As an event planner, your role is exciting yet challenging. Planning a successful and seamless event starts with gathering necessary information from attendees. Therefore, creating an event registration form that asks the right questions and helps with coordination is an important step. Form submissions give event planners an indication of the number of attendees - an important piece of data that will directly affect core activities within event planning (e.g. venue and food arrangements).
Event registration once meant a lot of paperwork and data entry. Thankfully, online event registration forms have eliminated that hassle and extra work. In this guide, we've curated a list of the top registration questions and registration form templates that are ready to use.
💡 Checkout Page is a no-code online form builder with 100+ beautiful, modern registration form templates. Try it free for 7 days with no risk!
Common questions to include in a registration form
A potential hiccup during event planning is realizing that the registration form you shared doesn't have all the necessary information for organizing the event. Lacking signup info could lead to delays in sharing event updates, offering wrong food choices to those with dietary needs, or having too many people in one session and not enough in others.
However, balancing collecting necessary information and optimizing signup conversions is essential. Generally, an event registration form for a physical/in-person business conference generally requires gathering more details than a simple, free webinar signup form.
💡 Tip: Keep forms straightforward by only asking for required info or using conditional logic
Before you start sharing your next event registration form - read on for the most common event registration questions to include!
1. Basic personal information
Standard questions including contact details for pre and post-event communications or notifications.
✅ Name
✅ Contact number
✅ Email address
For certain events, you may need more specific information:
✅ Country of residence
✅ Address
Related templates:
→ Simple event registration form template
2. Session or workshop preferences
Questions to help with managing interest across sessions, days, or specific workshops:
📆 Preferred session/workshop
📆 Session/workshop time slot
📆 Speaker preferences
📆 Areas of interest
📆 Skill level
📆 Personal learning goals
Related templates:
→ Tech conference registration form template (with payment)
3. Professional background
Questions for business, corporate, or professional events:
💼 Job title/position
💼 Company/organization
💼 Industry
💼 Seniority level
💼 Years of experience
💼 Professional affiliations
💼 Work email
💼 Work phone
💼 LinkedIn profile
Related templates:
→ Business conference registration form template (with payment)
4. Dietary preferences and restrictions
If your event serves food and beverages:
🍽️ Food preferences (e.g. vegetarian, vegan, halal, kosher, etc.)
🍽️ Any food allergies?
🍽️ Beverage preferences (e.g. alcoholic, non-alcoholic drinks)
🍽️ Any special dietary restrictions or requests
Related templates:
→ Party RSVP form template (with dietary preferences)
5. Merchandise and swag
For gauging interest in specific items and ordering/printing merchandise.
👾 Merchandise sizing (e.g. t-shirt size and color)
👾 Swag bag selection
👾 Customization options
👾 Shipping details (if applicable)
Related templates:
→ Volunteer event registration form template (with t-shirt sizing)
6. Accessibility and special accommodations
Asking these questions will make your event inclusive and comfortable for all participants, including those with medical conditions, and visual or hearing impairments.
📝 Mobility access (in-person events)
📝 Special accommodations
📝 Additional assistance requests
📝 Specific accessibility requests (e.g. for those with visual or hearing impairments)
7. Travel details
Depending on the type of event, some organizers may assist attendees with their logistics and transportation.
✈️ Travel details (e.g. arrival date/time, flight/train number)
✈️ Accommodation details (e.g. accommodation type, room preference)
✈️ Airport or station transfers required?
✈️ Local transportation required?
8. Emergency contact details
Useful questions for outdoor, adventure, sporting events, or multi-day retreats.
📞 Emergency contact person
📞 Medical information
9. Photo and video consent
Questions for attendees to give permission regarding their privacy and use of images in promotional materials.
📸 Opt-in for photo and video consent
📸 Use of imagery (permission)
📸 Media release
10. Waivers
Waivers serve as legal agreements that protect event organizers from liabilities. If there's a need to include these as part of the signup process, do provide a link to the full waiver document for participants to read and confirm.
📋 General liability waiver
📋 Accident waiver
📋 Parental consent for minors
📋 Property damage waiver
Integrating payment options in the registration form
Organizers can cut down on administrative time by choosing a template that combines attendee registration and payment into one step. Common payment fields are credit card details, bank transfer details, and billing addresses. All Checkout Page form templates with payments are securely processed by Stripe.
💡Payment fields are form fields that collect payment or billing details
Payment form templates
💳 One-time payment (e.g. tickets, seats)
→ Online webinar registration form template (with payment)
💳 Deposit (e.g. reserve a seat)
→ Reservation and deposit form template (with payment)
💳 Installments or payment plans
→ Multi-day seminar registration form template (installments)
See all our form templates here.
Event registration examples
After creating your online registration form, here are a few options for your next steps:
Registration link
Checkout Page's online event registration forms can function as a standalone page without any website builder. Share the form link directly with attendees using email, blog articles, and social media (Facebook, Twitter, Instagram).
Here's an example of an event form with a unique form link (URL):
Embedded forms
Easily embed forms on your website or landing page without coding. This method gives you full control over the registration experience. Embedded checkout forms give you the most flexibility in customization and design. Our forms are compatible with WordPress, Webflow, Wix, and other popular CMS.
💡 Learn how to sell event tickets on your website (embedded forms and popups)
Popup checkout form
The registration form will appear as a popup without taking users to another page. This option would suit certain event types or webpage designs.
Frequently Asked Questions
How do I encourage people to register for my event?
- Make it easy to sign up
- Optimize the event form for quick completion (only collect necessary data!)
- Provide sufficient event details and photos
- Answer common questions on the event landing page or registration form
- Offer early-bird discounts, special promotions, or group discounts
- Use multiple channels to reach potential attendees (e.g. email marketing, social media)
⚠️ Long, complex forms have a lower conversion rate - especially for mobile users
Related article: 4 ways to sell tickets and drive event ticket sales
Conclusion
As explored in this guide, asking the right questions during registration is about striking the right balance between information collection and ease of form completion. From capturing essential personal details to integrating payment fields for streamlined transactions, every section of your form should serve a distinct purpose.
We've also shared some of our most popular online event registration form templates to get you started with the first steps. As you venture into planning your next event, keep this guide handy to craft forms that are both user-friendly and conversion-optimized. Happy planning!
