When an Event Registration Platform Isn’t the Right Fit
Explore Sarah’s journey as an event manager deciding between spreadsheets and an event registration platform. Learn when a platform could be the right fit for your business’s events.
Let’s not kid ourselves—event registration platforms are pretty damn good. They save time, reduce stress, and make you look like the most organised person in the room.
But (and it’s a big but)… sometimes, you don’t need one.
Slightly contrarian, I know. A company that builds an event registration platform saying you might not need one? Stick with us.
Sarah, an event organiser for a national law firm recently found herself asking this very question: Do I really need a platform, or is this something I can handle with a spreadsheet and a bit of elbow grease?
Sarah’s Story: The Networking Breakfast
Sarah’s tasked with running a monthly networking breakfast—nothing too fancy. A couple of dozen attendees, some coffee, a few pastries, and a short presentation.
Her boss suggests looking into a registration platform to manage sign-ups and communications. So, Sarah checks out a few platforms. But here’s the thing: her guest list is 20 people. They’re mostly people she already knows. There’s no need for branded registration pages, automated reminders, or ESG reporting yet.
Sarah’s on the ball and quickly sees that a spreadsheet and a few emails are more than enough for this specific set of events.
When spreadsheets work:
Small-scale events: If you know everyone by name and can manage RSVPs manually, why overcomplicate it?
Low-stakes gatherings: If it’s just coffee and networking, you don’t necessarily need analytics or custom branding.
Budget-conscious events: When there’s no wiggle room for extras, spreadsheets can still do the job.
Fast Forward 6 months: The Sustainability Conference
Six months later, Sarah’s small breakfasts have grown into a hit. Now, her boss wants her to organise a half-day sustainability conference.
150 attendees, corporate sponsors, event analytics, the lot.
Suddenly, her spreadsheet doesn’t look so clever. Managing registrations, tracking dietary requirements, and sending reminders all manually? That’s a meltdown waiting to happen.
When a platform like Mitingu is a lifesaver:
Bigger events: Spreadsheets get messy fast when your guest list hits triple digits.
Branding matters: Corporate sponsors want their logos front and centre on registration pages and event comms.
Time is money: Automation takes care of reminders, confirmations, and follow-ups so you don’t have to.
Data-driven insights: You’ll need reports on engagement and sustainability to show how your event went down.
The Truth About Event Tools
The truth is, not every event needs a registration platform. But when you scale up—whether it’s attendee numbers, complexity, or expectations—it becomes less of a "nice-to-have" and more of a necessity.
So, if you’re staring at a spreadsheet wondering if it’s time to make the leap, here’s the test:
Are you juggling dozens (or hundreds) of attendees?
Do you need to make a professional impression?
Is tracking success and reporting on outcomes part of the deal?
If the answer’s yes, it’s time to ditch the spreadsheet. And if not? Keep it simple—for now.
Your Move
Whether you’re ready to upgrade or just testing the waters, we’re here when you need us. Because when the time comes, Mitingu helps you run events that people remember.
Spreadsheets vs Event Registration Platforms: What’s Best for Your Event?
Compare spreadsheets and email to event registration platforms with integrated email tools and decide what’s best for your events.
How will you manage registrations and communications for your next event?
For smaller events, spreadsheets and email tools might do the job. But for larger or more complex events, an event registration platform with built-in email tools could save you hours of time and frustration by managing it all from one place. Let’s compare the options to find what works best for you.
Using Spreadsheets and Email for Event Registration
For lots of event organisers, spreadsheets paired with email tools like Outlook or Gmail are the default choice. They’re familiar, easy to set up, and low cost—but are they always the right choice?
Benefits of Spreadsheets and Email
Cost-Effective: Often free or included with existing software.
Customisable: Create your own fields and formats for attendee lists.
Easy to Use: Most people already know how to use spreadsheets and email tools.
Drawbacks of Spreadsheets and Email
Time-Consuming: Managing attendee data manually, sending individual emails, and tracking responses take up valuable time.
Prone to Errors: Typos, forgotten updates, or lost information are common occurrences.
Limited Features: No or limited automation, analytics, and integrated tools that help streamline the process.
Benefits of an Event Registration Platform with Built-in Email Tools
If your events are more complex, an event registration platform with integrated email capabilities can be a game-changer. Platforms like Mitingu (other platforms are available) are specifically designed to simplify the event registration and communications process and take a bundle of work away from your already burgeoning to-do list.
Advantages of Event Registration Platforms
Automation: Automatically send invitation emails, reminders, confirmations, and follow-ups.
Real-Time Data: Track registrations, responses, cancellations, and attendee numbers instantly.
Branded Experience: Create custom branded registration pages and emails.
Compliance: GDPR-compliant data collection, giving you peace of mind.
Integrated Tools: Registration, email, and analytics are all in one place, saving you from multiple tools and tabs open.
Limitations of Event Registration Platforms
Cost: Subscription fees can be higher than the cost of spreadsheets.
Learning Curve: Familiarising yourself with a new platform takes time, though most are designed to be user-friendly.
Overkill for Small Events: For small events, platforms might offer more functionality than needed.
Which Event Management Solution is Right for You?
It depends on the size and complexity of your event. Here’s a quick guide:
Choose Spreadsheets and Email If...
You’re organising a small, one-off event like a local charity fundraiser or team-building activity.
You’re working with a very tight budget and don’t need advanced features.
Choose an Event Registration Platform If...
You’re managing lots of events or medium to large ones like conferences, corporate events, or workshops.
You need a professional, branded experience for attendees.
Saving time and reducing stress are at the top of your wish list - you get that with automation and real-time data tracking.
Sustainability is a priority, and you need tools that help you report on your event’s ESG metrics.
What’s the Verdict?
Spreadsheets and email can handle the basics, but they quickly fall short as the number and size of your events grow. If you’re looking for efficiency, professionalism, and scalability, a registration platform like Mitingu give you the tools you need. From automated communications to branded registration pages, it frees you up to do what you do best—creating an unforgettable experience.
What’s Next?
Take a look at how Mitingu can save you time, reduce stress, and give your attendees a great first impression. If it’s not right for you, no problem.