--- title: "Registration Cubbies for Event Planners" slug: registration-cubbies-event-planners description: "Manage workshops, conferences, and recurring classes with Registration Cubbies. Calendar views, attendee tracking, and capacity management in one tool." publishedAt: "2026-02-20" author: "Instaform Team" tags: ["cubbies", "registration", "events", "event-planning", "use-case"] locale: en --- Event planning runs on spreadsheets. RSVPs in one sheet, capacity counts in another, attendee contact info in a third, and a calendar app on the side to keep track of dates. Every event means opening four tabs and manually keeping them in sync. When someone cancels, you update the spreadsheet, adjust your count, check the waitlist, and hope you didn't forget a step. Registration Cubbies replace this patchwork with a single system where your registration form, your attendee list, and your event calendar live in the same place. Submissions arrive and appear on a calendar. Counts update automatically. The spreadsheet disappears. This article covers three event planning scenarios — workshops, conferences, and recurring classes — and shows how Registration Cubbies handle each one. ## Scenario 1: Workshops and One-Off Events You run a Saturday cooking workshop. Capacity is 16 people. You need to collect registrations, track how many spots are filled, and have an attendee list for the day of the event. ### The Form Build a registration form with these fields: - **Full name** (text field, required) - **Email** (email field, required) - **Phone** (phone field, optional) - **Number of guests** (number field, default 1) — some registrants bring a partner - **Dietary restrictions** (dropdown: None, Vegetarian, Vegan, Gluten-free, Other) - **How did you hear about us?** (dropdown: Instagram, Facebook, Friend, Website, Other) - **Workshop date** (date field or dropdown with available dates) Set the cubby type to Registration. Share the link on your social media, website, or Instaform link page. ### The Calendar View As registrations come in, each one appears on your calendar on the date they selected. You open the calendar view and see your Saturday workshop with a count of registrations. Click the date to see the full attendee list with names, dietary restrictions, and guest counts. No spreadsheet counting. No manual tallying. The number is always current. ### Day of the Event Switch to table view before the event. You have a sortable list of every attendee with all their details. Sort by name for a check-in sheet. Filter by dietary restriction to plan your menu. Export the list if you need a printed copy. After the event, your analytics view shows registration trends. How far in advance do people register? Do workshops fill up faster when you post on Instagram versus Facebook? This data helps you plan future events. ## Scenario 2: Multi-Day Conferences You're organizing a two-day conference with three tracks and twelve sessions. Each session has its own capacity. Attendees need to register for the conference and select which sessions they want to attend. ### The Approach Create separate registration forms for each session. This might sound like more work, but it gives you precise capacity tracking per session and lets attendees register for exactly what they want. Each form collects: - **Full name** (text field) - **Email** (email field) - **Company** (text field) - **Job title** (text field) - **Session date and time** (pre-filled or dropdown) - **Accessibility needs** (text field, optional) Set each form's cubby type to Registration. ### The Multi-Calendar View Each session form has its own Registration Cubby. When you open any cubby's calendar view, you see registrations for that session plotted on the conference dates. You can quickly switch between cubbies to see how each session is filling up. The table view for each cubby gives you a per-session attendee list. Before the conference, export each list for room assignments and name badges. The analytics view shows which sessions are most popular, helping you plan next year's program. ### Handling Conflicts If an attendee registers for two sessions that overlap, you'll see their email in both cubbies' table views. A quick search across cubbies reveals the conflict. You can reach out to ask which session they prefer. ### Post-Conference After the event, your registration data becomes planning data. Which sessions had the highest registration? Which had the most last-minute signups? Which tracks had the highest demand relative to capacity? The analytics view in each cubby answers these questions without you building a single report. ## Scenario 3: Recurring Classes You teach a weekly yoga class. Each class has 20 spots. You run classes every Tuesday and Thursday. Students register for individual sessions or recurring slots. ### The Form For recurring classes, the simplest approach is one form with a multi-select or dropdown for class dates: - **Full name** (text field) - **Email** (email field) - **Experience level** (dropdown: Beginner, Intermediate, Advanced) - **Which classes?** (multi-select with upcoming dates: "Tue Apr 22," "Thu Apr 24," "Tue Apr 29," etc.) - **Any injuries or conditions?** (text field, optional) Each registration creates a submission in your Registration Cubby. The calendar view shows each class date with its registration count. You see at a glance that Tuesday's classes consistently fill up while Thursday has open spots — useful for deciding whether to add a second Tuesday class or consolidate to one day. ### Managing Regulars Regular students register weekly. Over time, their contact records accumulate in your cubby. The table view lets you search by name or email to see a student's full registration history. You can see that a student has attended every Tuesday for three months — a loyal regular worth keeping happy. ### Cancellations and Waitlists When a student needs to cancel, you can update their submission status in the table view. The calendar count adjusts. If you maintain a manual waitlist (a filtered view of students who expressed interest when the class was full), you can reach out to fill the spot. ## Form Design Tips for Event Planners After working with event planners across industries, here are patterns that consistently improve the registration experience. ### Keep It Under Seven Fields Every additional field reduces completion rates. For most events, you need: name, email, event selection, and one or two event-specific questions. Everything else is nice-to-have, not need-to-have. You can always collect more information at check-in. ### Use Conditional Logic If your event has different ticket types (general admission, VIP, speaker), use conditional logic to show relevant fields. A VIP registrant might need to provide a mailing address for a gift bag. A speaker needs to submit a bio and headshot. General attendees just need name and email. One form, three paths, clean data. ### Include a Date Field The calendar view depends on having a date associated with each submission. If your event is a single date, you can pre-fill the date field and hide it — the submission still gets plotted on the calendar. If your event spans multiple dates or sessions, use a dropdown so attendees pick their specific date. ### Add a "How Did You Hear About Us?" Dropdown This field costs you one question and gives you marketing intelligence for every future event. When you see that 60% of registrations come from Instagram and 5% from email newsletters, you know where to focus your promotion budget. ### Embed on Your Link Page If you promote events on social media, embed your registration form on your Instaform link page. Visitors go from your bio link to a page with your event description and registration form — no extra clicks, no leaving the page. The Link Page cubby captures their visit data, and the registration form captures their details. For more on combining link pages with forms, read [Link Page + Form Cubbies for Creators](/blog/link-page-form-cubbies-creators). ## Compared to Event Management Tools Eventbrite starts at 3.7% + $1.79 per paid ticket. For free events, it's free, but your attendees see Eventbrite branding and receive Eventbrite marketing emails. For a 50-person workshop at $30/ticket, Eventbrite takes $145 in fees. Luma is free for basic events but charges for premium features and takes a cut of paid tickets. Splash costs $12,000+/year for enterprise event marketing. Registration Cubbies don't process payments (yet), so they're not a direct Eventbrite replacement for paid events. But for free events — workshops, community meetups, classes, open houses, volunteer signups — they're a simpler, cheaper, and more flexible option. You get a custom-designed registration form (not a template), a calendar view of your events, attendee tracking, and analytics. All for $19/month on the Starter plan, regardless of how many events you run or how many people register. ## Getting Started Build a registration form. Set the cubby type to Registration. Include a date field so submissions plot on your calendar. Share the form link and start collecting registrations. For a technical overview of the Registration Cubby, read [Registration Cubby: Manage Events and RSVPs](/blog/registration-cubby-events-rsvps). To understand how cubbies transform the way you work with form data, see [Why We Built Cubbies](/blog/why-we-built-cubbies).