Guest event registration

There are times when you might want to encourage your event attendees to bring other people with them. Rather than having them submit a registration for each person, you can give them the ability to register other people at the same time as they submit their own registration.

How multiple registrations work

Multiple registrations can work in three ways

• You can collect a number of additional registrations to an event and not worry about collecting any information about the people the registrant is going to bring. This is like a classic "ticket" or "Plus One" for an event.
• You can collect contact information about the guests. This is handy if you want to know a little bit about the guests but also want to make the process quick and painless for the registrant.
• You can collect full registration information for each additional attendee. This is best used if the cost for your event is determined by the selections made during registration.

No matter which option you choose, the registrant is invoiced for the full amount. As well, each guests registration counts towards the registration limit for the event.

Setting up multiple event registration

Multiple registrations are defined as part of the Registraion types for an event. This way you can have some registration types that allow multiple registrations and some that don't.

When creating or editing an event registration select the checkbox next to "Multiple registrations" to allow guests to register for the event. When selected, you will have the following options available:

• Only collect total number of guests - The registrant will only be asked to enter the number of guests they want to bring to the event.
• Collect contact information for each guest - The registrant will be asked to enter contact information for each guest. This information is based on the contact fields that you have created. See Customizing your contact database fields
• Collect full registration form for each guest - Each guest will be entered using a full registration form. This includes any extra cost fields that may be associated with the registration form.

You can also set Guest pricing for the event. These are two options for this:

• Base price means that the guests pay the same amount you defined for the registration type
• Special guest price is a price for guest registrations. The registrant still pays the base price for their own registration

  NOTE: If you select "Collect full registration form for each guest", you cannot specify a guest price. Their price will be calculated using the base price and any extra cost fields that are selected for the guest.

Registering for an event

Depending on which option you've chosen for the registration type there are different ways to collect guests during event registration.

Only collect total number of guests

At the bottom of the registration form there is a Guests section. The registrant can enter the number of guests he wants to bring to the event. On the payment confirmation screen they will see their own price as well as the total price for all their guests.

Collect contact information for each guest

After filing out their registration form, the registrant will have the ability to either finish their registration and select their payment/confirm their registration, or they can register a guest.

If they chose to register a guest they will be given a form where they can fill in the contact information for the guest. After each guest they have the option to either (1) complete the registration process or (2) add another guest. The only limit on the number of guests that they can add is based on the registration limit for the event.

Collect full registration form for each guest

This works similar to the process for collecting contact information, except there will be a full event registration form for each guest. This will also include any extra cost and regular fields associated with the registration form. Any extra cost items chosen will be added to the guest's event registration details and the main registrants invoice.

Editing and completing multiple registrations

1. Each time they enter another guest they will also see a summary of all the guests they have entered and the ability to edit or remove them.
2. When the registrant goes to confirm their registration details they will see info about all the people they have registered.

The registrant will be invoiced the full amount for themselves and their guests and they are responsible for the payment. The invoice for the event registration will contain items detailing the price and extra cost for each guest registered.

Manually adding guests

• The admin can manually add guests to existing registrations (that initial registration can also be entered manually by an administrator).
• Note that adding guests option is only available for registration types with either Collect contact information for each guest or Collect full registration form for each guest enabled.

To add guests go to the main attendee record you want and use the [Add Guest] button:

• You can add as many guests as you want and the registered guests are automatically listed at the bottom of the main record..
• The guests do not automatically become contacts on your site (and so they do not count towards your overall database limit)
• Each guest record can also be edited or deleted afterwards - click on the guest name you want to edit / edit:

Attendees List

• The attendees list shows all registrants including their guests:

• Registration date - shows date of registration and invoice #.
• Registrant - name, email, number of guests and if applicable membership level of main registrant
• Registration Type - the actual guests are shown in this column

Please note that if you collect contact information or full registration information, additional 'child' registration records are created and linked to the main registration. Guests are not added to your contact database and do not count towards your Wild Apricot account limit - instead, they are tracked in the context of each event only.

Event Registration fields report

• Guests and their registration details (if applicable) are also displayed on the Event registration fields report:

Exporting attendees

• The exported attendees excel file will include all the guest details and all the selected extra costs / session / field items:

• Guest Registrations - shows the number of guests each registrant is bringing
  • Shown as zero for guests i.e. guests cannot have their own guests
• Linked registration - shows the main registrant for that guest