Derek Morgan
Derek Morgan
Real Estate Agent Giving A Diverse Family A House Tour
Derek Morgan
Derek Morgan

    How to Manage Attendance at Your Open House: Registration and Follow-Up

    A well-attended open house can be a game-changer for attracting potential buyers or renters. But, managing attendance is key to ensuring your open house runs smoothly and successfully. Carefully tracking the number of visitors allows you to allocate resources effectively, making sure every attendee receives the attention and information they need. Moreover, knowing who came and who didn't can help you fine-tune your marketing strategy, focusing on the most promising leads and maximizing your chances of closing deals.

    The Role of Registration and Follow-up

    Registration and follow-up play a critical role in managing attendance at your open house. First, a well-thought-out registration system streamlines the check-in process and captures crucial visitor information. This data enables you to provide attendees with personalized follow-up materials and help maintain their interest in the property. Second, consistent and timely follow-up communication is vital for forging strong relationships. By staying in regular contact with attendees, you show that you care about their needs and keep the lines of communication open.

    Tools for Efficient Management

    Fortunately, there are plenty of tools available to help you efficiently manage attendance at your open house. Harness the power of digital registration platforms like Curb Hero or SignIn Open House, which blend convenience with data accuracy and seamless integration with your CRM system. Additionally, various mobile applications can expedite the check-in process and help you keep track of visitor information in real time. To find the tools that best suit your needs, experiment with different platforms, and choose the ones that offer the most comprehensive, user-friendly features.

    For more information, check out How to Clean and Prepare Your Home for an Open House.

    Setting up a Registration System

    Physical Registration Methods

    Old school, yet still effective. Physical registration methods, such as sign-in sheets or guestbooks, have been a staple of open houses for years. They offer a simple way to collect visitor information. For a personal touch, consider providing pens or pencils in your brand colors and branded registration forms. This gives attendees a tangible reminder of their visit to your open house. However, this approach can be time-consuming, especially if you have a high volume of attendees. Additionally, deciphering illegible handwriting can be tedious and can lead to missing valuable leads.

    Digital Registration Methods

    Welcome to the digital age! Digital registration methods offer a more efficient and streamlined approach to managing attendance at your open house. Platforms such as Curb Hero or Open Home Pro provide customizable templates and the convenience of touchless registration using QR codes. Utilizing digital registration allows for easy integration with CRM systems, ensuring that all attendee information is stored in an organized manner. Not only does this save time, but it also makes it easier for you to follow up with potential buyers. As a bonus, tech-savvy attendees will appreciate your adoption of modern technologies.

    Choosing the Right Method for Your Open House

    The right method is the one that works best for you and your target audience. Consider the demographics and any specific preferences of your prospective buyers. For example, if your audience consists mainly of older individuals or those less familiar with technology, a physical registration method may be more suitable. On the other hand, tech-savvy or younger attendees might prefer a digital registration process. Regardless of your chosen method, ensure that it is easy to use, captures all relevant information, and facilitates your follow-up efforts.

    Streamlining Attendee Check-In

    Prepare Registration Materials In Advance

    Be proactive and prepare registration materials in advance to avoid long lines and awkward delays that may deter potential buyers. Compile a list of attendees based on their RSVPs or online registrations, and have their name tags or identification cards pre-printed. For walk-ins, set up a dedicated registration table with pens, sign-in sheets, and any other necessary materials such as brochures, maps, or waivers.

    Assign A Dedicated Check-In Team

    A well-trained team is vital for making a great first impression, as they are the first point of contact between your guests and your property. Train them to be friendly, attentive, and knowledgeable about the event schedule, house features, and surrounding neighborhood. Ensure that they can answer basic questions or direct inquiries to the appropriate team member. Assigning roles and responsibilities to specific individuals will ensure that the check-in process runs like a well-oiled machine.

    Speeding Up The Process With Technology

    Using technology, such as digital sign-in sheets or touchless QR code registration, can reduce wait times while collecting accurate and legible attendee information. Platforms like Curb Hero provide user-friendly apps for attendees to sign in, instantly transferring their details to your CRM system. Be sure to test and familiarize yourself with the chosen technology before the event and ensure you have a backup plan in case of any technical glitches. By streamlining the check-in process, you will create a positive experience that encourages potential buyers to explore your open house further.

    Capturing Attendee Information

    Information To Collect For Follow-Up

    To effectively manage attendance at your open house event, it's crucial to capture attendee information for seamless follow-up. The key details to collect include:

    • Full Name: This helps personalize your follow-up communication.

    • Email Address: Essential for future correspondence and email marketing.

    • Phone Number: Useful for SMS marketing or making direct phone calls.

    • Mailing Address: Great for sending personalized letters or postcards.

    • Property Preferences: Allows you to tailor your offerings according to their needs.

