Event registration questions: What to ask, and why

Every extra field on a form is a gamble: the more event registration questions you ask for, the more you run the risk of drop-offs.

This guide breaks down common event registration questions by purpose, with examples for conferences, webinars, and other event types.

We explain why each question is worth asking, when it’s better left out, and how to design registration forms that collect the information you need without hurting your sign-up rate.

How to decide which registration questions to include

Before we get into specific event registration questions, let’s step back and remind ourselves what the registration form is actually for.

At its core, a registration form needs to:

• Confirm attendance
• Enable communication
• Support pricing and logistics

Beyond that, every additional question introduces friction and so needs to be carefully weighed. Some questions are essential for planning, while others are simply “nice to have” and are often better collected later.

A practical way to evaluate any registration question is to ask:

Will the answer to this question change pricing, logistics, or the attendee’s experience?

If the answer is no, it usually doesn’t belong on the initial registration form.

The type of event also matters. A free webinar, a paid conference, and a small retreat all require different levels of information. Treating them the same often leads to either missing data or unnecessary drop-off during sign-up.

With that in mind, the mistake we see most often is treating every event the same, so the sections below break down common registration questions by when they actually earn their place on the form.

Common event registration questions (by purpose)

1. Basic personal information

Basic personal information is the foundation of almost every registration form. These details are primarily used for confirmation, reminders, and post-event communication.

Common questions include:

☐ Full name

☐ Email address

☐ Phone number (optional)

Depending on the event type, additional fields might include:

☐ Country of residence

☐ Address (billing or mailing)

When these questions are essential

• For any paid event you’ll be selling tickets to
• Events with follow-up communication or materials
• In-person events that’ll require on-site check-in

An email address is almost always required. Phone numbers can be useful for last-minute updates or checking in on guests for a more intimate gathering such as a retreat, but they’re often unnecessary for low-commitment or online events.

When just capturing"Name & email" is plenty

• Free webinars or virtual events
• Early-stage lead-generation events

Asking only for a name and email address often leads to higher completion rates but, it also limits what you can realistically personalize later. Additional details can always be collected later though if the attendee remains engaged.

2. Professional background questions

Professional background questions are most useful when the value of the event depends on who else is attending. This is common for conferences, workshops, and industry-specific events where networking, peer discussion, or level-matched content is part of the experience.

This information can influence session planning, group assignments, and speaker preparation. Even in smaller events, having context about attendees helps match experience levels and expectations.

Helpful professional background questions include:

☐ Job title or role

☐ Company or organization

☐ Industry

☐ Professional affiliations

☐ LinkedIn profile (optional)

Seniority and years of experience can be useful, but only if you actually plan to act on that information.

When does their job title matter?

• Paid conferences or workshops where peer interaction matters
• Multi-day events with breakout sessions or group work
• Industry events designed for a specific audience or experience level

Professional background questions should be asked only to help organizers design a better experience.

Skip this data for low-stakes events such as:

• Free webinars or low-commitment events
• Consumer-focused events where professional identity isn’t relevant
• Situations where the information won’t affect content, logistics, or outcomes

Asking for detailed professional info in low-commitment sign-ups can reduce completion rates without adding value.

3. Session or workshop preferences

Session and workshop preference questions help organizers plan capacity, scheduling, and content relevance. They’re used most commonly in conferences, multi-day events, and workshops with limited seating.

Key questions include:

☐ Which session or workshop do you plan to attend?

☐ Preferred time slot

☐ Areas of interest

☐ Skill or experience level

☐ Learning goals or topics of interest

When these questions add value

• Events with parallel sessions or breakout tracks
• Workshops with limited capacity
• Multi-day events where scheduling depends on demand

Collecting this information upfront can prevent overcrowding and help speakers tailor content to the audience they’ll actually have.

When to be cautious

• Early ticket sales, before a full agenda is confirmed
• Events where schedules are likely to change

It’s often better to:

• Ask for broad areas of interest during registration
• Collect specific session choices closer to the event date

This reduces friction during sign-up and avoids confusion if plans change.

