Event registration form template: fields, wording and logic

An event registration form needs to answer three questions for you: who is coming, what did they pick and what do you need to prepare. Qwenvo has two free templates. The Registration Form suits a class or workshop. The Conference Registration form adds ticket prices, a badge name and a Payment block.

Which template to start from

Pick the simple one when the event is free or you collect money elsewhere. Pick the conference one when you sell tickets through the form. You can convert from one to the other by deleting blocks, so the choice is not final.

Fields in the simple Registration Form

• Full name and Email: the two answers you cannot run without. Email is also where the confirmation goes.
• Phone number (optional): only useful if you text attendees on the day. Leave it optional.
• Ticket type: a multiple choice with Standard, VIP and Student. Rename these to your real tiers.
• Which sessions will you attend?: checkboxes for Keynote, Workshop A, Workshop B and Networking. Counting these tells you how big each room needs to be.
• Dietary requirements (optional): a long answer, so people can explain without being forced into a list.

The template turns on the progress bar, which helps once you add a second page.

What the conference version adds

• First name, Last name, Company and Job title: split names print correctly on badges. Job title is optional.
• Ticket with prices: General $299, VIP $599 and Student $99 are sample prices in the template. Replace them with yours.
• Workshops: optional checkboxes for add-on sessions.
• Dietary requirements: a dropdown with None, Vegetarian, Vegan, Gluten-free, Halal and Kosher.
• Name on the badge: asked separately because people often want a nickname.
• Ticket payment: the Payment block, which charges through your own Stripe account.
• A hidden promo field: records a promo code from the form link, without showing it.

Copy-ready wording

• Ticket question: "Which ticket would you like?"
• Sessions: "Pick every session you plan to attend. This helps us size the rooms."
• Dietary: "Anything we should know about food? Allergies matter most."
• Thank-you page: "You are registered. Your confirmation is on its way. If it has not arrived in ten minutes, check spam."

Logic ideas

1. Show a "Student ID" question only when the ticket type is Student.
2. Jump students and non-students to different pages if their paths differ.
3. Use a calculated field to add up ticket price and workshop add-ons for the total.
4. Close the form on the event's start date, or after a set number of responses, from the form Settings drawer. Use the response cap as your capacity limit.

After people register

Turn on email notifications to you and the confirmation email to registrants in form Settings. Prevent duplicate submissions so the same person cannot take two seats. Export the Submissions table as CSV or XLSX for the door list, and send rows to Google Sheets if your team works there.

If registrations arrive with questions or complaints in a notes field, AI triage sorts them by priority and routes urgent ones to up to five email addresses or a Slack webhook.

Mistakes to avoid

• Asking for dietary needs on a free webinar. Only collect what you will use.
• Leaving sample prices in the Ticket question.
• No cap. Without a response limit you can take more registrations than you have seats.
• Not testing the Payment block before launch.
• Skipping the thank-you page. Tell people what happens next and when.

Where Qwenvo falls short for events

Qwenvo has no built-in QR code and no check-in app. Paste the form link into any QR generator for a poster, and use the Event Check-in template on the day. Payments are Stripe only.

Questions people ask

Can I take payment on the registration form?

Yes, with the Payment block and your Stripe account. Qwenvo adds a 0% platform fee; Stripe's own fee applies.

How do I limit the number of attendees?

Set the form to close after a number of responses in Settings. It counts submissions to the whole form, so for per-session caps use one form per session.

Is this cheaper than Tally?

Tally's free plan also takes payments. The difference is the extras: teammates, your own domain and no badge are Pro on Tally at $29 a month and free here. See the comparison.