
  
• For RSVP invitations, attendees are NOT able to purchase multiple tickets regardless of the event type. Each attendee can only purchase a maximum of 1 ticket per registration. 
• The RSVP flow currently supports pre-filled attendee details such as the default and custom fields in the registration form, although the attendee name can be pre-filled by the organizer, it will not be shown on the registration form as the current registration form supports separated attendee first name and last name while the RSVP template only allows for full name input.  To know more regarding the separated first and last name feature, please refer to this article.
  
  
  
  
• RSVP attendees cannot change their email address in the registration form. Please contact the organizer if you would like to change your contact email. 
• Attendees will only be able to respond to the RSVP link once. If the attendee clicks the RSVP link again, it will show the confirmed response.
  
• A confirmation email with the "Enter Event" button will be sent to the attendee's email once registration is complete (for events without Attendee Approval mechanism turned on). If the event has Attendee Approval mechanism turned on, organizers will have to approve the attendee for them to receive the automated confirmation email.

Note:  The attendee's unique Check-in QR code will be included in the automated confirmation email for Hybrid and In-person Events.

After clicking the "Enter Event" button, the attendee will be directed to the event site when the event is live.

 

If Attendee Declines The RSVP

After the attendee clicks "Decline with regret" on the RSVP invitation response page, it will show a "Thank you for your reply" message. The attendee status will change to "RSVP Rejected" under the "RSVP Invitation" tab.

• Stripe fee: 3.4% + HK$2.35 per successful card charge
  
  The handling fee from EventX: 5% 
  
  *This is effective since 26/9/2023.

The organizer can customize the basic ticketing information, such as ticket name, ticket type (priced or free ticket), selling quantity, selling price and purchase limit. 

When all tickets have been sold out, registrants will see the indication "This ticket has sold out".

Ticket Minimum / Maximum Limit Per Purchase

Organizers are able to limit the number of tickets per purchase. This can be applied to each ticket that is created. To do so, simply set the minimum and maximum purchase amount for each order in the section shown below. 

1. The purchase limit only applies to the specific ticket that is created. Attendees are still able to purchase other tickets under the same registration form if there are multiple tickets assigned to the form.
   
2. Purchasers are able to register again under the same email address and purchase a new ticket. 
   
   

Webinar Permission Access

Breakout Session Access

In order to set the access for attendees who are attending the event in-person, please note the following:

Step 1: Ensure that In-person Check-in is toggled ON to be able to edit the Breakout Sessions. 

Step 2: Create a new breakout session by clicking on "Add Session" or edit any existing session that has been created by clicking on the edit icon.

Note: If organizer chooses to create a new Breakout Session, simply input the session name, set the start & end period of the session and click "Create & Next".

1. To allow all attendees to access the session, select "All attendees" 
   
   
   
2. To allow attendees with certain ticket types to access the physical session
   
1. Select "Attendees with specific criteria" > click on the "Select criteria" dropdown menu > Select the corresponding ticket type to allow access > Click Save.
   
   
   
   

 

Ticket Description

The organizer may also add a ticket description for the attendee in the Ticket Description box. Here, organizers are able to change the font, font size, attach links and also add images if needed. 

The ticket description will be shown under the ticket type on the registration form. The display of the ticket can be collapsed. 

Once the attendee has purchased a ticket, the automated order summary and confirmation emails will include the purchased ticket details and also the ticket description.

Order Summary Email

Confirmation Email

If organizers have input a message for a particular ticket, the message will be shown in the automated order summary and confirmation emails. 

Order Summary Email

Confirmation Email 

Use Case

In some cases, organizers might want to include an early bird ticket with a discounted price to encourage early purchase from the attendees. The steps below will guide you on how to setup tickets for the mentioned use case. 

On The Portal (For Organizers)

1. Create a ticket, input the details and set the ticket sale period to match your early bird sale period. Once done, click Add Ticket.
   
