Before you begin establishing a registration or ticketing system, consider the specific needs of your event. This will help you tailor your system to the unique requirements of your event.

There are numerous ticketing and registration platforms available, each with their own set of features. Based on your needs, select a program that aligns with your event type, anticipated attendance, and budget.

Carefully review the fee structure before making your selection. Keep in mind that for simple events, a registration form can easily be constructed using survey software such as Qualtrics and Google Forms.

Registration pages should be visually appealing, user friendly, mobile-responsive, and in line with your event branding. Make sure the page provides attendees with all the necessary information about the event.

For events that require payment, establish a secure payment portal that supports a wide range of payment methods and currencies, especially if your event is an international event (e.g., an academic conference).

Depending on the nature of your event, you may want to capture specific information from attendees such as dietary preferences or workshop choices. Customize your registration form to gather important data without making the registration process cumbersome.

To boost registration, consider offering discounted rates for people who sign up in advance or provide discounts for group registration.

Before publishing your registration system, run multiple tests to ensure that the registration process is smooth, payments are processed correctly, and the data is captured accurately.

The Risk Management and Safety website contains guidelines set by UNLV and NSHE to protect faculty, staff, students, and visitors. These guidelines are designed not only to prevent injury but also to shield the institution from potential financial repercussions and reputational damage.

Contact UNLV Risk Management and Safety for additional information, questions, or concerns.

Related Links

• Guidelines for Scheduling University Facilities
• Requirements for Special Events

You will need to meet additional requirements, including submission of the the special event form, if your event meets the following criteria:

• Expected attendance is 150 people or more, or
• The event presents some likelihood of substantial disruption due to:
  • Attendance of a high-profile individual(s)
  • Amplified sound (e.g., a concert)
  • Location that delays exiting traffic, causes parking/traffic issues, or presents other risk management concerns
  • Majority of attendees being non-UNLV guests

Note that some UNLV venues will submit the special event form on your behalf. Communicate and coordinate with the venue as appropriate.

View All Requirements for Special Events

Always be aware of the restrictions and requirements for venue capacities. Such restrictions ensure that the event space is not overcrowded or unsafe for participants.

Plan and work with Parking and Transportation Services in advance to ensure that attendees have a seamless and safe arrival and departure process.

To request parking for an event, the host department or organization must complete the Event Parking Request Form at least 48 hours before the start of the event.

While event planners hope to never to face emergencies, it’s critical to be prepared in case a situation arises. Preparation includes:

• Keeping entrances and exit routes clear
• Providing unblocked access to fire suppression equipment
• Being aware of the venue’s plan for emergency evacuation
• Having emergency contact information handy at all times

If your event includes someone who is likely to draw significant attention (such as a political figure, prominent speaker, or entertainer), it is essential to partner with relevant campus units (e.g., University Police Services, Office of the President, and/or Office of Government and Community Engagement) to handle logistics and maintain safety.

For special or large events where a police presence is needed, schedule coverage through University Police Services’ Special Event Services unit. Such events include:

• Concerts and festivals
• Student events
• Sporting events
• Visiting dignitaries