4. Dietary preferences and restrictions

In my experience as a retreat planner, dietary questions are one also one of the easiest places for registration forms to go wrong. Vague wording or overly broad options can lead to incomplete or unusable information.

The non-negotiable questions for catered meals

☐ Dietary preference (e.g. vegetarian, vegan, halal, kosher)

☐ Food allergies

☐ Other dietary restrictions or requirements

☐ Alcohol or non-alcohol preferences for drinks

If food is incidental, keep it simple, eg:

• Short events with limited refreshments
• Events where attendees arrange their own meals

Form design tip: Open-text fields tend to produce better results for dietary requirements than long lists of options, especially for allergies and medical needs.

5. Accessibility and special accommodations

Accessibility questions help ensure that attendees can participate fully and comfortably. They’re essential to delivering the experience you’ve promised so shouldn’t be thought of as mere courtesy.

Common questions include:

☐ Do you require any accessibility accommodations?

☐ Mobility access requirements

☐ Visual or hearing assistance needs

☐ Any other support or assistance requests

Why wording matters

How these questions are framed affects how comfortable people feel answering them. Clear, respectful language signals that requests will be taken seriously and handled appropriately.

Rather than listing every possible accommodation, it’s often better to provide:

• A simple yes/no question
• A follow-up text field for details

This approach keeps the form approachable while still capturing the information you need.

When accessibility questions are a must

• In-person events
• Multi-day events
• Any event involving movement, group work, or shared spaces

For online events, accessibility may still matter (for example, live captions), but these needs are often better communicated in the event description rather than the registration form itself.

6. Merchandise and swag

Merchandise-related questions are optional for most events and should only be included when they directly affect production or fulfillment.

Common questions include:

☐ T-shirt size or fit

☐ Color or style preference

☐ Shipping address (if items are sent in advance)

Merchandise questions only earn their place when production or fulfillment depends on them. If you’re not printing, shipping, or sizing in advance, they’re usually better handled later.

7. Travel details

Travel questions are relevant for retreats, destination events, and multi-day conferences, but only when the organizer is actively coordinating logistics.

Common travel questions include:

☐ Arrival and departure dates
☐ Mode of transport
☐ Accommodation or transfer needs

These details matter for shared transport, room assignments, or fixed schedules.

That said, timing is critical. I’ve seen travel details collected at registration go out of date pretty quickly, especially for international events. In many cases it’s better to confirm attendance first and collect travel information closer to the event.

8. Emergency contact details

Emergency contact information is primarily relevant for events involving physical activity, travel, or extended stays.

Basic questions include:

☐ Emergency contact name

☐ Relationship to attendee

☐ Emergency contact phone number

When capturing emergency contacts is a non-negotiable

• Outdoor or adventure events
• Sports or wellness retreats
• Multi-day residential events

When they’re overkill

• Webinars and virtual events
• Short, low-risk in-person events

Including emergency contact fields where they’re not needed can feel a little over the top or even intrusive. This could well discourage completion.

9. Photo and video consent

Many events are photographed or recorded, or at least portions of them. This means that consent should be handled clearly and transparently. We’ve seen event organizers lose significant trust when recorded material has been used without permission or filming has felt intrusive.

Common questions include:

☐ Permission to be photographed or filmed

☐ Consent for use of images in marketing or promotional materials

Best practices

• Make consent explicit rather than implied
• Clearly explain how images may be used
• Avoid bundling consent with unrelated terms

Providing a simple opt-in checkbox with a short explanation is usually sufficient and helps avoid confusion later.

10. Waivers and legal agreements

Waivers protect organizers and set expectations, but they can also add friction if handled poorly.

Common legal registration question examples:

☐ General liability waivers

☐ Accident or injury waivers

☐ Parental consent for minors

Tips on how to include waivers without reducing conversions

• Link to the full document rather than embedding long text
• Ask for confirmation that the waiver has been read and accepted
• Avoid legal language that’s unnecessary for the event type

For lower-risk events, it’s often better to handle waivers outside the main registration flow.

