ⓘ This article is for Event Organizers

Expo Pass offers features to create a simply registration form for your attendees.

1. Access Your Registration Form

1. Login into Expo Pass with your credentials and choose the appropriate event.

2. Click on the Registration tab in the left hand menu.

3. A window should pop up, prompting you to begin your form. Click START

If there is already a registration form created, instead of Create Registration Form, it will say Form Overview. You will be able to edit your information here once it is complete.

EXPO - 23 October 2024 (1).mp4 [crop output image]

2. Select Attendee Fields on the Reg Form

Select which fields you want on your registration form either from Expo Pass standard fields, or custom fields you have created for your unique data.

❗ Important: You will need to create your Custom Attendee Fields before they will be available for selection on your registration form.

Custom Attendee Fields are any additional data points you wish to collect on registration outside of the Expo Pass Standard Fields:
- First Name, Last Name, Email, Company, Job Title, Phone, Street, City, Zip Code, State, Country

Create Custom Attendee Fields

1. When you click START, The first screen will allow you to select the fields available on your registration form.

All fields listed on the left are available fields to include on your registration form.
All fields listed on the right are fields already included on your registration form.
First Name and Last Name are required by Expo Pass and cannot be undone.

EXPO - 7 August 2024 (1).mp4 [crop output image]

2. Drag any fields from the left box to the right that you want included on your registration form.

3. Mark any fields as "Is Required" that you want all registrants to be required to fill out.

4. In the right-hand box, drag and drop the fields in the order that you want them on your form.

❗ Important: Expo Pass requires at least First Name and Last Name. These will be automatically included and required on your Form.

Email will be listed on your form (right box) and marked as required. You are able to:

Uncheck the required field if you want it on the form, but not required.
OR
Remove this field from your registration form by dragging to the left box .
If you are planning on using the Mobile App, you will want to require Email Address for Mobile App Access.
If you are using Lead Retrieval, this is a good data point for Exhibitors to have on their leads.

5. Once you have a registration form created, there will be a PREVIEW button available on this screen to be able to see what your form looks like to registrants.

6. Click Save.

3. Registration Form Basics

Next you will be able to set up your registration levels with descriptions, pricing, early bird dates, and included sessions (if applicable):

1. At the top of the page you will see tabs. Click on Basic to set a custom Registration Level name.

2. Registration Level Description: Include basic information, what's included with this level, etc.

💡 Bonus Tip: If this is your Recommended Registration Level, check the box under the description.

3. Level Pricing: Add a price name and cost.

Even if this is a free event, you must add a price name (general, price, etc) and a $0 cost
If you would like to add early bird pricing, click on the + button and a new box will open where you can enter the name, price and dates it's effective
- Early Bird, Standard, Onsite Pricing, etc.

❗ Important: If you add a price to any registration level, you will be required to connect a bank account to the event before you can complete your form. You can do this through the Expo Pass Merchant Agreement or Connect Your own Stripe Account.

Expo Pass uses Stripe as our Credit Card Processing partner and the fee is 4.95%

Connecting Your Bank Account for Registration

5. Max Registrants: Indicate the total number of people that are permitted for each specific Registration Level.

If you leave at 0, there will be no limit to how many attendees can register for this level.

5. If your sessions are created, you can add or Remove Session Access per Reg Level

If you do not have sessions created yet, you can come back later to edit these at a later time.
- By default, all registration levels are automatically eligible for all Sessions. If there are certain Sessions that should not be made available to that specific registration type, you will need to remove access during this step.

💡 Tip: You can choose to create "Add-On Sessions" by removing them from the standard access.

Create Add-On Sessions

5. Once you have filled out all of the standard information, click the green NEXT button in the bottom right corner.

4. Registration Form Additional Details

Next you can identify key elements of each registration level during this step:

Add-On Sessions

If you have created your session schedule, any sessions that were removed from this registration level can be selected as an Add-On Session. Click on the article below for more information on how to set these up:

Create Add-On Sessions

Continuing Education

Always select NO for "Include continuing education in registration?". This option is not operable.

Session Pre-Registration

If you have your sessions created, you can select YES for Session Pre-Registration. This allows attendees to select sessions for their My Schedule during registration, ahead of accessing the Mobile App.

❗ Important: You must have your session schedule created BEFORE enabling this option.

Add Sessions to Your Event

Attendee Guests

This is used when you would like to allow attendees to bring guests as a +1. Many event organizers use this for numbers on networking events, dinners, etc.

❗ Important: If you are looking to have your attendee register other registrants in one transaction, you will NOT use this feature.

Guests will only have First Name, Last Name and Email (if you select YES) collected. This is meant as a +1, not additional registrations.
At the end of their registration, they will click "Register Another Person?" at the end of their registration.

1. Select the number of guests to be allowed per registrant.

2. Select the cost for each guest ticket

3. Select if you would like to have them include the guest Email

Member Verification

Under Member Verification, you can add or upload Event Members for exclusive registration levels.

When a registrant enters their email on the registration form, and it is included in the Member Verification section of a registration level, they will have the option to select it. This level will otherwise not public.

You must have email required on your registration form for this to work.
First Name, Last Name, and Email are required for all attendees being added to member verification.

❗ Important: If someone registers with a different email address, they will not be able to access the level.

💡 Tip: This feature can also be used to "close" or hide a registration level.

Turn Off/ Close a Registration Level

Once all of the Additional Options are complete, click the green Next for the final steps.

5. Upload Legal Documents

In this next step, you will have to upload your legal documents. Each attendee will accept these when they check the box on the bottom of the registration form.

1. Upload your Terms and Conditions in .txt format

See Sample T&Cs HERE

2. Upload your Refund Policy in .txt format

If your event is free, the refund policy can simply state that there is not one due to the event being free of charge.
See Sample Refund Policy HERE

3. Once you preview these and are complete, click NEXT.

6. Finalize and Create the Form

In this step you can review your Registration Levels and details. If all looks good, click Create Form to finish!

Using Facebook to Host Your Registration Form

Creating and Managing Your Virtual Event in Expo Pass

Registration Transaction Report

Zapier and Expo Pass

Onsite Logistics - Onsite Registration