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Onsite Logistics - Onsite Registration
Onsite Logistics - Onsite Registration

How attendees can register onsite at your event when using another platform for pre-event registrations.

Kacie Ferguson avatar
Written by Kacie Ferguson
Updated over a week ago

β“˜ This article is for Event Organizers


One of the key onsite event details you'll need to make a decision on is how your walk-up registrants will get added into your event in Expo Pass.

πŸ’‘ If you are already using Expo Pass for pre-event registration, then you will be set for your onsite experience, where attendees can register or check-in on the iPad Kiosks.

If you are not using Expo Pass for pre-event registration, there are 2 ways that your walk-up attendees can register onsite:

The decision on which to choose will be dependent on how many walk-ups you expect for your event.

❗ Important: Either way, you will need to upload all pre-registered attendees via a CSV file into your event with the data that will be printed on your badge at least 1 business day before you plan to go live with onsite registration.

Option 1: Manually Add Walk-Up Registrants

If you expect to have a small amount of walk-up registrants for your event, the best solution will be to register those attendees in your current registration platform, and then manually add them into your event in Expo Pass.

πŸ’‘ Tip: We suggest using this option if you are only expecting a handful of walk-up registrants.

  • For the onsite setup, have a separate desk for someone to walk up and register through your own registration software.

  • Once the attendee is registered, your event staff member will then add the attendee manually into Expo Pass Classic with all data they need printed on the badge.

  • Once the attendee is added into your event in Expo Pass, they will go and print a badge/ check-in on the iPads.

Option 2: Walk-Up Registration on iPad Kiosk

If you want your attendees to be able to register directly on the iPads, you will need to walk through the steps below, ahead of your event, to ensure this feature can be enabled.

πŸ’‘ Tip: We suggest using this option if you are only expecting a larger amount of walk-up registrants.

You will still need to upload the pre-registrants into your event at least 1 day before your event is live.

In your Expo Pass event, a registration form will need to be created at least 2-3 weeks before the event, so our Hardware team is able to test and program your equipment before it ships out.

❗ Important: If this is a paid event where you will be collecting money for registration, you will need a Merchant Agreement or to connect your own Stripe Account BEFORE you set up the registration form.

  • HERE is a Help Article on both options

Here is how you will create your registration form on your event.

πŸ‘‰ TIPS for an Onsite Registration Form:

  • Using 1 Registration Level will usually suffice

    • Example: Onsite Registration

  • If you have specific registration levels being used for badge assignments or printed on the badge, you will need to create those to match in Expo Pass.

  • If you have any custom data being printed on the badge, make sure to create your Custom Attendee Field questions on your registration form and make them required.

  • Here are the Sample Terms and Conditions and Refund Policy that can be customized for your event to upload in .txt format on your form.

BONUS OPTIONS: Edit Attendee Data at Check-In and/or Add Additional Required Question(s) at Check-In

So you're all setup up for your walk-up registrations. Now the questions are

  • Do I want the Attendees to be able to edit their own standard data on the iPads during Check-In?

  • Do I have any additional information I want to collect at Check-In?

πŸ‘‰ If you do not want this feature, you can manually edit attendee data on your own within your event via a computer. HERE is how to do so.

If you do want to enable attendee edits feature or additional required question at check-in, there are a couple of steps to be taken:

  • Create a registration form (even if you are not doing onsite registration on the kiosks with Expo Pass).

    • Edit Attendee and/or additional required question at check-in are not available without a completed registration form

  • Follow the steps in THIS article to complete either feature on your event.

πŸ’‘ NOTE: Below are the standard data fields that can be edited by attendees on the iPad Kiosks. Custom Data or any data other than the list below must be updated manually by an Event User in the event.

  • First Name

  • Last Name

  • Company

  • Job Title

  • City

  • State

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