Importing and managing guest lists without separate Excel files

A no-show is a participant who has registered for a conference but does not attend, leaving venue capacity, catering and, where applicable, accreditation places unused.

A conference is planned months in advance: room layouts, catering, speakers and parallel sessions. If some of the registered participants do not show up on the day itself, it affects the entire planning process. For the organising committee, the question is therefore not just how many people register, but how many actually attend.

No-shows usually arise well before the conference day

A participant who does not attend could often have indicated this weeks in advance. They simply didn’t, because cancelling was more difficult than doing nothing. An unsubscribe button in every mailing lowers that barrier and gives you useful information instead of an empty seat.

These cancellations are immediately reflected in the participant overview. Because registration, session selection and communication come together in the same medical conference platform, you can immediately see which sessions have spaces available again as a result.

Paid registration changes behaviour

At a conference with paid registration, the no-show rate is generally lower than at a free event. People who have paid are more likely to attend or to cancel their registration properly. The online payment module handles the payment during registration, including the confirmation and the invoice as a PDF.

This does not mean that every conference should be paid. It does mean that at a free conference, you need to put more emphasis on confirmation and reminders, because participants have nothing to lose by not showing up.

Reminders that matter on the day

For a conference, two moments work best. A reminder to those who have not yet registered, and a final mailing to all registered participants shortly before the conference day.

• Date, time and location, including travel information
• The personal programme with the selected parallel sessions
• The e-ticket with QR code for access control
• A clear cancellation option for anyone who can no longer attend

That personal programme is more than just a service. A participant who sees their own session choices has a more concrete reason to attend. You can read more about how this selection works in the article about session selection at a conference.

What to do with the available spots

A cancellation is useful as long as it comes in on time. If a parallel session is full and has a waiting list, the next person on the list can automatically move into the available spot. This keeps the room full and gives a participant who previously missed out the opportunity to attend after all.

On the conference day itself, access control gives you a live overview of who is actually present. This gives the committee a realistic picture of attendance instead of an estimate based on registrations afterwards.

Frequently asked questions about guest lists