010 The Smart Planner’s Guide to Pre-Event Data: What to Ask and Why

Because “Just name and email” won’t cut it anymore.

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At Meetings Academy, we know the registration form is your first chance to gather the gold—and we’re not talking about credit card payments.

The data you collect before your conference doesn’t just help you prep—it powers your ability to deliver a smooth, welcoming, and well-run event.

So, what should you be asking before attendees even arrive? Let’s break it down.

🎯 First, What’s the Goal?

Before you add another field to your form, ask yourself:👉 “How will I use this information?”

If you can’t answer that clearly, skip it. Every question should serve a purpose—to improve logistics, personalize the experience, or prevent day-of disasters.

📝 What to Ask (and Why It Matters)

1. First and Last Name + Preferred Name

Why: Official contact name for your records; preferred name helps personalize communication and create a respectful, inclusive environment.

2. Company and Title

Why: Useful for networking features, name badges, attendee segments, and post-event analytics.

3. Email and Mobile Number

Why: Email = updates and reminders. Mobile = emergency alerts or last-minute logistics (text opt-in recommended).

4. Dietary Needs and Allergies

Why: Avoid a catering catastrophe. Ask clearly:

“Do you have any medically necessary dietary restrictions or food allergies we should know about?”Then offer a space to explain. (Bonus: include a follow-up question for preferences like vegetarian or gluten-sensitive.)

5. Accommodations and Accessibility Needs

Why: Make your event more inclusive from the start. Examples might include mobility support, captioning, or sensory considerations. Will someone need a quiet room? Or a nursing room? Just remember if you ask if someone needs something, you need to offer the accommodation or to contact the attendee about how to help.

6. Session Interest or Track Preference

Why: If your conference has multiple tracks or workshops, this data helps with room sizing, staffing, and printed materials.

7. Networking Opt-Ins

Why: If you’re offering a mobile app, digital directory, or matchmaking tools, you’ll want clear permission to share attendee info with others.

8. Final Notes

Why: Leave space for the unexpected—this is where attendees share info that doesn’t fit in your standard boxes but matters.

🎁 Want the Easy Button?

We built a customizable Conference Registration Form just for Meetings Academy insiders. It’s professional, polite, and gets you the data you need—without annoying your attendees.

👉 [Download the Microsoft Forms Template]

Final Word

Your registration form isn’t just a data grab. It’s the start of your attendee experience—and the smarter your questions, the smoother your event.

You’re not just collecting names—you’re crafting the future success of your conference. 💼✨