Software package

Conference registration package

Register delegates by type and phase, let them choose sessions against the room figures you set, book groups on one invoice, collect dietary and accessibility needs as data, print badges on demand and check everyone in by QR code on the morning.

Custom build Concept demo

Get a quote for this package

Who it is for

Built for

A good fit

Conference and congress organisers, professional bodies, trade associations, training providers running annual events, university departments and event agencies producing conferences for clients: a one-day industry conference with two tracks and two hundred delegates, a two-day professional congress with sponsors, or a programme of several events a year. Daily users are the event manager who sets up types, phases and the programme, the registration desk on the morning, speakers who upload slides and see their slot, sponsors who manage their profile, group bookers who name their delegates, and delegates who register, choose sessions and show a QR code.

Not the right fit

It is not for ticketed gigs and shows with seat maps and promoters, which is the event ticketing package, nor for exhibitions where the core is stand sales to exhibitors, which is the trade fair package. Organisers who need a multi-round call for papers with a large committee, a live membership check or hybrid delivery should look at a custom build.

The operational problem it solves

How it runs, step by step

Registration opens on a Monday in March.

The event manager set up four types in February: member, non-member, student and speaker, each with early, standard and late phases that switch on dates she chose, so at midnight on the early deadline the prices change without anyone logging in.
A delegate registers as a member, picks the Tuesday afternoon workshop and the Wednesday morning panel, fills in a structured dietary field and a wheelchair access field, and pays through the connected provider.
The workshop room figure she recorded is forty; at thirty-eight the chooser shows two places left and at forty it offers the waiting list.

In April a training manager books ten places for her company on one invoice with a purchase order number, names six delegates now and the rest in May; each named delegate receives a link to choose their own sessions.

In June the caterer downloads a dietary summary by day and the venue gets the accessibility list.
On the morning, the desk opens two laptops and a badge printer: a delegate scans the QR code from her confirmation email, her badge prints with her name, organisation and type, and the attendance count on the manager's phone ticks up.
A late registrant who arrives unannounced is registered at the desk and badged in the same minute.
By the first coffee break the manager knows four hundred and twelve of four hundred and sixty have arrived, and which sessions are about to be full.

Features

What the package does

The package ships as modules that mirror the run-up and the morning: registration types and phases, the programme with sessions and capacity, group bookings and invoicing, requirements and reporting, and badges with check-in. Each module below lists what it does; the comparison table shows which package variant includes it.

Bookings and diary

Registration types and pricing phasesDelegate types with prices that switch phase on set dates, plus discount codes.
Programme with tracks and roomsTracks, rooms and slots, with session capacity taken from the room figures the organiser records.
Session selection and personal scheduleDelegates choose sessions against capacity, join a waiting list when one is full and see their own schedule.
Dietary and accessibility fieldsStructured fields for dietary and accessibility needs, summarised for the caterer and venue instead of buried in free text.

Billing and payments

Payment or invoice requestDelegates pay online through the connected provider or request an invoice at registration.

Workflow and tasks

Badges and QR check-inBadge layouts by delegate type, printed on demand, with QR check-in from a desk or self-service.
Confirmations and remindersConfirmation, joining instructions and session reminders sent to delegates automatically.

Reporting and insights

Registration, revenue and attendance reportingRegistrations, revenue, session fill and attendance as the organiser watches the event come together.

Portal and access

Group bookings on one invoiceA group booker reserves places on one invoice or purchase order and names the delegates later.
Sponsor packages and portalSponsors manage their logo and profile and see the attendee data their package and delegate consent permit.
Speaker portal and abstractsSpeakers upload slides, a biography and a photo, and a simple abstract submission is accepted or declined by the organiser.

Package variants compared

Website
Business Software

Which features each package variant includes
Feature	Website	Business Software
Registration types and pricing phases	Included	Included
Programme with tracks and rooms	Included	Included
Session selection and personal schedule	Included	Included
Dietary and accessibility fields	Included	Included
Payment or invoice request	Included	Included
Badges and QR check-in	Optional	Included
Confirmations and reminders	Included	Included
Registration, revenue and attendance reporting	Not in this variant	Included
Group bookings on one invoice	Not in this variant	Optional
Sponsor packages and portal	Not in this variant	Optional
Speaker portal and abstracts	Optional	Optional

