When attendees register for an event on the event management platform, their registration data is stored securely in the platform’s database. This database contains tables with information on attendees, their registration details, payment info if applicable, and any additional data captured through the registration forms.
The event organizers setting up the event on the platform are given a user account that allows them to log into the administration interface for their event space. In this interface, there are several reporting and dashboard features that surface key registration metrics and allow drilling down into attendee data.
Some of the main areas event organizers can access registered attendee data are:
Registration Reports – Detailed reports can be generated that list out all registered attendees with their relevant profile fields like name, email, company, job title etc. These reports also indicate their registration status, any tickets/seats purchased, and payment status. Organizers can view, print or export these reports in Excel/CSV formats for easy communication needs.
Attendee Directory – A searchable attendee directory allows organizers to look up individual attendees by name or other fields and view their full profile. This acts as a centralized contact database of all registered delegates. Some platforms also allow basic messaging features within the directory.
Custom Fields & Metadata – If organizers have added any custom fields to the registration form, the values entered by attendees for those fields are also accessible in reports and profiles. This could include fields like dietary requirements, interests, attendee types etc.
Name Badge Templates – Name badge designs can be created/edited by organizers in the admin side. When printing name badges close to the event date, attendee data like name, organization automatically populates onto the template for printing.
Mailing Lists – The platform allows creating segmented mailing lists of attendees using dynamic criteria like source they registered from, their location, package purchased etc. These lists can then be used to send targeted emails.
Event/Session Attendees – If tracking session/activity registrations, organizers can see which registered attendees have signed up for specific sessions, events, activities planned.
Contact Syncing – Many platforms allow syncing the attendee data with the organizers’ external CRM/mailing list so it’s available across channels for follow up. Data like names, profile details, session sign ups is synced in real time.
Reporting APIs – Advanced users can access the attendee data through APIs and pull reports, contacts in formats like CSV to import into their own databases for more flexible use. Dynamic API filters allow pulling subsets of data.
Dashboard Insights – Interactive dashboards on the admin interface provide organizers with key registration metrics over time like number of registrations, countries represented, most popular sessions selected etc. at an event level.
The event registration data accessibility allows organizers to effectively manage communication with attendees before, during and after the event through proper channels. For example, organizers can:
Send pre-event promotional emails about the agenda, speakers etc to drive onsite engagement
Provide tips/instructions about logistics, travel in a pre-arrival guide
Announce schedule changes, special activities through onsite messaging apps
Conduct post-event surveys to understand attendee experience and gather feedback
Share event recaps, photos, stories with those who couldn’t make it
Promote or thank sponsors through targeted mailings to attendees
Nurture leads by sharing related content, invites to future events
Thank all attendees for participation with a short checklist email post event
Analyze registration and sales insights to plan future events better
So By having access to centralized and well-organized attendee data on the event management platform, organizers can devise integrated multichannel communication strategies to maximise value for all event stakeholders before, during and after the live event. This data access ensures smooth planning and execution of the event as well as effective engagement with attendees across various touchpoints of their journey.