Outsource your event registration

Activo takes care of your invitations, online registration, e-tickets, badges and check-in. You keep track of participants and make the decisions about your event. With a dedicated project manager and clearly assigned responsibilities, you have more time for the programme and your participants.

At a client event or internal knowledge-sharing day, several things happen at once. Colleagues submit names, participants choose workshops and someone sends a replacement shortly before the event. Outsourcing event registration lets you hand over this day-to-day work while staying up to date with registrations.

What Activo takes care of

We set up the event website and registration form, handle participant communications and process changes. You can also ask us to provide badges and support at check-in. Choose a complete service or the parts you need help with; the proposal clearly sets out the work included.

See how we set up your event registration

Stay informed without processing every change yourself

The admin portal lets you monitor registrations, cancellations and session choices. You can export the data to share an update with colleagues. This helps you answer questions from internal stakeholders and see which workshops are attracting interest.

Your project manager helps you keep preparations on track. Before the first invitation goes out, we check the registration process, confirmations and e-tickets. We also establish where participant enquiries go and who answers them. You know what Activo handles and when your approval is needed.

A last-minute replacement receives the right information

Suppose a participant wants to send a colleague two days before your knowledge-sharing event. If replacements are allowed, we process the new details and check the session choices. The replacement participant receives their own e-ticket, and the badge shows the correct name. You can see the updated registration in the admin portal.

If the programme changes, we update the relevant information and handle the necessary communications to the participants affected. Replies received by your colleagues, such as a cancellation by phone, reach the same registration system through the agreed contact route. Everyone works with the same current information.

Your welcome team is ready for the event day

Activo provides on-site support for check-in, badge distribution and participant enquiries. In advance, we establish staffing, hours, equipment and the division of work with your team. The welcome team knows how to find a participant without an e-ticket and how to correct a name on a badge.

We also agree which situations the team handles independently and when a decision from your organisation is needed. You do not have to go to the desk for every question. As participants check in, you can monitor recorded arrivals. If you need attendance information for individual sessions, we set up a separate process to record it.

Read more about support at check-in

A complete service in practice

For World of Incentro, Activo provided the event website and invitation process, followed by access control and the distribution of badges and lanyards. It shows how online preparation and the welcome at the venue can work together.

Read the World of Incentro case study

Clear arrangements for procurement and IT

Activo stores participant data in the Netherlands and manages the environment itself. We establish in advance who has access, how the data will be used and how long it is needed. Share any specific procurement or IT requirements at the start so we can include them in the setup and agreements.

Frequently asked questions about outsourcing registration