Group Registration for Events

What group registration has to handle

A group booking has four moving parts. Decide each before you open registration, because they are hard to change once groups have paid.

1. 1

   A buyer and attendees

   The person who pays may not attend. Record the buyer's details separately from each attendee's name and email, so confirmations and badges reach the right people.

2. 2

   A group rule

   Define what counts as a group: a minimum number of tickets, a named organization or an invited list. Say whether a group gets a discount, and how that discount is applied.

3. 3

   Names that change

   Teams change before events. Decide when names must be final, who can substitute, and whether there is a limit or a fee.

4. 4

   Payment and paperwork

   Many organizations need an invoice or a purchase order before they pay. Decide how you will issue invoices and what happens if payment is late.

Three ways to take group registrations

There is no single best method. Choose the one that matches how your groups buy and how much control you need over who attends.

What Eventdex's pages say about groups

Eventdex's ticketing pages describe group tickets, private tickets and promo codes, including multi-item and spend-more-save-more discounts, with unlimited ticket types. Its zero-commission page says organizers can send automated invoices and export reports.

Eventdex's pages do not describe a dedicated group portal where a team lead manages members, so ask in a demo how your group flow would work, including substitutions and name changes. The registration page says registrations can be cancelled, modified and refunded.

• Ticketing features

  Ticket types, add-ons, early bird, group and private tickets and promo codes.

  Event ticketing software

• Attendee records

  Guest lists with tags and statuses help you track which attendees belong to which group.

  Guest list management

A step-by-step process

Follow this order for a typical delegate or team booking. It works with any registration tool.

A group registration policy to copy

Publish your terms on the registration page, so the group lead does not have to ask. Replace the brackets with your own figures and dates.

GROUP REGISTRATION

Who qualifies: a booking of [number] or more places made by one organization.

How to book: the group lead completes one booking for the whole group. Each attendee's name and email are due by [date].

Payment: pay online at booking, or request an invoice. Invoices are due by [date]. Places are held only after payment or an agreed purchase order.

Substitutions: a registered attendee may be replaced by a colleague from the same organization at no charge until [date]. After that date, contact [email address].

Cancellations: [your refund terms for groups].

Discounts: group terms are set out on the ticket and cannot be combined with other offers unless stated.

Questions: [contact name and email].