Gone are the days of having to be bombarded with e-mail replies for an upcoming event registration. Gone is the tedious work involved in copying and pasting each email reply to a kept spreadsheet. I love using gmail Google Doc FORMS for company event registrations (especially larger events). It serves as your party or event Sign-Up Form. Advantage over eVites? Read on. Questions can be as simple as, “Attending – Y N” or you may create a more elaborate form, with open-ended questions.
1. Get yourself a gMail account (if you don’t already have one)
2. Log into gMail, click “Documents” link at top of page
3. Click the “Create New” button…select “Form” from that pull-down list
4. Give your form page a Title (and optional subtitle)
5. Set up form by creating questions (Y N, multiple choice) (mandatory question or non)
6. Save your form
7. Google provides you a convenient web link (see it at the bottom of the page), which you’ll copy/paste into your outgoing email invitation (eCard, eFlyer, web site promo page).
As folks view your invitation and click this sign-up form, each guest reply (RSVP) falls neatly and magically into a tied Google Docs spreadsheet (in your gMail account). Access this spreadsheet at any time, when you’re logged into gMail by clicking on the Documents link at top of the page. This spreadsheet is linked to your custom form and it updates itself each time anyone fills out the form. Need a headcount for who is attending so far? Pull up that event spreadsheet and you’ll know (in real time). You can even add your own columns to the spreadsheet (where you can record special notes such as cancellations, food allergy info or notes for your accounting department). If your boss wants to be notified of each sign up, you may either set him/her up to receive an email alert for every new registration or set up viewing/editing permission rights, for your boss, for that given spreadsheet (provided boss has a gMail account). If your event requires payment from each attendee, this might not be the ideal choice, but aside from that, it’s a fabulous, free online tool. Try one, you’ll love it!
Sample Event Sign-Up FORM: https://spreadsheets.google.com/viewform?formkey=dHhraG1wc0owS0tjc2hjOXdjRVNBUFE6MQ
For the web savvy marketing professionals, Google provides you an embed code, so this form can be placed right in your web site or fancy e-invitation (fewer clicks). Many form design choices available…sample here is called, “Zen Spring.“
Note to brides: Create a gMail form for your wedding event RSVPs (there’s a Form design choice with a wedding cake background)!