Annual Meeting Registration Tool
An annual meeting brings together reporting, discussion, governance, and member engagement — and it all depends on a reliable registration process. You need to verify eligibility, track attendance, and ensure members can move seamlessly from check-in to participation and voting. Survey & Ballot Systems (SBS) developed the Annual Meeting Registration Tool to replace time-consuming, disconnected registration methods with a streamlined solution that supports your organization’s governance requirements.
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Simplify Meeting Check-In With Real-Time Database Integration
The Annual Meeting Registration Tool uses your existing member data to create a real-time dashboard that gives you instant insights into registration and voting statuses, all at a simple glance. Features like unique QR codes, custom fields, and random prize winner selection enhance engagement and simplify member management.
With robust search, filtering, editing, and exporting capabilities, the SBS Annual Meeting Registration Tool provides a comprehensive, secure, and user-friendly platform that optimizes every aspect of your annual meeting.
Quick Search and Registration
When checking members in, you can use any identifying piece of information in your database, whether that be their first or last name, address, member number, etc. Simply type in the search bar to quickly pull up a member’s record, review their information, and register them with one click.
Our system allows on-the-fly edits, so you can update email addresses or other personal and contact information on the spot during registration without disrupting the process.
Transition Seamlessly From Registration to Voting
The Annual Meeting Registration Tool helps staff move members from check-in to voting in seconds. For members who have not yet voted, staff can instantly generate a unique QR code for that member at check-in. When scanned on a tablet, the code securely opens the member’s electronic ballot — no additional login required — ensuring secure, accurate single submissions.
When integrated with SBS voting software, administrators can track exactly when each ballot was submitted and whether a member voted electronically or by paper, providing a complete and reliable record of participation.
Flexible integration options also allow organizations to consolidate participation data across voting systems, helping ensure that only eligible members take part in elections and decision-making.
Custom Tracking and Engagement Features
Every annual meeting has unique tracking needs. With customizable registration fields, organizations can capture the specific information that matters most — from meal selections and preregistration status to district or member group details.
These custom fields help staff manage logistics more efficiently, such as tracking meal RSVPs to prepare the right amount of food or segmenting attendees for meeting activities. Registration data can also be easily exported to Excel or CSV for post-meeting follow-up or internal recordkeeping.
The built-in prize drawing feature further simplifies meeting management by allowing administrators to randomly select winners from defined groups — whether all registered attendees or only members who have voted — eliminating manual tracking and saving valuable time.
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Plan Your Next Annual Meeting With SBS
The Annual Meeting Registration Tool streamlines registration and voting, giving your organization a secure, reliable way to manage every aspect of your meeting. Designed to simplify logistics, track critical member data, and enhance engagement, it helps staff focus on the meeting itself — not the paperwork.
Built into SBSHub, this tool integrates seamlessly with your existing member database and voting system, providing a single platform to manage registration, track participation, and export data for post-meeting follow-up.
Contact us today to see how the Annual Meeting Registration Tool can make your next annual meeting more efficient, organized, and engaging.
