A Practical Guide to Multiple RSVP Forms in Splash

Hi, I'm Hayley — Product Marketing Manager here at Splash. I spend a lot of time talking to event marketers, and one thing I hear constantly is how exhausting it is to manage multiple audiences within a single event. VIPs, speakers, partners, general attendees — they all need something different, and the workaround has always been more work: more events, more lists, more things to keep track of.

That's exactly what Multiple RSVP Forms is built to fix. Here's everything you need to know to use it well.

If you've ever built three separate events just to collect different information from different audiences, you already know the drill: duplicate setup, scattered data, and a post-event reporting situation that's messier than it needs to be.

Multiple RSVP Forms changes that. It lets you create up to three additional registration forms within a single RSVP event — each one tailored to a specific audience segment — while keeping everything consolidated in one place.

Heads up: This feature is for RSVP events only. Ticketed events aren't supported yet.

The basics: how routing works

Every RSVP event starts with a default form — think of it as your foundation. It's always there, it can never be deleted, and it catches anyone who isn't on a targeted guest list (walk-ins, direct URL visitors, the works).

From there, you can add forms and tie each one to a specific list. That's it — that's the whole routing logic. The form a guest sees is determined by which list they're on. Splash handles the rest automatically.

Each form is fully independent. You can customize questions, branding, confirmation messaging, and personalization tags without any of it affecting your other forms.

What this looks like in practice

Let's say you're running an annual customer summit — call it the Crestwood Tech Summit.

You've got four distinct groups showing up, and a one-size-fits-all form won't cut it:

Here's how the Crestwood team sets it up:

• Default form — Built for general attendees. Clean, simple, covers the basics. Also the fallback for anyone who arrives without a targeted list.

• VIP form — Tied to the "VIPs & Executives" list. Styled to feel more premium, asks about dietary needs, preferred transportation, and the private dinner.

• Speaker form — Tied to "Speakers & Presenters." Confirms session details, captures AV requirements, and uses the confirmation message to share green room logistics.

• Partner form — Tied to "Partner Companies." Reflects co-branding, collects booth setup info, and includes a co-marketing opt-in.

Invites sent from Splash route each guest automatically. For the VIPs being managed through Marketo, the team pulls the unique registration link from the Guest tab and drops it into their Marketo send. No manual URL construction needed — more on that in a moment.

After registration closes, the Form column in the guest list shows exactly which form each person completed. Salesforce and Marketo mappings stay clean. Reporting is straightforward.

10 best practices (and what to watch out for)

1. Treat the default form like it matters — because it does

The default form is your safety net. Design it to stand on its own as a complete registration experience. Walk-ins, guests who forwarded a link, anyone not on a targeted list — they all end up here.

One thing worth knowing on the day-of: guests who register through the Host App or kiosk mode will always be routed to the default form, regardless of which list they're on. So if you're expecting on-site VIP walk-ins, make sure the default form captures enough to handle them gracefully.

2. Map your audience segments before you touch the form builder

Routing lives and dies by your list structure. Before you create a single form, get clear on who your segments are and what lists they'll live in. Think through VIPs, speakers, partners, first-timers, internal vs. external — whatever applies to your event. Building forms before your lists are sorted leads to rework.

3. Duplicate instead of starting from scratch

Build one solid form, then duplicate it for your other segments and adjust only what's different. Your baseline fields (name, email, company) stay consistent across forms, and you save a lot of time. One important note: duplicates are fully independent — changes to one won't touch the others.

4. Ask only what's relevant to each audience

Personalization only works if you actually personalize. Resist the urge to pile every possible question onto every form. A VIP form should feel intentional and efficient — not like a general survey with a fancier header. Fewer, more relevant questions mean higher completion rates.

5. Style each form for its audience

You have full control over colors, branding, and confirmation messaging on every form. Use it. A VIP form can feel elevated. A partner form can reflect co-branding. Personalization tags in your confirmation messages go a long way toward making each guest feel like the experience was built for them specifically.

6. Use the right distribution method — and don't touch the URLs

Two ways to get guests to the right form:

• Splash invites (Splash Email Sender): Routing is automatic via each guest's unique hash URL. Nothing extra needed.

• External tools (Marketo, HubSpot, etc.): Go to the Guest tab and copy the unique registration link generated for each list. Use that link in your external send.

The good news: you can still append UTM parameters and Splash tracking links to these segment URLs the same way you would on any other event. Your campaign attribution doesn't have to change.

⚠ Don't try to manually construct or modify these URLs. They're auto-generated for a reason — security. A handcrafted URL can send guests to the wrong form, or break entirely.

7. Know the tie-break rule before your lists get messy

If a guest lands on both the main guest list and a sub-list, the sub-list form wins. That's usually the right behavior — but it can cause surprises if your lists overlap in ways you didn't intend.

⚠ Audit your list structure before you go live. A guest accidentally added to two sub-lists will see one form — and it might not be the one you planned.

8. Once a form has submissions, you can only close it — not delete it

This is one of the most important things to understand going in. If a form has collected responses, you can't delete it. You can close it, which stops new guests from being routed to it and preserves all existing data. But the form stays.

⚠ Plan your form structure carefully upfront, especially for multi-phase events. Think through the full lifecycle before you build so you're not stuck managing forms you can't remove.

9. Check the Form column in your guest list after launch

The Form column in your guest list shows exactly which form each guest completed. It's your quality check, your reporting backbone, and your integration reference. If something looks off after launch, this is the first place to look.

10. Be careful when editing library-based forms

If your form is built from a Form Library template, saving changes will prompt you to choose: update just this event's form, or update the library template globally? For multi-form events, saves default to that form only.

⚠ If the same library template is applied across multiple event forms in your org, a global save can ripple broadly. Always read the prompt carefully before confirming.

A note on web check-in

Web check-in works with multi-form events, but it behaves the same way it does on a standard single-form event — there's no additional check-in logic tied to which form a guest completed. If your team is planning to use web check-in on event day, set expectations accordingly.

Ready to build? Here's where to start.

1. Open your RSVP event and navigate to the Registration Forms touchpoint.

2. You'll see your default form and the option to add or duplicate additional forms.

3. Create your forms and tie each one to a "My List" guest list.

4. Customize questions, branding, and confirmation messaging per form.

5. Sending from Splash? You're done — routing is automatic. Using an external tool? Grab the unique registration link from the Guest tab for each list.

6. After launch, keep an eye on the Form column in your guest list.

When you take the time to set this up right — clear segments, a solid default form, and clean lists — it genuinely changes what's possible with a single event. Less duplication, better data, and a registration experience that actually feels personal to the people going through it.

#Splash