A good event registration form needs three things: a name, a way to reach the person, and how many are coming. Everything else is optional, and every extra quesion costs you sign-ups. Below is a free sample to copy, plus optional dietary and access questions that only appear for people who need them.
Use the free event RSVP template
Why long forms lose sign-ups
Most of your people will open the form on a phone, probably from a WhatsApp message or your Instagram bio. Each extra question is another reason to close the tab and message you instead.
Picture a dental clinic running a free check-up day. The first draft of the form asks for full address, date of birth, ID number, insurance details and preferred time. Half of that the clinic can collect at the desk on the day. The only things it needs before then are a name, a phone number, and a time slot.
A useful test for every field: will you act on this answer before the event? If the answer is "maybe, someday," cut it.
The sample form: three required fields
This is the whole form for a typical workshop, open house or class. Say you run a Saturday cake-decorating class in Pune with 12 seats. This is all you need.
| Field | Block type | Required | Why you need it |
|---|---|---|---|
| Full name | Short answer | Yes | Check-in list and name tags |
| Phone number | Phone number | Yes | WhatsApp reminder and last-minute changes |
| Number of people | Number | Yes | Seats, chairs and food |
| Optional | Only if you want to send a confirmation email | ||
| Which session | Multiple choice | Only if you run more than one | Splits the headcount between dates |
If your audience lives on WhatsApp, leave email optional. If you want respondents to get a confirmation email, make it required and say why in the label: "Email (for your confirmation)." People fill in fields more willingly when they can see the reason.
Put the date, time and address in the form's title or description so nobody has to ask. Then use the thank-you page to repeat them and add what to bring.
Optional questions for dietary and access needs
Ask these only if they change what you do. A home baker serving tastings needs allergy information. A clinic or a hall needs to know about step-free entry. A plain talk at a library probably needs neither.
Don't ask everyone. Start with one yes or no question, then show the details only to people who answer yes.
| Question | Block type | Shows when |
|---|---|---|
| Any dietary or access needs? | Multiple choice (Yes / No) | Always |
| Dietary needs | Checkboxes: vegetarian, vegan, allergy, other | Answer is Yes |
| Access needs | Checkboxes: step-free entry, seating, hearing support, other | Answer is Yes |
| Anything else we should know? | Long answer | Answer is Yes |
Most people tick No and move on, so the form still looks short. The people who do need something get a place to say so, and you find out a week early instead of at the door.
Build it in Qwenvo or another tool
Our team builds Qwenvo, a completely free form builder, so I'm biased. Here is what I'd weigh honestly.
Qwenvo has no paid plans. A few things that many builders charge for are on for everyone:
- You can swiitch off the Qwenvo badge.
- You can use your own subdomain, like forms.yourbusiness.com.
- You can invite unlimited teammates.
- Partial submissions are saved, so you see people who started but didn't finish.
- Visit and drop-off analytics show where people quit.
- You can change colors, fonts and CSS.
- There are 180+ templates to start fom.
Type / to add a block, and use "Add conditional logic" from a question's menu to hide the dietary details until someone says yes.
Google Forms is also free and fine for a simple sign-up list, but you can't do much with its design, and respondents must sign in with Google to upload files. Tally's free plan has unlimited forms and submissions, logic and payments. Its Pro plan is $29 a month, and that is where removing branding, custom domains, partial submissions and drop-off analytics live.
One honest point on money: if your event selsl tickets, Qwenvo takes payment through PayPal only, and keeps a 1% fee on top of PayPal's own fee. Tally adds no fee on top of Stripe, so it is chdaper for payments. If your class costs ₹500 a seat and most people pay you by UPI at the door, a free sign-up form and cash on the day may be the simplest setup.
See the event registration template
Settings that protect your seat count
Three settings do more than extra fields.
- Close the form after a number of responses. Set it to 12 and the form stops taking sign-ups when the class is full.
- Prevent duplicate submissions, so one person doesn't take two seats.
- Close the form on a date, so late sign-ups don't appear after you've printed the list.
Turn on email notifications to yourself so each registration lands in your inbox. If you collect respondent emails, turn on the confirmation email too. It's a short job that spares you a dozen "did my sign-up go through?" messages.
Share it where your customers already are
Paste the link into your WhatsApp broadcast, your Instagram bio, and your Google Business Profile. Qwenvo legs you set a link preview image, title and description, so the link looks like a proper invitation when it lands in a chat.
For a poster, Qwenvo has no built-in QR code. Paste your form link into any free QR generator and print that.
After the first few days, check the drop-off analytics. If most people leave at one question, that question is the problem. Rewrite it or remove it.
Build your registration form free
Questions owners ask
Do I need to ask for email?
Only if you plan to email people. For a local event where you send WhatsApp reminders, a phone number is enough. If you want a confirmation email to go out automatically, make email required and tell people it's for that.
How many questions is too many?
There is no magic number. Ask whether you will use each answer before the event day. If you'd only use it at the door, collect it at the door.
Can I collect payment on the same form?
Yes, with a Payment block, but Qwenvo handles payments through PayPal only, with its 1% fee on top of PayPal's. If you want the lowest fees or a Stripe steup, Tally is the cheaper choice. For small paid classes, many owners prefer to take a free sign-up and collect payment separately.
What if people would rather just WhatsApp me?
Let them, and reply with the form link. You still get everyone's details in one table, and exports are one click to CSV or XLSX when you print the attendance list.
Today, open the template, delete everything except name, phone and number of people, and publish it. Add the dietary question only if you need it.