ⓘ This article is for Event Organizers
Get your attendees registered seamlessly and quickly with our easy to set up and manage customizable registration platform.
Below are the steps on how to Create your Registration form when using Expo Pass for Pre-Event Registration, or onsite registration.
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. Click on Create Registration Form
If there is no Create Registration Form, and it says Form Overview, this means you have already created your form.
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2. Select Attendee Fields on the Reg Form
The first screen will allow you to select the fields available on your registration form.
💡 Tip: 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
❗ Important: You will manage your Attendee Field Settings in the Attendee Field Setup Section under Attendees.
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.
❗ 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.
ORRemove 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.
💡 Tip: To clean up your registration form, hide any fields that you do not need attendees to fill out in the Attendee Field Setup page.
1. Drag any fields from the left box to the right that you want included on your registration form.
2. Mark any fields as "Is Required" that you want all registrants to be required to fill out.
3. In the right-hand box, drag and drop the fields in the order that you want them on your form.
![EXPO - 7 August 2024 (1).mp4 [crop output image]](https://expo-pass-bb8a5e5e94a9.intercom-attachments-1.com/i/o/1138129718/d2a14c807b979c35002b234d/ezgif-1-b032832464.gif?expires=1725770700&signature=aa43db5e1c2496fd8e7f11aa9f8a76f221242b2e1e7cf6995937cf92950419d4&req=dSEkHsh8lIZeUfMW1HO4zQS5F3xTCD8UdkXxFCKf1k33snQbotIUqktBJem2%0AobOw74E9FW6yJvcxulA%3D%0A)
4. 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.
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 the Basic tab to set the Registration Level name.
2. Next you can add a Registration Level description with what the registration level includes, etc.
💡 Bonus Tip: If this is the recommended level to select, check the box under the Description box.
3. In the Level Pricing, you can add the price of this specific level.
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.
💡Note: Expo Pass offers a pay by check/ invoicing option for registrants. Please contact your Success Specialist for more information.
❗ 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%
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4. If your sessions are created, you can add or Remove Session Access per Reg Level
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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.
5. Click NEXT
4. Registration Form Additional Details
Next you can identify key elements of each registration level during this step:
Add-On Sessions
Any sessions removed from your registration level, can be selected as an Add-On Session. Click on the article below for more information on how to set these up:
Continuing Education
Always select NO for "Include continuing education in registration?". This option is not operable.
Session Pre-Registration
Include Session Pre-Registration, so attendees can register for Sessions during the event registration flow
❗ Important: You must have your session schedule created BEFORE enabling this option.
Set up Promo Codes
If you would like to create promo codes to distribute for registration, there are a few options to consider.
Promo codes are:
System generated code or custom code made by you
Codes are either single use (once used they're done) or infinite use
Each code can be set to a percentage off or dollar amount off
The codes must have the effective dates for when the promo code is live
Examples of ways to use promo codes for registration incentives:
Take 15% off when you register by “X” date
$20 off to Attendees who are also Exhibiting at the event
$50 Discount for Association members
Attendee Guests
This is used when you would like to allow attendees to bring guests as a plus 1 outside of the bulk of the main event. Many event organizers use this for numbers on networking events, dinners, etc.
Guests will only have First Name, Last Name and Email (if you select YES) collected. None of the data from your registration form will be included for guests.
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
❗ Important: If you are looking to have your attendee be able to register other registrants in one transaction, you will NOT use this feature.
At the end of their registration, they will click "Register Another Person?" at the end of their registration.
Member Verification
Under Member Verification, you can upload Event Members for exclusive registration levels.
When a registration enters an email that 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.
First Name, Last Name, and Email are required for all uploaded members.
❗ 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.
Once all of the Additional Options are complete, click 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!
7. Edit Your Registration Form
This form can easily be viewed and edited after creating, by clicking on Registration and Form Overview.
You will then be able to view your Attendee Fields, Legal, and each Registration Level.
2. Click on any registration level.
3. You will have an edit button by each of the following per reg level:
Overview
Registration level title
Description
Pricing
Sessions
Sessions included or not within the level
Additional Details
Add-On Sessions
Session Pre-Registration
Promo Codes
Member Verification
Manager and edit the member list for the level
Now it's time to Go Live with Registration!
💡 Bonus: If you would like to use analytics with Facebook or Google, we do have the ability to support these.