As the saying goes, the more the merrier! However, when it comes to last-minute event registrations, more guests can mean more stress.
Event planners are noticing a rise in last-minute registrations. It’s become so noticeable that, as of 2023, it’s considered a trend. Late registrations have a domino effect on the whole event planning process, as the later you have an “official” guest count, the later you know how many resources you need to accommodate them all.
There are ways to prepare for and manage a last-minute surge in attendance. The majority of these strategies center around effective communication and flexible event planning. If you go in expecting your guest count to fluctuate—to varying degrees—you can cushion yourself against last-minute registrations.
Last-minute attendance increases can be stressful, but they don’t have to be. We’ve compiled all the tips, tricks, and strategies you need to manage late registrations like a pro!
Be flexible with your planning.
The best way to prevent chaos from last-minute registrations is to plan flexibly. While you can’t predict how many people will register late, you can build flexibility into the various areas of your planning to prevent a higher-than-expected guest count from derailing your event.
Create alternate plans based on different attendance counts. These could be organized as A, B and C plans or as Minimal, Medium, and Excess attendance plans. They should include a sliding-scale approach to catering, seating, swag bags, and other attendance-impacted areas. Compare these plans to attendee data to make the best choice at each juncture, such as venue and vendor partnerships.
Build flexibility into your budget by setting aside money for contingency plans. Consider finding a backup venue or vendors who can help you cope with a massive spike in guest numbers. This financial windfall allows for the quick hiring of extra staff to maintain a high-quality experience. Remember, it’s better to have and not need than need and not have.
Like your financial budget, build extra time into your schedule. This cushion frees you up to manage the additional setup and sourcing required by increasing guests without sacrificing other responsibilities. Time and money are your two most significant resources, and they are never more important than when dealing with late registrations.
Communicate clearly.
Communication is the key to preventing chaos. If a last-minute spike in attendance impacts your plan, immediately notify your team. They’ll need to know how these changes affect their roles, and maybe they’ll even have a solution to any problems.
It’s vital to communicate changes quickly and clearly to attendees. If schedule, venue, or catering alterations occur, inform them ASAP so they aren’t surprised. Even if the experience is impacted, they’ll be less upset if notified beforehand. People are often willing to roll with the changes if given a heads-up.
When talking with vendors and suppliers, communicate your projected attendance (including a margin for late registrations). Ask about their contingency plans for unexpected guests. Many companies have strategies already in place. If these numbers fluctuate wildly right before the big day, communicate this immediately so vendors can compensate smoothly.
Empower your team with a staff meeting before the event to review roles and responsibilities (on-site, if possible). Talk your team through any contingency plans for last-minute registrations so everyone knows how to handle a check-in surge without panic.
Incentivize early registration.
A savvy strategy for minimizing late registration stress is to minimize late registrations. How, you say? Simple! By creating incentives for guests to register as soon as possible.
Many people don’t register immediately because they can’t be sure of their schedules. Most people wait until the event is a month or two out to prevent cancellations. However, offering incentives can push more people to register sooner.
Create ticket tiers to encourage financially conscious attendees. Instead of a single price that might intimidate, offer tiers with varied benefits. While the cheaper tiers may not provide as much access as the upper ones, they’ll encourage more people to register. You may even break your event attendance record due to greater accessibility!
An “early bird” registration with unique VIP benefits or a discounted price can inspire those who want to take advantage of limited-time offers to register early. This strategy creates urgency and desire, motivating people to complete their registrations sooner.
If your destination event is held at a hotel, tease potential attendees with limited hotel rooms. Communicating the dwindling number of on-site rooms activates FOMO and pushes attendees to register ASAP. If the venue is willing to offer a special conference rate, promote this to add extra incentive.
Another strategy for encouraging early registration is to remove cancellation fees for those who register at this early date. This reassures those who want to register but don’t want to incur fees if their plans change a month or two before the event.
Tech-based solutions.
Surprise, surprise! When it comes to streamlining the registration process for latecomers (and saving your skin), there’s nothing like modern technology! From real-time data collection to on-site badge printing, these tools lead to a stress-free event experience.
Thanks to AI technology, you can receive real-time updates on attendance. AI can analyze past attendance numbers, registration rates, and previous percentages of latecomers and compare them to current numbers. This allows more accurate predictions, helping you build in the extra time/money you need to accommodate late registrations.
On-site badge printing means you don’t have to guess how many badges you’ll need. You can print them as your guests arrive at check-in. It also allows you to more efficiently supply last-minute guests with everything they need to enjoy the event experience.
Use event apps to provide attendees with digital maps, pamphlets, and other informational resources. Unlike hard copies, these digital resources won’t run out due to an unexpected surge in guest count. As a bonus, you’ll create a more sustainable event!
Tap into the power of the hybrid event model. If attendees register after a certain cut-off point, offer them a virtual experience instead of making alterations to the venue, catering, staff, or seating, which may not always be possible (you’ll want to adjust the price after the cut-off, too). This allows the most guests to enjoy your event experience with the least added stress.
Better late than never!
Lastly, embrace the chaos! Unexpected challenges are a natural part of the event planning game. If you’ve prepared with flexible scheduling and budget cushions, you’ll have everything you need to tackle a sudden influx of attendees. This is a chance to get creative and share your marvelous planning talents with more people.
We’ll say it one more time: communication is key! If you’re honest about your needs and any changes to the experience, people will likely be willing to roll with you. This goes for your team, vendors, and event sponsors, as well as for attendees.
When you’ve done everything you can, all that’s left to do is welcome your last-minute attendees. Better late than never!
