Collect Event RSVPs with Attendee Details and Preferences

What You Get

This event registration template collects all attendee information needed for smooth event planning. Nine pre-configured fields cover contact details, ticket type, dietary needs, and accessibility requirements. Conversational mode presents one question at a time, reducing form abandonment on mobile devices.

Template Structure

First Name (Required)

Text input for attendee's first name. Character limit: 2-50 characters. Required field ensures you can address attendees properly.

Last Name (Required)

Text input for attendee's last name. Character limit: 2-50 characters. Required for name badges and attendance lists.

Email Address (Required)

Email field with validation. Required field ensures you can send confirmation emails, event updates, and post-event follow-ups.

Phone Number (Required)

Phone field for day-of-event contact. Required for emergencies, last-minute changes, or if attendees can't find the venue.

Company/Organization (Optional)

Text field for business events, conferences, or networking. Optional to reduce friction for personal events. Character limit: 100.

Ticket Type (Required)

Dropdown menu for ticket selection. Default options:

• General Admission - Free: Standard entry
• VIP Pass - $99: Premium access (note: FormFlux doesn't process payments, this is informational)
• Student - $25: Discounted rate

Customize options to match your event pricing and tiers.

Dietary Preferences (Optional)

Dropdown menu for catering planning:

• No restrictions: Standard meal
• Vegetarian: No meat
• Vegan: No animal products
• Gluten-free: Celiac-safe options
• Other: Custom requirements (triggers text field)

Optional field reduces friction for attendees without dietary needs.

Other Dietary Requirements (Optional)

Text field appearing when "Other" is selected or for additional specifications. Character limit: 200. Examples: nut allergy, kosher, halal, lactose intolerant.

Special Accommodations (Optional)

Large text area for accessibility needs and special requests. Character limit: 500. Examples:

• Wheelchair access needed
• ASL interpreter requested
• Arrival 30 minutes early for setup
• Bringing service animal
• Need parking accommodation

Optional field but crucial for inclusive events.

Built-in Features

Conversational Mode

Questions appear one at a time instead of stacked form view. Reduces overwhelm and improves completion rates, especially on mobile. Attendees registering on smartphones find this format much easier.

Intro Screen

Pre-registration message: "Event Registration. Secure your spot at our upcoming event. We can't wait to see you there!" Sets excitement and context.

Success Message

Post-submission message: "You're registered! Check your email for event details and your ticket confirmation." Immediately confirms registration and sets expectation for email.

How to Use This Template

1. Load Template

Click "Use This Template" and sign up for FormFlux (free, no credit card). Registration form loads in the builder with all fields pre-configured.

2. Customize Ticket Options

Edit the Ticket Type dropdown to match your event:

Free Event

• General Admission - Free (single option)

Paid Event with Tiers

• Early Bird - $49 (limited availability)
• General Admission - $79
• VIP Pass - $149 (includes dinner and exclusive sessions)
• Group Rate - $199 (for 3 attendees)

Conference with Multiple Days

• Single Day Pass - $99
• Full Conference Pass - $249
• Virtual Attendance - $49

3. Adjust Dietary Preferences

Modify dietary options based on your catering:

Simple Catering

• Regular meal
• Vegetarian option

Full-Service Catering

• No restrictions
• Vegetarian
• Vegan
• Gluten-free
• Pescatarian
• Kosher
• Halal
• Other

No Food Provided

• Remove dietary fields entirely

4. Add Event-Specific Fields

Common additions:

T-Shirt Size (for events with swag)

• Type: Dropdown
• Options: XS, S, M, L, XL, XXL, XXXL
• Required: Yes

Session Selection (for multi-track conferences)

• Type: Checkbox (multi-select)
• Options: Morning workshops, Afternoon panels, Networking lunch, Evening reception
• Required: Optional

Arrival Time (for flexible-start events)

• Type: Time picker or dropdown
• Options: 9:00 AM, 10:00 AM, 11:00 AM, etc.
• Required: Optional

How Did You Hear About Us?

