How do I collect information from attendees at checkout?

The short answer

Add questions to the booking form, so each person answers when they book. Ask only what you will actually use before or on the day, choose a list of options where you can instead of a typed answer, and make a question required only when you truly need it.

Every extra question is a reason for someone to give up halfway through checkout, so keep the list short.

What organisers usually ask

• Dietary requirements and allergies for anything with food.
• An emergency contact for physical activities, kids' events and trips.
• T-shirt or equipment size for runs, races and workshops with kits.
• Experience level for classes, so you can pitch it right.
• Company and job title for name badges at a networking event.
• How they heard about you, if you will actually look at the answers.

If you would not change anything based on the answer, do not ask.

Pick the right type of answer

• A list to pick from gives clean answers you can count: S, M, L, XL.
• Tick boxes suit “select all that apply”, like dietary needs.
• A typed answer is for things you cannot predict, like an allergy description or an emergency contact number.

A list with an “Other” option plus a short typed follow-up often gives the best of both.

Ask each person, not just the buyer

When one person books four tickets, you need four sets of dietary needs, not one. Make sure your questions are asked for each ticket holder. Ask only the ticket types that need it: a “dinner” ticket needs a meal choice, a “drinks only” ticket does not.

Handle the answers with care

Health information, allergies and emergency contacts are personal. Only share them with the people who need them, like the chef or the first aider, and delete exports you no longer need after the event. If you collect anything sensitive, check what the Privacy Act expects of you; the Office of the Australian Information Commissioner has guidance.

On One Ticket

Add questions in the event builder. Each can be a typed answer, a pick from a list or tick boxes, and can be required or optional. A question can be asked of everyone or only of one ticket type. Questions are asked for each ticket holder, so a group booking gets an answer from each person.

Answers show in each attendee’s details and come out in the CSV export from Orders, ready to send to the caterer or print for the door.

Related: Collecting dietary requirements for events, Name badges for a networking event and Breathwork evening tickets with a waiver.