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It’s 2009 and I hate to be the one to tell you this, but it’s time to hand over that stack of papers and surrender to the way of the future – technology. Paper is totally out and anything and everything online is totally in, including online registration forms.

Here’s what you need to know to join the cool kids again:

1. Online registration forms can help you reduce cost by as much as 45%. 
Managing your registration process online eliminates printing and postage costs, as well as allows staff to maximize their productivity.  Register, modify, cancel and refund attendees with the click of button – no tedious paperwork or data entry needed. Even allow attendees to modify their registrations themselves.  Securely collect payments online, so you don’t have to track down payments by check.  Clone previous event registration forms for easy reuse.

2. Web-based registration forms are eco-friendly.
Go green and save a few trees.  With online registration forms, there is no need to print hundreds of copies of a registration form.  Collect the registration information you regard to be critical and even upload important event documents such as brochures, event agendas, exhibitor lists, session descriptions and parking information to be downloaded by attendees upon completion of the registration process. 

3. Tracking and reporting on the registration process is easier and more efficient online.
Keeping track of event registrations when some come via fax, some are received by mail and some occur on-site can be an overwhelming task.  Online event registration forms can be accessed anytime and anywhere by any computer connected to the internet.  Over 70 standard presentation-ready reports are available in real-time including participant lists, payment balance due, wait lists and more.  An unlimited number of custom reports can also be created. 

4. Online registration forms will increase registration numbers by 21%.
It is no secret that in today’s world we all feel stretched for time.  Filling out a paper registration form, completing a credit card authorization form, sending a fax or worse, going to the post office, is just a pain.  Invitees may have every intention of registering for the event, but before they know it, the deadline has passed or it is simply more effort than it is worth.  Online registration forms allow invitees to quickly and conveniently register from their computers.  Pre-populate key information such as name, title, and company for repeat registrants.

5. Web-based registration forms allow for maximum form customization.
There is only so much information that can fit onto a 8×11 sheet of paper.  However, dynamic, multi-track, multi-session registration forms can be built online.  The registration forms can even be customized to match the look and feel of your organization’s branding with the usage of an HTML editor. 

I know it is hard to teach an old dog a new trick but if you are still using paper registration forms, I strongly encourage you to try managing your registration process online. The value goes well beyond the five benefits I have presented in this blog post. To learn more about conducting your registration online, sign up for a best practices webinar focusing on online event registration.

Want to add some Southwest flair to your meetings and events? San Antonio might be the meeting destination for your style, and, thanks to a new offer from the Hotel Valencia Riverwalk, it may be the right one for your wallet as well.

For meetings held during 2009 and 2010, the Hotel Valencia Riverwalk is offering special group rates from $139. Sunday/Monday group arrivals and summer bookings can take advantage of group rates from $119.

As part of the deal, meeting planners can also enjoy discounted meeting room rental and complimentary high-speed Internet access. Plus, you’ll have the choice of a complimentary welcome reception, a $10 rebate per room to the master bill, or a complimentary continental breakfast for each attendee in the on-site Citrus Restaurant.

Encompassing nearly 7,000 square feet of meeting space, the Hotel Valencia Riverwalk’s flexible venues range from conference rooms to an open air courtyard. The hotel also boasts 213 sleek guest rooms.

View more information on the Hotel Valencia Riverwalk

A few months after its grand opening in March of 2009, Andel’s Hotel Berlin is all the rage.  Amongst one of the four largest convention hotels in Berlin, the €80 million property offers 557 rooms, a 3,800 m² conference center, a 570 m² ballroom with 6-metre ceilings and a 14th floor lounge affording breathtaking views of the city. 

The attractive modern interior designed by British architects Jestico & Whiles features primarily black and white decor accented by splashes of stark reds, oranges and yellows.  All sleeping rooms include a bathtub and/or a separate shower, heated bathroom floors and an in-room safe with laptop charging capabilities.  Hotel Berlin also offers 21 sleeping rooms with parquet floors for individuals who may have allergies. The 550 m² Spa & Wellness Center provides guests an ideal place to wind down with a relaxing massage, steam bath or soak in a whirlpool. 

Located in the Eastern part of Berlin, the property provides guests with convenient access to the Velodrom concert and event facilities in addition to the Europasportpark’s swimming and diving centre.  Both Berlin’s commuter rail (S-Bahn) and tram offer stops directly in front of the hotel. 

Click here to check out pictures of the new property and read more detailed information.