For associations, events are a cornerstone of engagement, education, and revenue. But behind the scenes, event registration can be a logistical headache—for both members trying to register and staff managing the process.
Whether it’s handling group registrations, dealing with payments and invoicing, or ensuring accurate attendee data, associations often struggle with outdated, manual processes that drain valuable time and resources.
So, what are the biggest challenges associations face when managing event registration—and how can they be solved?
1. Making Registration Easy for Members and Their Teams
One of the most common frustrations members face is the complexity of signing up for events, especially when registering multiple attendees from the same organization.
Many associations still rely on manual forms or outdated systems, leading to:
Duplicate records when members use different email addresses
Time-consuming admin work when staff has to process registrations manually
Confusion over who is responsible for payment
How Associations Can Fix This
Modern event registration platforms like Engagifii allow:
Self-service registration: Members can easily sign themselves up or register others from their organization.
Automated profile updates: Registrants can update their own contact details, reducing bad data in your system.
Role-based permissions: Organization admins can manage their team’s registrations, reducing staff workload.
2. Managing Payments, Invoicing, and Flexible Billing
Associations often struggle with collecting payments efficiently because:
Some members pay upfront, while others need to be invoiced later
Organizations may want to pay for multiple attendees at once
Refunds and credits for cancellations create additional complexity
A Better Approach to Event Payments
Offer flexible payment options: Let registrants choose between paying now, invoicing their organization, or using credits for canceled registrations.
Auto-generate invoices: Eliminate manual billing with instant invoice creation and automated payment tracking.
Integrate with accounting systems: Sync transactions with tools like QuickBooks to streamline financial reporting.
3. Ensuring a Smooth Registration Workflow for Different Audiences
Not all event attendees are the same. Members, non-members, exhibitors, and sponsors all require different registration workflows—but many association platforms treat them as one-size-fits-all.
For example, exhibitors might need to:
Select specific booth locations
Pay different pricing tiers based on sponsorship level
Upload marketing materials as part of their registration
Smarter Event Workflows for Different Attendees
Tailored registration experiences: Exhibitors, sponsors, and general attendees should see only the options relevant to them.
Custom pricing rules: Members, non-members, and VIP attendees should automatically receive the correct pricing.
Built-in exhibitor tools: Make it easy for sponsors to select booths, manage contacts, and handle payments in one place.
4. Reducing the Burden on Association Staff
For many associations, event registration is a staff-intensive process. Manually entering registrations, fixing data errors, processing invoices, and answering member questions all take time that could be spent on more valuable engagement efforts.
💡 How to Streamline Event Admin Work
Automate registration tasks: Eliminate manual data entry and free up staff time for higher-value work.
Give members self-service tools: Let members manage their own registrations, invoices, and profile updates.
Reduce unnecessary phone calls & emails: Provide real-time access to event details, payments, and attendee records.
See How Associations Are Solving These Challenges
If your team struggles with any of these issues, you’re not alone! But, don't worry - Engagifii has solutions!
In our recent webinar, we explored real-world event registration workflows and how associations are:
Making event sign-ups easier for members and group registrations
Automating payments, invoicing, and credits
Offering flexible registration workflows for exhibitors and attendees
Reducing manual work with smarter event management tools
Watch the Full Webinar
