The Event Registration Management System (ERM) is a self‑managed platform for creating and managing event registrations. It allows departments and organizers to set up an event, control who can register and collect attendee data. The main features including a sales tracking overview, profile customization, expanded ticket‑discount options and payment‑email customization, which supports both paid and free tickets and lets organizers control registration by CAS login (e.g., staff, undergraduate/graduate students or alumni). ERM makes it easier for staff to manage events and deliver a better experience to attendees.
Free
24 × 7
Maintenance Information: Scheduled upgrades or maintenance may occasionally result in short downtime periods.
Before setting up the event: To become a department’s event organizer, you need to complete the Request for Access form to ITSO for approval.
1. Access the system: Navigate to the Event Registration Management System. Sign in using your HKUST CAS account.
2. Set up an event: After logging in, organizers can create a new event, specify event details and select whether to allow paid tickets, free tickets or a mixture. The streamlined user interface guides you through steps such as date/time settings, ticket categories and discount options.
How ERM Can Help
| Feature | Use Case |
| Streamlined event creation & ticketing | Organizers can quickly set up event information, specify whether payment is required, configure ticket pricing and discounts, and define payment methods along with internal finance details. Discount options support early-bird or promotional pricing. |
| Sales tracking overview | The system provides a sales‑tracking dashboard. It summarizes ticket sales and revenue to help organizers monitor performance and adjust marketing or capacity planning. |
| Profile customization & attendee control | Organizers can add custom questions to capture required data and restrict registration to specific groups (e.g., staff, UG/PG students or alumni) through CAS login controls. This ensures only the intended audience can register and that organizers receive the information they need. |
| Expanded discount and payment email options | Organizers can configure discount rules (e.g., percentage or fixed amount) and personalize the content of payment‑confirmation emails, improving communication and attendee satisfaction. |
ERM uses HKUST’s Central Authentication Service (CAS) for login. Organizers decide whether to open registration to everyone or restrict it to specific user groups (staff, UG/PG students, alumni). Payment processing is handled through secure channels. Organizers should ensure any collected personal data is used solely for event‑management purposes and comply with University data‑privacy policies.
Briefing Sessions & Workshops: ITSO periodically organizes training. The July 2025 briefing covered ERM introductions, status updates, demonstrations and Q&A.
Training recording: https://training.hkust.edu.hk/courses/others/event-registration-management-system-erm-briefing-session-4-jul-2025