11. Payment and pricing questions

Payment-related questions pin down commitment, pricing, and access. They’re essential for paid events, but they still need to stay targetted and avoid unnecessary friction.

Common payment-related questions include:

☐ Ticket type or pricing tier
☐ Quantity (for group or team registrations)
☐ Discount or access code
☐ Optional add-ons or upgrades
☐ Billing country or tax-related details (when required)

These questions are most useful when pricing varies by role, access level, or attendance type. They help ensure attendees see the right price and receive the correct access without manual follow-up.

When payment questions earn their place:

• Paid conferences, workshops, or retreats
• Events with multiple ticket tiers or add-ons
• Group or team registrations
• Events with deposits, installments, or early-bird pricing

As with other registration questions, payment-related fields should only be included when the answers change pricing or access in a meaningful way.

Payment flow and timing considerations

The timing of payment questions matters. How payment fits into the registration flow can affect both conversions and admin workload.

Common approaches include:

One-step registration

Personal details, event options, and payment are collected in a single flow. This works well for simple or lower-priced events where decisions are straightforward.

Two-step registration

Basic details and payment are collected first, followed by a short form for logistics or preferences. This approach is often better for longer or more complex forms, since it secures the registration before form fatigue sets in.

Deposits and payment plans

For higher-priced or multi-day events, offering deposits or installments can reduce hesitation while still confirming commitment.

In most cases, it helps to secure attendance and payment first, then collect information that is likely to change closer to the event date.

Event registration form questions matrix

Example event registration question sets

Many organizers benefit from seeing realistic examples of how questions are grouped by event type. Below are sample registration question sets for three common types of events: conferences, webinars, and multi-session workshops.

1. Conference registration questions

Conferences typically involve multiple sessions, networking opportunities, and sometimes professional development credits. The registration form should collect information that helps plan capacity, group activities, and attendee experience.

Example questions:

☐ Full name

☐ Work email address

☐ Company / organization

☐ Job title / role

☐ Industry

☐ Which sessions or tracks do you plan to attend?

☐ Dietary restrictions or allergies

☐ Accessibility or special accommodations

☐ Photo and video consent

Why these questions matter:

• Session choices allow organizers to allocate space and manage capacity.
• Professional background helps with networking and speaker preparation.
• Dietary and accessibility information ensures attendees have a safe and comfortable experience.

2. Webinar registration form questions

Webinars usually require less attendee data since there is no in-person logistics to manage. The focus is on ensuring participation and understanding audience needs.

Example questions:

☐ Full name

☐ Email address

☐ Role or skill level (optional)

☐ What topics are you most interested in? (optional)

☐ How did you hear about this webinar? (optional)

Why do these questions matter?

• Minimal required fields reduce friction and maximize registration rates.
• Optional questions help organizers tailor content or follow-up without blocking sign-ups.

3. Multi-session workshop registration form questions

Workshops often include smaller group sessions, hands-on exercises, or multi-day attendance. Registration forms should balance collecting enough information for planning while keeping the process smooth.

Example questions:

☐ Full name

☐ Email address

☐ Job title / role

☐ Preferred sessions or activities

☐ Skill or experience level

☐ Dietary restrictions or allergies

☐ Accessibility or special accommodations

☐ Emergency contact (if the workshop involves physical activity)

Why are these questions important?

• Session preferences help with group assignments and scheduling.
• Experience level allows organizers to group attendees effectively.
• Safety and accessibility questions protect both attendees and organizers.

4. Attendee confirmation and communication

Once attendees complete their registration, it’s essential that they receive timely communication that confirms successful completion and details next steps. Confirmation messages reassure registrants, reduce confusion, and improve attendance rates.

Best practices:

• Automated email confirmations with registration details and proof of registration
• Confirmation pages or downloadable tickets for quick reference
• Include essential contact details and event logistics like pickup locations or transportation options

Proper confirmation ensures attendees feel secure and informed, reducing no-shows and last-minute queries.

