Scoot's Events & Registration feature streamlines event planning and attendee management, offering a seamless experience for both organizers and attendees. This guide will walk you through the key capabilities and how to leverage them effectively.
For Event Organizers (Producers)
Creating an Event
- Navigate to the "Events" tab on your Scoot home page.
- Click "Create New Event."
- Provide the following details then "Save Event Details":
- Event Name: A clear and concise title for your event.
- Date and Time: Set the event's schedule.
- Description (Optional): Add a brief overview of the event.
- Registration Link: This will be generated automatically
- Logo (Optional): Upload your event or organization's logo.
- Theme Color (Optional): Customize the look and feel of your event page.
- Attached Scootaverse: Select the relevant Scootaverse for your event. This is crucial for integrating Smart Badging questions. You have the ability to select which fields you would like for users to fill out during their registration.
- Custom Registration Form and Landing Page:
- The landing page is automatically generated using the information you provided.
- Customize the registration form by selecting which fields from your Smart Badging questions to include. This ensures you collect the necessary attendee information upfront.
- Smart Badging Integration: When a Scootaverse with Smart Badging questions is attached, the registration page will automatically include those questions. Upon registration, attendees will receive a magic link that pre-populates their Smart Badge data when they join the event within the Scootaverse.
- Launch: Once you're satisfied, click "Launch" to make your event page live and allow registrations.
Managing Registrations
Registrants Dashboard: The dashboard provides a real-time overview of registrations. 1 You can track:- Registered attendees
- Invited attendees (not yet registered)
- Declined attendees
Automated Emails
- Confirmation and Reminder Emails: Scoot can automatically send confirmation emails upon registration and reminder emails closer to the event date.
- Manual Confirmation: Producers can choose to enable manual confirmation. In this case, confirmation emails with event links will not be sent until the producer manually confirms each registrant. This gives you more control over who receives access.
- Email Customization: You can customize the content and timing of these emails under the "Emails" tab. Preview and edit the subject lines and body to ensure they align with your event's branding and messaging.
For Attendees (Invitees/Registrants)
Registration Process
- You will receive a registration link (usually via email).
- Click the link to access the event's registration page.
- Fill out the registration form, including any Smart Badging questions.
- Upon successful registration, you will receive a confirmation email. If manual confirmation is enabled, this email may be delayed.
Joining the Event
- You will receive a unique event link in your confirmation or reminder email.
- Click this link to join the event.
- If the event is linked to a Scootaverse with Smart Badging, your information will be pre-populated, making the entry process seamless.
Impact of Events & Registration
- Simplified Event Organization: Manage all aspects of your event, from creation to registration tracking, within a single platform.
- Enhanced Attendee Engagement: Provide a smooth and efficient pre-event experience, encouraging higher participation rates.
- Streamlined Communication: Automated emails keep attendees informed and engaged.
- Data-Driven Insights: Track registration data in real-time to understand attendee interest and optimize your event strategy.
By utilizing Scoot's Events & Registration feature, you can create and manage successful events with ease, while providing a positive experience for your attendees. If you have any further questions, please don't hesitate to contact Scoot support.