When planning an event, one of the biggest decisions you'll face is choosing the right registration platform.
But with so many options out there, it can be tricky to figure out what fits your budget.
In this article, we’ll break down the costs associated with event registration platforms, from basic features to advanced add-ons. Whether you’re organizing a small conference or a large-scale event, understanding these costs will help you make an informed choice and get the best value for your investment.
What Costs Go Into an Online Event Registration Platform?
Online event registration platforms can vary in pricing structures, often charging based on the number of attendees, per event, or through a yearly license. The cost will ultimately depend on the features and services you need.
Here’s a breakdown of what you can expect in terms of costs and what these platforms often cover.
Platform Costs
1. Development and Setup
The cost of using a registration platform typically includes the development and setup of the platform itself. This encompasses the creation of the website and registration forms required to collect and manage attendee data.
These costs cover the design, functionality, and integration of the registration system with your event’s needs.
2. Customer Support
Ongoing customer support includes assistance with any issues that come up, whether technical or related to the platform’s usage.
Good customer support means your attendees have someone to help them out if any issues come up, keeping the registration process running smoothly.
3. Server and Platform Costs
Running the registration platform involves server and hosting fees.
These costs are associated with the maintenance and operation of the platform, ensuring that it remains functional, secure, and accessible to users at all times.
4. Security
Security ensures that attendee data is protected from breaches and unauthorized access requires proper security measures. This includes data encryption, secure payment processing, and compliance with data protection regulations.
5. Customization
Customization options allow you to tailor the registration experience to fit your event’s specific needs.
This could involve additional costs for personalized features, custom branding, and specific functionalities unique to your event.
6. Examples of Registration Platform Pricing Structures
- Whova is free for free events, but you can contact Whova directly for pricing information on paid events. For example, Whova charges about $13.49 for a $500 ticket and offers a variety of features, including online registration, ticket setup, and customization options
- Eventbrite charges a fee of $20.29 for a $500 ticket. Eventbrite is a popular platform that helps organizers streamline the event registration process.
- Cvent is a popular registration platform that charges about $30 for a $500 ticket, plus setup fees.
- Swoogo costs about $11,800/ year for unlimited events and unlimited registrations for their one full-user package.
Related: How to drive early conference registrations.
Additional Costs and Add-Ons
1. Lead Retrieval Functionality
Many platforms offer lead retrieval options for exhibitors. This feature allows you to scan attendee QR codes and make notes on each person scanned.
These add-ons can be accessed through a separate app and often come with their own fees.
2. Custom Development Work
Customer development work for event registration platforms can vary in pricing and support depending on the provider and the specific services included.
Pricing Models:
- Per-Person Fee: Some platforms charge based on the number of attendees or registrations. This can be useful for events with varying sizes, but costs can add up for larger events.
- Flat Fee: Others may offer a flat fee for customer development services, which provides a predictable cost regardless of the number of attendees. This can be beneficial for budgeting, especially for larger events.
- Tiered Pricing: Some platforms have tiered pricing based on the level of support or customization required. Higher tiers may include more extensive customer development services.
Types of Support Provided:
- Email Support: This often includes answering attendee questions, troubleshooting issues, and sending out important updates related to the event.
- Phone Support: Some platforms offer phone support for more immediate assistance. This can be good for resolving urgent issues quickly.
- Onsite Support: For a more hands-on approach, some services include onsite support during the event to assist with any registration-related issues in real-time.
- Training and Setup: Additional support may also involve initial training for your team and assistance with setting up the registration system to ensure everything runs smoothly.
3. Mobile App
If you choose to incorporate a mobile app for your event, this will involve additional costs.
The app can enhance the attendee experience by providing schedules, networking opportunities, and convenient real-time updates.
4. Onsite Registration Management
Having a team onsite to check in attendees is a must for a smooth event experience. It’s more than just scanning badges—it’s the first point of contact, setting the tone for the event.
While it’s a necessary service, it’s important to factor in the additional costs for staffing and equipment.
Read: 5 Reasons Why Your Corporate Event Needs to Outsource a Registration Team
5. Technical Onsite Registration Person
Technology is great—until it isn’t.
Having a dedicated tech person onsite ensures that any issues with registration software, scanners, or attendee data are handled swiftly.
It’s an extra layer of support that can save your event from potential headaches, but it does come with an added cost.
6. Hoteling and attendee management
This is where costs can really add up. Managing hotel accommodations and attendee logistics typically involves a per-person charge that can significantly increase your overall registration expenses.
It’s a crucial service, especially for large events, but it’s also one of the biggest budget considerations you’ll need to keep in mind.
7. Onsite Badge Printing
For onsite badge printing, many platforms offer systems that use iPads and thermal printers to print badges on demand.
Attendees scan the QR code from their confirmation email to receive their name badge. Costs related to onsite badge printing include:
- Hardware Costs: This involves purchasing or renting iPads, printers, routers, and other equipment needed for printing badges.
- Shipping and Insurance: Shipping the equipment to and from the event location and insuring it against loss or damage.
- Technical Staff: Hiring a technical staff member to set up, manage, and troubleshoot the equipment during the event. This ensures that any issues with the hardware or connectivity are promptly addressed.
Understanding these costs can help you choose the registration platform that best meets your event’s needs.
By considering both the base costs and additional features, you can create a successful registration experience for your attendees.
Learn more by checking out our article on how online registration platforms help keep your conference running smoothly.
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