Conference registration checklist: from opening registration to the day after

By Haldun Tolan, founder of Cuemark · 9 min read

Most registration problems on the day of a congress were created weeks earlier: a question nobody asked on the form, a badge layout never tested on the real printer, a desk plan that assumed everyone arrives at 9:00. This checklist is the one we used for 25 years at international congresses, from 200-person workshops to 3,000-delegate meetings. Copy it, adapt it, and tick it off.

1. Before registration opens

Decide what you need to know about each attendee

Every extra question lowers completion a little, so ask only what you will actually use. A good rule: if no one on your team can say who will read the answer and what they will do with it, remove the question.

Always: first name, last name, email, mobile phone (for last-minute changes), organisation and job title (for the badge).
Often: attendee category (delegate, speaker, sponsor, press, staff), dietary requirements, which days they attend, social programme or gala dinner.
Only if you need it: billing details for invoices, membership number for member rates, CME licence number for credits.

Set your ticket types and rules

Early-bird, standard and on-site rates, each with a clear end date.
Member, student and speaker rates — decide how you will verify them (member number, student card upload, or invitation code).
Capacity per ticket type if the room or the dinner has a hard limit.
Discount codes for partners and sponsors, with a maximum number of uses.
Your cancellation and refund policy, written on the registration page — it saves dozens of emails later.

Plan how people pay

Card payment at registration gives the cleanest data. If many attendees are paid for by their employer, also allow bank transfer with a clear payment reference. Decide who checks bank transfers and how often, so “pending” registrations don’t pile up.

Build the event page

Dates, venue with address, a short description and the programme (even a draft one).
Hotel options with negotiated rates and the booking deadline.
A visible contact email for registration questions.
Test the page on a phone — most attendees will open the invitation email on mobile.

2. While registration is open

Confirm instantly. Every registration should receive an email with a personal QR ticket. People who don’t get a confirmation register twice.
Watch the pace weekly. Compare registrations with the same week last year or with your target. If you are behind, send a reminder before the early-bird deadline — that deadline is your strongest call to action.
Chase pending payments. A short reminder after 7 days and again before the event avoids awkward conversations at the desk.
Import group and VIP lists early. Speakers, sponsors and invited guests often come as a spreadsheet. Import them as soon as you have them so they get tickets too.
Keep the hotel rooming list current. Hotels release unused room blocks on the cut-off date; send the list before that day.

3. One week before

Close online registration or switch to on-site rates, and announce it.
Re-send the QR ticket to everyone with practical information: opening time of the registration desk, address, nearest public transport.
Print one badge of every category on the real printer and real badge stock. Check name length (long double surnames), QR code size and category colours.
Agree the desk plan: how many door scanners, staff desks and self check-in kiosks, and who works where.
Brief staff: who scans, who solves problems, who handles payments and walk-ins, who decides on exceptions.
Export a backup attendee list in case the venue Wi-Fi fails, and check that your check-in tools work on mobile data.

4. The day before

Set up the stations at the venue and test each one with a real ticket — scan, print, check in, undo.
Charge every tablet and phone; bring power strips and spare cables.
Load badge stock and keep at least one spare roll or pack per printer.
Prepare a separate, clearly signed desk for speakers, VIPs and press.
Print a few blank badges and a pen for emergencies.

5. Doors open

Most of the queue forms in the 30–45 minutes before the first session. Your job in that window is to keep people moving.

Open early — 45 minutes before the first session for large congresses.
Scan, don’t search. A QR scanner finds a guest in under a second; searching an alphabetical list takes much longer and creates the queue.
Print on demand. Pre-printed badges get lost, misspelled and left unclaimed. Printing each badge at check-in is faster than finding it in a box.
Send problems to one desk. Walk-ins, payment issues and name changes go to a dedicated staff desk so they don’t block the scanners.
Use self check-in. Most attendees are happy to scan their own ticket at a kiosk and collect their badge.
Watch arrivals live and move staff to where the queue is forming.

6. During the event

Keep one desk open all day for late arrivals and badge reprints.
Scan session entries if you need attendance per session (for CME credits or sponsor reports).
Note what slowed the queue — you will forget by next year.

7. After the event

Export attendance: who registered, who came, when they arrived, by category.
Send certificates of attendance, with credits if your event is accredited.
Share a short report with your client or board: registrations over time, show rate, arrival peak, and three things to improve.
Clean up personal data you no longer need, according to your privacy policy.

A one-page summary

When	Must do
Before opening	Form questions, ticket types and rules, payment methods, event page, mobile test
While open	Instant QR confirmations, weekly pace check, payment reminders, VIP imports, rooming list
One week before	Close or switch rates, re-send tickets, test badges on the real printer, desk plan, staff briefing, backup list
Day before	Set up and test every station, charge devices, spare badge stock, VIP desk
Doors open	Open early, scan don’t search, print on demand, one problem desk, kiosks, watch arrivals
After	Attendance export, certificates, client report, data clean-up