Key takeaways on best practice:

1. Less is more: Only collect information that affects logistics, pricing, or attendee experience.
2. Optional vs required: Mark non-critical questions as optional to reduce drop-off.
3. Post-registration follow-up: Some information, like travel or detailed accommodation needs, can be collected after initial registration.

Smart registration forms: design, security, and trust

Deciding which questions to ask is only part of building an effective registration form. The way in which those questions are presented and how safely information is handled plays a huge role in whether people complete registration.

Form design that reduces friction

Well thought out form design keeps the experience focused and relevant for each attendee.

Unlimited custom fields
Different events require different information. Capture what you need without forcing compromises by using:

☐ Text fields
☐ Dropdowns
☐ Checkboxes
☐ Quantity selectors
☐ Multi-line text inputs

This is particularly useful for things like dietary requirements, session preferences, accessibility needs where rigid field types can lead to unclear or incomplete data.

Conditional logic
Using conditional logic helps keep forms short by only showing follow-up questions when they are relevant.

Examples include:

• Shipping information appearing only if merchandise is selected
• Accommodation details showing only for multi-day events
• Skill-level questions displayed only for workshops

When attendees are not forced to scroll past questions that do not apply to them, completion rates tend to improve.

Required and optional fields
Not every question needs to be mandatory. Marking non-critical fields as optional helps reduce friction.

Pre-filled fields and sensible defaults
Pre-filled fields save time and reduce errors, especially for returning attendees or repeat events.

Secure registration builds confidence

People are increasingly cautious about sharing personal and payment information online. Any uncertainty around security can quickly undermine trust and lead to drop-offs, particularly for paid events.

A few fundamentals make a noticeable difference.

Encrypted connections
Registration pages should always use HTTPS so attendee data is protected while it is being submitted.

Trusted payment processors
Using recognized payment providers like Stripe ensures that sensitive payment information is handled securely in line with industry standards. This minimizes risk for both organizers and attendees.

Minimal data collection
Only request information that is genuinely required. Asking for unnecessary personal or financial details increases friction and can raise privacy concerns.

Clear trust signals
Visible privacy policies, clear explanations of how data will be used, and recognizable payment branding help reassure attendees that their information is being handled responsibly.

When forms are easy to complete and feel safe, people are far more likely to complete registration.

Conclusion

Event registration comes down to making considered trade-offs. Every question you add should earn its place by improving logistics, pricing, or the attendee experience.

The strongest registration forms tend to:

• Collect only the information that actually matters
• Use optional and conditional questions to reduce friction
• Separate critical details from “nice to have” data
• Keep the flow secure and flexible

Done well, this approach increases sign-up rates and gives organizers the information they need to run great events.

As events grow, flexibility becomes increasingly important. Being able to adapt forms, tailor flows, and collect the right data at the right time often determines whether scaling feels smooth or turns into a series of manual workarounds.

Take the next step with Checkout Page

Creating high-converting, professional event registration forms doesn’t have to be complicated. If you’re running paid events, workshops, or subscriptions and need flexible forms that won’t slow down conversions, Checkout Page can help you:

• Add unlimited custom fields
• Use conditional logic to show the right questions to the right attendees
• Pre-fill fields and set defaults to reduce user effort
• Collect payments securely with Stripe integration

Start your free 7-day trial and see how easy it is to build conversion-focused registration forms, no coding required.

Frequently asked questions (FAQs)

1. What should be included in a registration form?

Start with the information needed to confirm attendance and communicate, usually name and email. Only add other questions if the answers affect pricing, logistics, or the attendee experience.

2. How many questions is too many?

There is no fixed number, but fewer questions generally lead to higher completion rates. If a question does not influence planning or decisions, it is often better collected later.

3. Should I use one form or multiple steps?

Simple or low-cost events usually work best with a single short form. More complex or higher-priced events often benefit from splitting registration into stages to reduce drop-off.

4. When should I collect travel or accommodation details?

Collect details that may change, such as travel plans, closer to the event date. Confirm attendance first, then follow up once plans are more certain.

5. How do I keep forms simple without losing useful data?

Ask only what matters upfront and use optional or conditional questions where possible. This keeps the form short while still capturing relevant information.