    • Current Real Estate Status: Determine whether they're a potential buyer or seller.

    Obtaining Consent For Future Communication

    With privacy laws ever evolving, it's vital to obtain consent for future communication from your attendees. Keep your registration process compliant and transparent by:

    • Being explicit: Mention that they will receive updates, newsletters, or other marketing materials.

    • Offering opt-ins: Present checkboxes for different types of communication they can choose.

    • Respecting preferences: If someone declines, do not add them to your mailing list.

    • Allowing opt-out: Provide an easy way for them to unsubscribe from your communications.

    Organizing Data For Easy Access

    You can efficiently organize and manage attendee information by:

    • Using digital sign-in sheets: Platforms like Curb Hero offer easy integration with CRM systems and capture information legibly.

    • Consistently categorizing data: Segment your data into categories, like potential buyers, sellers, or those considering refinancing.

    • Leveraging CRM tools: Utilize features like tags, notes, and custom fields to add context and ensure easy access.

    • Frequent data audit: Regularly review and update your data to maintain its accuracy and relevance.

    Post-Open House Follow-Up

    Timely Follow-Up Communication

    Strike while the iron is hot! The window of opportunity for effective follow-up communication is narrow, so don't let it slip by. Within 24-48 hours after your open house, send a thank you email or message to all attendees. Make sure to include any promised materials, such as property details, relevant documents, or additional viewing opportunities. Remember, a timely response not only shows your professionalism but also keeps your property fresh in their minds as they continue their search.

    Don't forget about those who registered but couldn't attend the event. Reach out to them with a customized email, including a recap of the open house and a link to your recording, if available. Leave no attendee behind! After all, they expressed interest in your property and might still be potential buyers who simply had a scheduling conflict.

    Personalize Your Follow-Up Approach

    One size never fits all, especially when it comes to communication. While it might be tempting to send a generic follow-up email to everyone, taking the time to personalize your approach pays off in spades. Use the information gathered during registration and the open house to tailor your messages, addressing specific interests or concerns the attendees might have had.

    This can be achieved through segmentation – grouping attendees based on common criteria like property type preference, budget, or location. Craft messages that speak to these segments, and don't be afraid to show a little humanity. A handwritten note or a personalized video message can go a long way in making your follow-up feel genuine and memorable.

    Keeping Track Of Attendee Responses

    Organization is key when managing your follow-up efforts. Use a system, such as a CRM or spreadsheet, to keep track of your leads and their responses. This allows you to gauge the effectiveness of your messaging, identify patterns in attendee behavior, and determine the next steps for each lead. For example, if a lead responds positively to your follow-up, you may want to schedule a private viewing or share similar properties with them.

    Analyze your follow-up campaign regularly and adjust your strategies based on the data. Are there certain types of properties that get more engagement? Are there specific pain points you can address to improve your conversion rates? Learn from your data, and continue refining your approach to optimize your open house attendance management success.

    Couple walkthrough open house

    Evaluating Success and Room for Improvement

    Analyzing Attendance Data

    Analyzing the attendance data collected during your open house event will help you gauge the effectiveness of your registration and follow-up efforts. Pay close attention to the number of attendees, the sources of their interest (e.g., online advertisements, referrals, social media), and the demographics of your audience. Comparing this data to your initial goals and expectations, you'll be able to identify patterns and trends that can inform your strategies moving forward. 

    Read Unleashing the Marketing Potential for an Open House to learn more.

    Determining Areas for Improvement

    Once you've delved into the attendance data, ask yourself the following questions to identify areas for improvement:

    • Did we reach our target audience?

    • Did we meet our attendance goals?

    • Were there any technical hiccups or logistical issues?

    • Did we receive valuable feedback from attendees?

    Engage your team in an open discussion to gather their observations and opinions. This invaluable feedback will shed light on what needs to be refined or optimized, be it in your registration process, follow-up strategies, or overall event organization.

    Adjusting Strategies for Future Open Houses

    Now that you've identified areas for improvement, take the necessary steps to adjust your strategies for future open house events. Some possible adjustments might include the following:

    • Streamlining the registration and check-in process

    • Enhancing your digital presence and promotional efforts

    • Investing in modern, user-friendly check-in tools and software

    • Personalizing your follow-up approaches

    Keep experimenting, testing, and measuring results until you achieve buy-in from attendees and establish a well-oiled registration and follow-up process that maximizes success.


    In summary, managing attendance effectively at your open house is crucial for success in attracting and engaging potential buyers or renters. By streamlining your registration process, harnessing technology, personalizing follow-up communication, and continuously analyzing data to improve, you can optimize your open house events and maximize your chances of closing deals.

    At Unreal Estate, we strive to make the complex world of real estate simple and easy to understand. We'd love to hear your thoughts about this article and our blog. Let us know how we did by completing the Unreal Estate Blog Feedback Survey.

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