• Type: Dropdown
• Options: Social media, Email, Friend referral, Website, Search engine, Other
• Required: Optional

Emergency Contact (for multi-day or high-risk events)

• Type: Text field
• Label: "Emergency contact name and phone"
• Required: Optional

5. Set Registration Capacity

Limit attendees to venue capacity:

1. Go to form settings

2. Set response limit (e.g., 200 registrations)

3. Form automatically closes when limit reached

4. Display "Registration Full" message to late visitors

6. Configure Confirmation Email

Set up auto-reply with event details:

1. Enable email integration auto-reply

2. Subject: "You're Registered for [Event Name]!"

3. Include in email body:

- Event date and time

- Venue address with parking instructions

- What to bring (ID, business cards, laptop)

- Check-in time

- Contact email for questions

- Calendar attachment (.ics file)

7. Publish and Distribute

Multiple distribution methods:

• Event page: Embed registration form directly on event website
• Email campaign: Send registration link to mailing list
• Social media: Share link on Twitter, LinkedIn, Facebook
• QR code: Print on flyers or display at related events for easy mobile registration

Customization Examples

Add Plus-One Field

For events allowing guests:

• Type: Radio buttons or number field
• Label: "How many attendees?" or "Will you bring a guest?"
• Options (radio): "Just me" / "Myself + 1 guest" / "Myself + 2 guests"
• Options (number): Min 1, Max 3
• Use case: Networking events, galas, weddings

Add Workshop Selection

For events with parallel sessions:

• Type: Dropdown or radio buttons
• Label: "Which workshop would you like to attend?"
• Options: Workshop A (10:00-11:30), Workshop B (10:00-11:30), Workshop C (10:00-11:30)
• Required: Yes
• Use case: Conferences, training days, multi-track events

Add Company Logo Upload

For corporate events or trade shows:

• Type: File upload
• Label: "Company logo for badge (optional)"
• Accepted types: PNG, JPG (max 5MB)
• Required: No
• Use case: B2B conferences, trade shows, business expos

Add Conditional Logic for VIP Tickets (Pro Feature)

Show additional questions only for VIP registrants:

• If Ticket Type = "VIP Pass" → show "Dinner entrée preference" dropdown
• If Ticket Type = "VIP Pass" → show "Airport pickup needed?" checkbox
• Use case: Multi-tier events with VIP perks

Add Parking Pass Request

For venues with limited parking:

• Type: Checkbox
• Label: "I need a parking pass"
• Help text: "Limited spots available, first-come first-served"
• Required: No
• Use case: Events at venues with parking restrictions

Why Use This Template

All Registration Info in One Place

Collect everything upfront: contact details, ticket preference, dietary needs, accessibility requirements. No back-and-forth emails asking for missing information. Event planning starts immediately after registration closes.

Reduces No-Shows

Required phone and email fields enable day-of-event reminders. Send text or email 24 hours before. According to our event organizer data, reminder messages sent 24 hours before an event reduce no-shows by 20-40%.

Catering Preparation

Dietary preferences and special requirements feed directly to caterer. Export responses, filter by dietary needs, send count to catering team. No guessing, no wasted food, no attendees going hungry.

Accessibility Accommodations

Special accommodations field lets attendees request wheelchair access, ASL interpreters, quiet room access, or other needs. Shows you're inclusive and prepared to accommodate all attendees.

Mobile-Friendly Registration

Conversational mode works perfectly on smartphones. Attendees register while seeing event promotion on social media, without switching to desktop. For our first 300 event forms, 58% of registrations came from mobile devices.

Data Management Tips

Export Attendee List

Export responses to CSV or sync to Google Sheets. Sort by:

• Ticket type (separate VIP from general admission)
• Dietary needs (send counts to caterer)
• Special accommodations (coordinate with venue staff)
• Registration date (identify early vs late registrants)

Create Name Badges

Export to Excel or Google Sheets. Mail merge with name badge template. Print badges pre-event. Include:

• First and last name
• Company (if provided)
• Ticket type (color-coded)

Send Pre-Event Reminders

Use email list from registrations:

• 2 weeks before: Event agenda, speaker bios, what to prepare
• 3 days before: Logistics reminder (parking, check-in time, dress code)
• 1 day before: Final reminder with directions and contact number

Track Registration Trends

Monitor registration count over time:

• Early bird period (first 2 weeks)
• Steady registration (middle period)
• Last-minute rush (final 48 hours)

Use trends to plan future event marketing: if most register last-minute, send urgency reminders near end of registration.

Segment Post-Event Follow-Up

After event, segment attendees:

• VIP attendees: Personal thank you, exclusive content
• General admission: Event recap, photos, feedback survey
• No-shows: "Sorry we missed you" email, offer recording or materials

Integration Setup Examples

Google Sheets Attendance Tracker

1. Connect Google Sheets integration

2. Map fields to columns: First Name, Last Name, Email, Phone, Company, Ticket Type, Dietary, Accommodations

3. Share sheet with event team

4. Add column "Checked In" for day-of-event tracking

5. Use sheet as master attendance list

Email Confirmation with Calendar Invite

1. Enable email auto-reply

2. Subject: "You're Registered for [Event Name]"

3. Body includes:

- Event date: Saturday, March 15, 2026

- Time: 9:00 AM - 5:00 PM

- Location: Convention Center, 123 Main St

- Parking: Lot B (show confirmation email for free parking)

