> For the complete documentation index, see [llms.txt](https://help.peoplevine.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.peoplevine.com/products/control-panel-overview/events-engine-overview/gather-event-info.md). # How to Gather Additional Information from Members for an Event When you need members to provide extra details at event registration — guest names, plus-one info, dietary preferences, seating requests, security/door notes — attach a custom **form** to the event. The form appears at the end of the checkout flow and members must complete it before their registration is confirmed. Form responses and ticket data are exported separately — they are two separate exports you reconcile by member name and email. ### Before you begin (Prerequisites) * **Permissions**: Administrator, Supervisor, Manager, Support, or Account Rep. See: [How to Manage Users and Permissions](/products/control-panel-overview/admin-overview/manage-roles-permissions.md). * **Event Setup**: The event must already be created. See: [How to Set Up an Event](/products/control-panel-overview/events-engine-overview/create-event.md). * **Form**: The form must exist before you can attach it. See: [How to Create a Form](/products/control-panel-overview/forms-overview/create-form.md). ### When to use this Common scenarios: | Scenario | What the form captures | | ---------------------------------- | ------------------------------------------------ | | Plus-one events | Each guest's name, email, dietary preferences | | Black-tie / security-vetted events | Guest names + ID/security info | | Seating-assigned dinners | Members' seating-with-whom requests | | Allergy-aware kitchens | Dietary restrictions and allergy notes per guest | | Multi-day or multi-session passes | Which sessions / days members will attend | If you only need the guest's name and contact info (no extra fields), the default ticket-share flow is enough — see: [How Members Share Guest Tickets](/products/control-panel-overview/events-engine-overview/share-guest-tickets.md). Use a custom form when you need **structured data per registration**. ### Set up the form first 1. Navigate to [**ENGAGE > Survey & Forms > Manage Forms**](https://control.peoplevine.com/surveys). > **Note (Pro Dash):** Navigate to **ENGAGE > Surveys & Forms > Manage Forms**. 2. Click **NEW FORM**, give it a clear title (e.g., *Spring Gala — Guest Details*), and add the questions you need. 3. Add the questions you need — dropdowns and checkboxes are easier to filter and report on than free text. 4. Save the form. ### Attach the form to the event 1. Navigate to [**SELL > Manage Events**](https://control.peoplevine.com/events). > **Note (Pro Dash):** Navigate to **SELL > EVENTS > Manage Events**. 2. Click on the event to open its dashboard, then click **EDIT** to open the editor. 3. Scroll to the **Settings** section and find **Data Capturing Form (at Registration):**. 4. Select the form you created from the dropdown. 5. Click **UPDATE EVENT** at the bottom of the editor. ### What the member sees When a member completes registration or ticket checkout, the form appears at the end of the flow. The member fills out every required field before their registration is finalized. For RSVP events using **Express Checkout**, attached forms are now displayed more prominently in the booking flow. ### Export form responses Form responses and ticket data are **separate exports** — form responses are **not** included in the event guest list export. * **Form responses**: navigate to [**ENGAGE > Survey & Forms > Manage Forms**](https://control.peoplevine.com/surveys), open the form, and click **EXPORT FORM RESPONSES**. * **Ticket / registration data**: from the event dashboard click **EXPORT GUEST LIST** — see [How to Manage Event Registrations](/products/control-panel-overview/events-engine-overview/manage-registrations.md) for the full export flow including field selection. To build one consolidated guest sheet, reconcile the two exports by member name and email. Form responses can also be tagged as a **CRM attribute**, which lets you build an attribute group for newsletter segmentation. See: [How to Manage Custom Attributes](/products/control-panel-overview/admin-overview/manage-custom-attributes.md). ### Best Practice * **Always include a name and email field** on the form so that responses can be reconciled against the guest list export and mapped back to the correct member. * **One form per event** for events that need structured data — easier than reusing a generic form, since exports stay scoped to the event. ### What Happens Next * **On the member side**: Members see the form at the end of registration / checkout and complete it. * **On the admin side**: Form responses populate in [**ENGAGE > Survey & Forms > Manage Forms**](https://control.peoplevine.com/surveys) and are exported separately via **EXPORT FORM RESPONSES** — they are not included in the event guest list export. * **Next step**: [How to Set Up Event Emails](/products/control-panel-overview/events-engine-overview/setup-event-emails.md) · [How to Manage Event Registrations](/products/control-panel-overview/events-engine-overview/manage-registrations.md) · [How Members Share Guest Tickets](/products/control-panel-overview/events-engine-overview/share-guest-tickets.md). *Last updated: 2026-06-12* --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://help.peoplevine.com/products/control-panel-overview/events-engine-overview/gather-event-info.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.