Guide
Event registration form templates.
Three registration forms you can copy: a one-day event, a conference with sessions and a free member event. Plus the fields to include, and how to keep the form short enough that people finish it.
Updated
The fields, and when to ask for them
| Field | When | Note |
|---|---|---|
| First and last name | Always | As it should appear on a badge or certificate |
| Always | For the confirmation, reminder and any changes | |
| Member or non-member | Paid events | Better: let members sign in, so you know without asking |
| Ticket type | Paid events | Member, non-member, student, early bird |
| Organization and title | Professional events | For badges and attendee lists |
| Phone | Sometimes | Only if you will actually call or text about the event |
| Dietary needs | Events with food | A short list plus "other" |
| Accessibility needs | In-person events | An open question, answered privately |
| Session choices | Conferences | Only for sessions with limited seats |
| License number | Events with CE credits | So credits can be reported correctly |
| Guests | Social events | Number of guests and their names |
The templates
1. One-day event
A workshop, seminar or chapter meeting with member and non-member prices.
One-day event registration form
[EVENT NAME] [Date] · [Time] · [Venue, address] YOUR DETAILS First name* Last name* Email* Organization Job title TICKET* ( ) Member: $[price] ( ) Non-member: $[price] ( ) Student: $[price] DIETARY NEEDS [ ] None [ ] Vegetarian [ ] Vegan [ ] Gluten-free [ ] Other: ______ ACCESSIBILITY Is there anything we can do to make the event work better for you? ______ CONTINUING EDUCATION (if credits are offered) License or certification number: ______ [ ] I agree to the cancellation policy: [refunds until (date)] * required
2. Conference with sessions
A multi-day conference with registration types, limited-seat sessions and add-ons.
Conference registration form
[CONFERENCE NAME] [Dates] · [Venue, city] YOUR DETAILS First name* Last name* Name for your badge (if different) Email* Organization* Job title* City and state REGISTRATION TYPE* ( ) Full conference, member: $[price] ( ) Full conference, non-member: $[price] ( ) One day only: $[price] Which day? ______ ( ) Student: $[price] SESSIONS (limited seats only) Day 1, [time]: ( ) [Session A] ( ) [Session B] ( ) [Session C] Day 2, [time]: ( ) [Session D] ( ) [Session E] ADD-ONS [ ] [Workshop or tour]: $[price] [ ] [Dinner or reception] guest ticket: $[price] Guest name: ______ DIETARY NEEDS [ ] None [ ] Vegetarian [ ] Vegan [ ] Gluten-free [ ] Other: ______ ACCESSIBILITY Is there anything we can do to make the conference work better for you? ______ CONTINUING EDUCATION License or certification number: ______ [ ] I agree to the cancellation policy: [refunds less $[fee] until (date)] [ ] Include me in the attendee list shared with other attendees * required
3. Free member event
A mixer, webinar or meetup. Keep it to four fields.
Free member event registration form
[EVENT NAME] (free for members) [Date] · [Time] · [Venue or online link sent after registering] First name* Last name* Email* Will you bring a guest? ( ) No ( ) Yes: Guest name ______ * required
Keeping it short
- Ask only what you will use. Every extra field loses a few people who would have come.
- Let members sign in instead of typing their details, and show them their member price.
- Ask for session choices only where seats are limited.
- Put the cancellation policy on the form, so nobody is surprised later.
- Send the confirmation straight away, with the date, place and a calendar link.
More on choosing a tool: Event registration software for associations · Event registration software for nonprofits · CEU certificate template
Common questions
- What should an event registration form include?
- Name, email and ticket type for every event; organization and title for professional events; dietary and accessibility needs when there is food or a venue; session choices for conferences; and a license number when the event carries CE credits.
- How long should a registration form be?
- As short as the event allows. A free member event needs only a name, an email and whether a guest is coming. A conference needs more, but only ask for session choices where seats are limited.
- How do I handle member and non-member pricing on a form?
- Best is to let members sign in, so the form knows they are members and shows their price. Otherwise, offer member and non-member ticket types and check membership afterwards.
- Should we ask for a license number?
- Only when the event awards CE credits that members report to a licensing board. It lets you report and certify credits correctly.
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More guides
All guides →Event registration software for associationsWhat association events need and what each ticket costsEvent registration software for nonprofitsMember prices, a donation ask at checkout and phone check-inCEU certificate templateThe fields every CE certificate needs, a template and a sampleMember engagement strategiesMeasure engagement, ideas for each stage, and membership drives
Forms that already know your members.
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