Conference events are held to introduce and discuss ideas in lieu of a specific subject that the participants are interested in. For this, conference registration forms are to be filled out by every individual who would like to take part in the conference.

Conference Registration Form Definition

A conference registration form is a document which must be completed by those who would be participating in a conference meeting or event. In the form, the participant will be referred to as the registrant and he must disclose his general information and other supporting details which will be used by the conference organizers for reserving the registrant’s slots and to acknowledge and note what the registrant will be needing in the conference.

Conference Registration Form Sample

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Conference Registration Form in DOC

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Annual Conference Registration Form

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Basic Conference Registration Form

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How to Create a Basic Conference Registration Form

Step 1: Create the banner for the form and place it in the header.

The name and the logo of the organization holding the conference should be the content of the banner. In addition, logos of the sponsors can also be included in the banner.

Step 2: State the title of the form and the instructions or guidelines to be followed by the registrant.

The title of the form must be larger than the texts or the sizes of the fonts in the rest of the form’s content. Below the title should be the instructions and reminders to be noted by the registrant throughout the registration process.

Step 3: Make a section for collecting the basic details of the registrant.

This section must collect the registrant’s full legal name, nickname, affiliated organization, job title and position in the organization, residential address, email address, and phone number.

Step 4: Enlist the conference options and offers.

This is where the details of the conference, its schedules, and the payments which accompany each session will be stated. Moreover, sponsorship opportunities can also be included in this section of the form which will allow the registrant in indicating whether or not he will sponsor and provide financial support for the conference.

Step 5: Save the form in the desired format.

There are two main formats to choose from when creating conference registration forms. Specifically, the “.DOC” format is the default format for word-processing software applications or programs, while “.PDF” formats can be made by converting the “.DOC” format using a format converter.

Conference and Annual Meeting Registration Form

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Fillable Conference Registration Form

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Intellectual Property Conference Registration Form

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Essential Sections to Add in a Conference Registration Form

Along with the basic sections, a conference registration form must have the following sections which can aid the organizers of the conference to better cater to the needs of their registrants:

  • Medical information section: The reason for incorporating a medical information section in the registration form is to ensure that any medical and special needs will be provided to the registrants accordingly during the conference. In this section, registrant’s allergies and physical limitations or restrictions must also be collected.
  • Payment method section: There are three main types of payment options that a registrant can choose from. The first and the most common is through direct payment or by sending the payment to the organizer of the conference. The second method or payment option is by using a debit card while the last method is by using a credit card. In lieu of this, the payment method section should also be accompanied by a credit card authorization agreement to document the approval and permission of the registrant to his credit card company to send a payment to the organizer.
  • Educational background and professional information: By knowing the educational and professional background or information of the registrant, the organizers will be able to determine and suggest which parts or sessions of the conference would be best attended by the registrant.
  • Terms and conditions: This is a section which will not be filled out, rather must be read and be fully understood by the registrant. The terms and conditions should elaborate or properly define the rules to be observed during the registration and during the conference. In addition, cancellation and reservation policies should also be included in the terms and conditions section of the form.

National Conference Registration Form

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Onsite Conference Registration Form

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Conference Registration Form Tips

When making conference registration forms, the following tips must be noted in order to have an effective or efficient document:

Keep the form simple

The layout of the contents of the registration form should be kept simple and professional. Tables or rows and columns can be used to categorize and organize each section of the form, especially when there are options to be presented to the registrant or the user of the form.

Collect only the relevant details

The information which will be collected from the registrant should be those which can be used for the conference and not those which are not related to the event to avoid creating a lengthy form.

Proofread the form

Checking the grammar and spelling of every text in the form is essential. In addition, if there are jargons or possible words which may have varying meanings, then the definitions of each word should be stated in the form to ensure that all registrants will have a common understanding to the statements and contents of the form.

Student Conference Registration Form

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Tourism Conference Registration Form

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Using Conference Registration Form Templates

The traditional and the most known way of making any type of document is by creating one from scratch wherein the document-preparer will first decide on a layout, then the contents, and then save the form in the appropriate format to be used by the organization. However, nowadays, creating documents are becoming easier with the use of form templates. In our site, conference registration form templates can easily be downloaded. After the template file is downloaded, an extraction process must be conducted since the file is in “.ZIP” file which keeps the contents and the pages of the template intact. And lastly, the extracted file can then be customized to fit the preferences of the organization as well as the to edit the entry fields and their labels in order to collect the right type of information and data from the target users of the form.

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