   
   
   
   
   

After Early Bird Sale Period 

1. Once the sale period has ended, the ticket will no longer be available for purchase. 
   
   
   

Add-on

Create Add-on 

Organizers are able to create add-ons for attendees to purchase. The main purpose of this feature is to allow attendees to purchase add-ons that provides access to certain breakout sessions that are not covered under the main ticket. The steps on how to set this feature up are covered below. 

1. Under Ticket & Add-on, click on the Add-on List tab. Click Create Add-on to create a new add-on item.
   
   
   
   
2. Once you have clicked on Create Add-on, enter the name of the add-on item. Note that the name is limited to 60 characters. 
   
   
   
   
3. Add a display icon for the add-on item if needed. There is a maximum upload size of 2MB and the recommended dimensions are 40x40px.
   
   
   
   
4. Organizers can choose to either set the add-on item as a paid or free add-on. Simply set it by switching the toggle accordingly. 
   
   
   
   
5. Select the breakout session access by clicking on the dropdown menu and also include the add-on description if necessary. 
   
   

Assigning Created Add-on

1. After creating a ticket, scroll down and notice the Available Add-on Item Setting. Click Select Add-on to assign a created add-on to the ticket or click Create Add-on to create a new add-on. 
   
   
   
   
2. By clicking Select Add-on, select the add-on item by toggling ON the highlighted toggles. Once selected, click Save.
   
   
   
   
3. Once the add-on has been saved, there will be an indication of the selected add-on as shown below. To change the add-on, simply click on Select Add-on and toggle OFF the toggles.
   
   
   
   
4. Set the minimum and maximum quantity of add-ons that can be purchased. This will be useful if there are multiple add-ons assigned to one ticket. Click Update once done.
   
   

On Registration Form

1. Attendees will be required to enter their email address and select the ticket to be purchased. 
   
   
   
   
2. If the selected ticket contains add-ons, attendees will then need to select the add-on by checking the check box as shown below. Once selected, click Next to proceed to input the attendee details.
   
   
   
   Note: If the selected add-ons have exceeded the limit set by the organizer, there will be a message as shown below.
   
   
   

Limitation

1. Promo codes cannot be used on the add-on items. 

Registration

Once you are on the landing page of the event, you can select to either Register or Login. In order to access the registration form of the event, simply click on Register. 

Multiple ticket purchase

1. You can include both Paid and Free tickets in the registration form. Our registration form allows using 1 email address to purchase multiple tickets. The Check-in QR Codes will be sent to the email address input for each ticket while the order confirmation email will be sent to the purchaser.
   
   Note : If the purchaser has assigned all the tickets to his/her own email, they can assign the ticket to other email address for unique WebApp access. 
   
   
   
   
   
   

1. Once the tickets have been selected, click Next and fill in the attendee details for each ticket
   
   
   
   
2. If you would like to reuse the same information for all tickets, simply click on Copy Form Information (Optional) dropdown menu and select the appropriate information to be copied. 
   
   Note: Duplicated emails are supported when entering attendee details.
   
   
   
   
3. You can click on the highlighted icon to collapse the fields for a particular attendee if needed. This is useful if you have purchased multiple tickets and would like to collapse the ones that you have input the details for. 
   
   
   
   
4. Once the information has been filled, click Next to review the information and click Complete Registration once done.
   
   
   
   
   
   
   
   Note: This feature will be available for events created after Nov 17, 2023 
   
   

Order Confirmation Email

Assigning Tickets

1. If there are multiple tickets being purchased by an attendee using the same email address, the attendee can decide if he wants to assign the ticket to other attendee.
   
   
2. Once the ticket holder with multiple tickets receives the automated confirmation email as below, simply click on Enter Event.
   
   
   
   
3. The purchaser can then decide if they would like to assign the ticket to another attendee by clicking on Assign to Other. Once the button is clicked, simply input the email address to be assigned to and click Assign Ticket.
   Note: The ticket can only be assigned once. The assigned attendee cannot reassign the ticket.
   
   
   
   
   
   

Remarks & Limitations 

1. The multiple ticket purchase feature is available for all events.