Event registration form template (free)
A free event registration form that collects names, emails, ticket type and dinner choices, with dietary needs asked only when they apply.
5 questions on one page
Conference registration form template (free)
A conference registration form does more work than a ticket stub. It has to tell you who is coming, which pass they chose, what they eat and what goes on their badge. This template does that in two pages. Page one asks for a full name, email, company, job title and optional pronouns for the badge. Page two asks for the registration type: Early bird, Standard, Student, Workshop pass or Online only. Pick Student and the form asks for an institution and student ID number. Pick Workshop pass and it asks which of four workshops they want. Then come dietary needs, accessibility needs, T-shirt size, how they heard about you and a plain yes or no on sharing their name and email with sponsors. Sign up for free, copy the template and rename the workshops to match your program.
Free plan, free forever. Sign up and the template opens in your workspace.
What's in this form
14 questions on 2 pages. Every question, in order:
Page 1: About you
| No. | Question | Answer type | Required? |
|---|---|---|---|
| 1 | Full nameShort answer, Required | Short answer | Required |
| 2 | EmailEmail, RequiredWhere we'll send the schedule and joining details. | Required | |
| 3 | Company or organizationShort answer, Optional | Short answer | Optional |
| 4 | Job titleShort answer, Optional | Short answer | Optional |
| 5 | PronounsShort answer, OptionalOptional. We'll print them on your badge. | Short answer | Optional |
Page 2: Registration and extras
| No. | Question | Answer type | Required? |
|---|---|---|---|
| 6 | Registration typeDropdown, RequiredChoices: Early bird, Standard, Student, Workshop pass, Online only | Dropdown | Required |
| 7 | Institution and student ID numberShort answer, OptionalWe check student IDs at the door. | Short answer | Optional |
| 8 | Which workshop would you like?Dropdown, OptionalChoices: Hands-on APIs, Design for non-designers, Data storytelling, Leading without a title | Dropdown | Optional |
| 9 | Dietary requirementsCheckboxes, OptionalSelect all that apply.Choices: Vegetarian, Vegan, Gluten-free, Halal, Kosher, Nut allergy, Something else | Checkboxes | Optional |
| 10 | What should the caterers know?Short answer, Optional | Short answer | Optional |
| 11 | Accessibility needsLong answer, Optional | Long answer | Optional |
| 12 | T-shirt sizeDropdown, OptionalChoices: XS, S, M, L, XL, 2XL, 3XL | Dropdown | Optional |
| 13 | How did you hear about us?Dropdown, OptionalChoices: A colleague, Social media, Our newsletter, A past attendee, A sponsor, Search | Dropdown | Optional |
| 14 | May we share your name and email with our sponsors?Multiple choice, RequiredYou can change your mind at any time by emailing us.Choices: Yes, No | Multiple choice | Required |
How the logic works
- Shows “Institution and student ID number” when “Registration type” is “Student”
- Shows “Which workshop would you like?” when “Registration type” is “Workshop pass”
- Shows “What should the caterers know?” when “Dietary requirements” includes “Something else”
What people see after sending
You're registered!
We'll email the schedule and venue details.
Built in
- Multiple pages
- Conditional logic
Who it's for
- Meetup organizers growing a monthly evening talk into a full-day conference
- Professional associations running an annual meeting with a student rate
- Startups and agencies hosting a customer conference with hands-on workshops
- University departments planning a symposium with in-person and online seats
When to use it
- Opening registration once the venue, the date and the prices are settled
- Running an early bird price beside the standard one, then deleting the Early bird option in the editor yourself on the cutoff day
- Collecting badge names and catering numbers in the same step as sign-up
- Offering an online-only option next to the in-person pass
Make it yours
- Charge by registration type. The template collects no payment, so you add it in the editor. Add a number calculated field called price (attendees never see it). Then add one logic rule per registration type that sets it, for example Early bird 180, Standard 240, Student 60. Next, add a Payment block at the end of page two and set its price to come from that calculated field. Each form takes one Payment block and one currency. People pay once on Stripe's hosted Checkout page; Stripe's normal fees apply and HornetForms adds no fee of its own.
- Give speakers and volunteers a free pass. Add a registration type such as Speaker and a rule that sets its price to 0. When the price comes out at 0, the form finishes normally with no payment step.
- Hide the in-person questions from online attendees. Add a hide rule: when Registration type is Online only, hide Dietary requirements and T-shirt size. Someone watching from home should not have to tell your caterer about a nut allergy. Keep the accessibility question for everyone, since online attendees may want captions.
- Set a response limit at the size of your room. The limit counts every registration on the form, Online only included, so either add your expected online numbers to it or run online registration as a separate copy of the form. On a paid form, a pending payment holds a place under the limit, so people still on the Checkout page cannot push the form past it. Add a close date and time too, and write the message people see once the form is full.
- Hand sponsors only the people who said yes. Before you export a list for a sponsor, filter the responses on "May we share your name and email with our sponsors?" equal to Yes. The CSV export follows your filter, so the file holds only the attendees who agreed. Leave the question required, with nothing picked in advance.
- Send the confirmation yourself. The thank-you screen promises the schedule and venue details by email, so turn on the respondent email, choose the Email question as the address and write the subject and body. On a paid form, emails go out only after the payment goes through.
Print it or edit it offline
The same questions, ready to print or edit.
Where the answers go
Every response lands in your HornetForms inbox. From there, send it wherever your team already works.
- Turn on an email to yourself for each new response, on every plan
- A confirmation email to the person who filled it in, when the form asks for their email
- A new row in Google Sheets, a message in Slack or Discord, or a page in Notion, free on every plan
- Connect with Zapier, or send signed webhooks to n8n, Make or your own app
- CSV export on every plan, and Excel export on Pro and Business
Questions people ask
What questions should a conference registration form ask?
Start with what you need on the day: name and email for the badge and the schedule, the pass type, workshop choice, dietary and access needs. This template adds company, job title, pronouns, T-shirt size, how they heard about you and a sponsor sharing question. Drop anything you will not act on.
Is there a conference registration form template in Word or PDF?
Yes. This page has a printable PDF in US Letter and A4, plus a Word file you can edit. They hold the same 14 questions as the online form, so you can take walk-in registrations at the desk on paper and type them in later.
Can I see a sample conference registration form before I sign up?
Yes. Press "Preview it live" on this page and click through it as an attendee would. Pick Student or Workshop pass on page two to watch the follow-up question appear, and scroll up to read all 14 questions with their answer options.
What should be included in a registration form for a paid conference?
Everything in a free one, plus a clear price for each pass. Add a calculated field that sets the price from the registration type and a Payment block that charges it through your own Stripe account. Unpaid registrations wait in an "Awaiting payment" tab, apart from your confirmed list.
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Further reading
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Response caps bite exactly when a form starts working. What they really cost, how to price your own usage, and why we don't meter replies.
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Start from a template, finish with your form
Sign up for free, pick a template and change anything you like: questions, logic and design. The Free plan stays free forever, with unlimited responses.