Roles and permissions

Who does what

Organiser
- Set registration types, pricing phases and discount codes
- Build the programme with tracks, rooms, slots and the room figures recorded for capacity
- Configure badge layouts, requirement fields and sponsor packages
- See registrations, revenue, session fill and attendance live
Registration desk
- Check delegates in by QR scan or name search
- Print or reprint badges and register walk-ins
- Take payment or record an invoice for late registrations
- See who has not yet arrived for a session
Speaker
- See their session, room and time in their own schedule
- Upload slides, a biography and a photo for the programme
- Register at the speaker rate without a payment step
Group booker
- Book a number of places on one invoice or purchase order
- Name delegates now or later up to the deadline
- See which named delegates have chosen sessions
Sponsor
- Manage their logo, profile and sponsored session
- Register the guest places included in their package
- Download the attendee data their package and delegate consent permit
Delegate
- Register by type and phase and pay or request an invoice
- Choose sessions against capacity and join a waiting list
- Enter dietary and accessibility requirements as structured fields
- See a personal schedule on their phone and show a QR code to check in

Example screen

Concept demo

Concept demo of a conference check-in desk screen showing a scanned delegate, a badge print action, live attendance counts and session fill levels.

The registration desk on the morning: a delegate just checked in by QR with her badge sent to the printer, the live count against registrations, a walk-in form open for an unregistered arrival, and the Tuesday workshop showing two places left against the figure the organiser recorded.

Scope and options

What is included and what is extra

In the base package

Registration types with pricing phases switching on set dates and discount codes
Programme with tracks, rooms, slots and session capacity from the figures the organiser records
Delegate session selection with waiting lists and a personal schedule
Structured dietary and accessibility fields with summaries for the caterer and venue
Payment through the connected provider or invoice request at registration
Badge layouts by type with on-demand printing and QR check-in from a desk or self-service
Confirmation, joining instruction and session reminder messages

Common add-ons

Group bookings on one invoice or purchase order with delegates named later
Sponsor packages and a sponsor portal with permitted attendee data
Speaker portal with slide upload and a simple abstract submission with accept or decline

Needs custom work

Multi-round call for papers with reviewer assignment, scoring and conflict rules
Live membership checks against your own database for member rates
Hybrid sessions with video platform connections and recordings
Several events a year run from one organiser back office with shared delegate records

See the custom development service

Ownership, maintenance and pricing

After the build

Deployment and ownership

Runs on your own hosting or on hosting we manage; the choice is made in the proposal and can change later. You own the code and your data in both cases. Registrations, programme data, submissions, invoices, badges and attendance records can be exported at any time in standard formats, and nothing in the package stops a move to another provider.

Maintenance

Maintenance is optional and scoped separately from the build. When taken, it covers security updates, monitoring of payment callbacks, message sending and the check-in page during the event, backups, and a monthly window for small changes such as the types and phases for the following year, a new badge layout or a new requirement field. Larger changes are quoted as change requests.

Pricing model

Priced per proposal.

Sold as a one-off setup and customisation with optional monthly maintenance and hosting as separate recurring lines. The setup figure depends on the number of registration types and events per year, whether group bookings, sponsor and speaker add-ons are included, the payment and invoicing tools connected and any registrations migrated from current forms. The proposal itemises each line so recurring costs are never hidden in the build.

Software package

Custom build Concept demo

Variants

Registration types with pricing phases switching on set dates and discount codes
Programme with tracks, rooms, slots and session capacity from the figures the organiser records
Delegate session selection with waiting lists and a personal schedule
Structured dietary and accessibility fields with summaries for the caterer and venue

Priced per proposal. A written proposal is the only binding figure.

Get a quote for this package Prefer a fully custom build?

FAQ

Frequently asked questions

How do pricing phases switch?

Each registration type carries phases with a start and end date. The price in force is the one whose window contains the moment of registration, so the change happens at midnight without anyone logging in, and a registration started before the deadline but paid after it is handled by a rule you set.

What stops a workshop being overbooked?

Each session carries the figure the organiser records for its room. The chooser shows remaining places, stops at the figure and offers a waiting list; when a delegate drops the session the first on the list is offered the place and told by message.

Can delegates pay by invoice rather than card?

Yes. Registration types can allow invoice requests, which create an invoice in the connected invoicing tool or a record for your finance team, and the registration shows as unpaid until it is marked settled. Groups with purchase orders use the same route.

What hardware does the desk need?

A laptop or tablet with the desk page open, and a badge printer connected as an integration if badges are printed on demand. QR codes are scanned with a phone camera or a handheld scanner. Pre-printed badges from a batch export are also supported.

Does it handle a call for papers?

The speaker add-on covers a simple abstract submission with an accept or decline decision and a speaker portal. A full call for papers with reviewer assignment, scoring rounds and conflict of interest rules is custom work scoped through custom conference registration development.

Is this a finished product I can see running?

Not yet. The readiness badge shows the real state: the package is a custom build assembled from our orders, capacity, forms and documents modules for each organiser, and the check-in desk on this page is a labelled concept demo rather than a live client system.

Get a quote for Conference registration package

Tell us about your locations, the people who will use it and the add-ons you need. We reply with a clear, competitive proposal.