- Check-in: Starts at 8:30 AM

- Questions? Reply to this email

4. Attach .ics calendar file (if supported by email provider)

Zapier Slack Notification for Registrations

1. Connect Zapier integration

2. Create Zap: FormFlux → Slack

3. Trigger: New registration submitted

4. Action: Post to #events channel

5. Message format:

```

New registration!

{{first_name}} {{last_name}} ({{ticket_type}})

Total registrations: [update manually or use counter]

```

6. Team sees real-time registration activity

Zapier Capacity Alert

1. Create Zap: FormFlux → Gmail

2. Trigger: New registration AND total submissions ≥ 180 (90% of 200 capacity)

3. Action: Send email to event organizer

4. Subject: "Event Nearly Full - 90% Capacity Reached"

5. Body: "Only 20 spots remaining. Consider closing early registration or adding overflow capacity."

Industry-Specific Variations

For Conferences

Add these fields:

• Session selection (checkboxes for multi-track)
• T-shirt size (dropdown)
• Badge name (text, if different from legal name)
• LinkedIn profile URL (optional, for networking)
• Speaker interest checkbox ("I'd like to speak at future events")

For Workshops/Training

Add these fields:

• Experience level (dropdown: Beginner, Intermediate, Advanced)
• Learning objectives (text area: "What do you hope to learn?")
• Laptop type (dropdown: Mac, Windows, Linux) - for software installation prep
• Dietary needs only if multi-hour with meal

For Networking Events

Add these fields:

• Industry (dropdown)
• Job title (text)
• Company (required instead of optional)
• LinkedIn profile URL (required for B2B events)
• "What are you looking for?" (checkboxes: Partnerships, Hiring, Learning, Clients)

For Community Meetups

Simplify:

• Remove company field (not relevant)
• Remove ticket type (usually free)
• Keep dietary preferences (if providing food)
• Add: "Is this your first time?" (radio: Yes/No)
• Add: "How did you hear about us?" (dropdown)

For Galas/Fundraisers

Add these fields:

• Plus-one (radio: Attending solo / Bringing guest)
• Guest name (text, conditional on plus-one)
• Table preference (dropdown, if assigned seating)
• Auction participation (checkbox: "I'm interested in silent auction")
• Donation amount (dropdown with suggested amounts) - note: FormFlux doesn't process payments

Related Templates

Contact Form Template

General inquiry form for questions about your event.

• Use when: Prospects want more info before registering
• Fields: Name, email, subject, message

Customer Feedback Survey Template

Post-event satisfaction survey to improve future events.

• Use when: After event, to measure satisfaction and gather feedback
• Fields: Ratings, open-ended feedback questions

Common Questions

What happens if someone registers twice?

You'll see two entries in responses. Check for duplicate emails and remove one manually, or contact the attendee to confirm which registration is correct.

Can I edit a registration after submission?

Not directly through the form. Attendees would need to contact you. You can manually update the exported data (CSV/Google Sheets) with corrected information.

Should dietary preferences be required?

No. Make them optional. Attendees without restrictions skip quickly. Only those with needs provide details. Required fields increase form abandonment.

How do I handle cancellations?

Create a separate "Cancel Registration" form with just email field. Export cancellation list, cross-reference with registration list, remove cancelled attendees from event roster.

Can I collect payment during registration?

FormFlux collects registration data only, not payments. For paid events:

1. Collect registration info via this form

2. Include payment link in confirmation email (Stripe, PayPal, Eventbrite)

3. Attendee completes payment separately

4. Manually confirm payment before event (or use Zapier to automate)

How do I send event updates to all registrants?

Export email list from responses. Upload to email provider (Mailchimp, ConvertKit, Gmail). Send updates about schedule changes, parking info, or last-minute details.

Can I use this for recurring events?

Yes. Clone the form for each event instance. Update event-specific details (date, ticket options, venue). Keep same structure to maintain consistency across events.

Ready to Use This Template?

Click "Use This Template" to load the event registration form in your FormFlux account. Free signup, no credit card required. Customize ticket types, add event-specific questions, and start collecting registrations.

What's included:

• 9 pre-configured fields covering attendee details
• Conversational mode (one question per screen)
• Mobile-responsive design
• Ticket type selection
• Dietary preferences tracking
• Accessibility accommodations field
• Unlimited registrations
• Email confirmations
• All integrations available
• Export to CSV/JSON

Setup time: 3-4 minutes Cost: Free (Pro features optional) No credit card required