Struggling to pick the right event registration platform? With so many options out there, it can definitely be super stressful. Most of these platforms simplify managing registration forms, ticket sales, payments, and attendee engagement.
Even though it can turn all the hassle into a simplified process to follow, the costs involved should be considered when planning the budget. From development and customer support to additional features like mobile apps and technical support, each element contributes to the overall cost of the platform.
This article breaks down the different cost factors associated with event registration platforms, along with information about pricing options for various platforms. With guidance from Rent2way, you can better understand which platform fits your event requirements.
Costs of Elements Involved in an Event Registration Platform
The costs associated with such a platform vary based on features, support, and additional functionalities. You can think of the cost as being divided into two categories.
The first one has all the basic costs that almost all platforms provide. The second one has the additional costs that you get for add-ons that vary with different platforms.
Let’s go through the elements of these categories.
Basic Event Registration Platform Costs:
1. Platform Development and Setup
Development and configuration of a registration platform include making the website, designing the registration forms, and tools for gathering and managing attendee information. These costs are usually included, and they help you design and integrate your desired elements into the registration system.
2. Server and Platform Expenses
To keep the system functional, you have to pay server hosting and maintenance fees. Smooth operation of a registration platform means it is secure and easily accessible to the attendees all the time.
3. Security Measures
Security measures are super important to protect attendee data from breaches and unauthorized access. This involves:
- Data encryption
- Secure payment processing
- Adherence to data protection laws
4. Customer Support
Helping the attendees with anything, such as technical difficulties or how to use the platform, is super important to running the registration process smoothly. You could include the following elements to make their lives much easier:
- Email support to address attendee questions and troubleshoot issues.
- Phone support to provide immediate assistance for urgent problems.
- Onsite support will offer real-time assistance regarding registration-related issues during the event.
- Initial training for your team to set up the registration system.
5. Custom Development Services
Different platforms charge differently for custom development. If you pick the pay-as-you-go option, it charges you based on the number of attendees or registrations. For the flat fee option, you can save some money on a large-scale event as it quotes a fixed price regardless of the number of attendees. You can also include tiered pricing to set different costs based on the amount of customization or support required.
Additional Event Registration Platform Costs:
| Cost Category | Details |
| Lead Retrieval Capabilities | For exhibitors to scan attendee QR codes and take notes with a separate app. |
| Mobile Application | To enhance attendee experience with event schedules, networking, and real-time updates. |
| Onsite Badge Printing | To scan a QR code from confirmation emails so attendees can receive their name badge, increasing costs. |
| Onsite Registration Team | Extra staffing for check-in and badge distribution, along with equipment like scanners, tablets, and printers. |
| Technical Onsite Team | To handle any registration software, scanner, or attendee data issues, ensuring smooth event operations, though it adds to costs. |
| Hotel and Attendee Logistics | Managing hotel bookings and logistics often involves a per-person charge, which can significantly increase registration costs. |
| Abstract Management | Academic and research conferences may need a submission and review system for abstracts, adding additional costs. |
| Venue Sourcing | Venue-finding tools are sometimes part of the registration process and may include commission or subscription fees. |
| Event Video | Live streaming, on-demand, and production services typically require extra software and staff and lead to higher costs. |
| Virtual and Hybrid Events | Hybrid or fully virtual events involve extra costs, such as virtual streaming services, interactive engagement tools, and digital networking platforms. |
How Much Do Event Registration Platforms Cost?
Let’s check out some event registration platforms to give you a clearer idea of how the pricing of different platforms works. All of them have different combinations of features and different offers on pricing.
1. Eventbrite
Eventbrite is one of the most popular platforms for offering flexible **customization and unmatched scalability features**. It is suitable for events of all sizes. You can host local seminars or large-scale conferences with this registration platform.
The ticketing fees on this platform vary for different countries. For example, the pricing is **3.7% + $1.79 per sold ticket for the USA, along with an additional 2.9%** of the total order. You can check out the detailed price breakdown right here.
2. Whova
Whova is famous for having everything in one place and also has tools for **attendee engagement and hybrid events**. You can plan both in-person and virtual events, and it is super convenient for conferences and trade shows that need attendee interaction.
To get your ticket pricing, you can get a quote by simply filling out your event details. For an approximation, you can expect about **$13.49 in fees for $500 worth of tickets**.
3. Cvent
Cvent optimizes event management with tools for every stage. Before the event, it handles registration, venue sourcing, and budgeting. During the event, you can implement features like check-in, virtual experiences, and trade show tools to enhance participation. After the event, Cvent provides insights, surveys, lead retrieval, etc., to maximize impact.
The pricing is about **$30 for a $500 worth of tickets, along with additional setup charges**. Click here to get your very own pricing quotation for tickets.
4. Jotform
Jotform is very popular for having one of the most user-friendly tools to create forms. It lets you create custom-designed forms for registrations, surveys, and feedback. The service is quite flexible and lets the users upgrade or downgrade anytime.
Jotform offers a 50% discount for nonprofits and educational institutions. You will also get a 30-day money-back guarantee and 24/7 customer support for assistance. It has a free starter pack option, and the paid versions start at $39/month. You can check out the detailed pricing here.
5. Ticket Tailor
If your event is small or medium-sized, Ticket Tailor could be a good option. You can easily create a professional event page, promote it, manage orders, and accept payments easily. You can also track the attendees, provide a reserved seating arrangement, and access analytics in real time.
The best part about Ticket Tailor is that it has simple pricing and zero per-ticket fees. You don’t have to pay a ticket fee for free tickets (up to 5000 tickets per year). You can choose to pay upfront and save with credits from $0.28 per ticket (+VAT) or opt for a pay-as-you-sell model at $0.75 per ticket (+VAT).
6. RegFox
For an affordable choice, RegFox claims to be one of the cheapest while offering customizable event registration options. It’s perfect for organizers looking for flexibility in pricing and the ability to create a custom design experience.
It costs only 99¢ + 1% fee per paid registrant (capped at $4.99 per registrant). For a free event, the price is just $0.99 per registrant.
7. Swoogo
Swoogo simplifies event management with easy registration, data insights, logistics, and marketing. They also have tools to centralize content, enhance engagement, and apply additional integrations.
The professional package of Swoogo is a bit on the expensive side and costs $11,800/year. It gives you unlimited events and registrations, a check-in app, and 30+ free integrations for one user. Click here to see other pricing options that meet your requirements.
8. Bizzabo
Bizzabo combines event registration with marketing and analytics. It is mostly appreciated for corporate events and conferences where marketing and attendee engagement are essential.
Bizzabo is quite expensive compared to most other event registration platforms. It can be around $17,999 per year for unlimited events. Click here to get a custom quote for your next event.
Free Event Registration Platforms
People who are still beginners in event planning could try starting out with an event registration platform that offers cost savings. Free event registration platforms are also a great option for charity or nonprofit organizations.
There are two main types of free platforms:
Truly free platforms: Platforms such as Google Forms provide a simple and cost-free way to create registration forms. However, they often lack advanced features like online payment processing and attendee tracking.
Free plans on paid platforms: Many popular event registration services offer free tiers with built-in limitations. For example, a few services let you use their platforms for free, but they can place restrictions on the number of events that you can host or the total attendees to manage.
To summarize, free plans are quite good for certain cases and mainly small events. However, they come with a bunch of limitations. For example, you will get a limited number of events, attendee limits, and access to different features like custom branding, analytics, or payment processing methods.
Conclusion
To conclude, don’t forget to consider how each element can improve the attendee experience and the costs associated with them when selecting the perfect event registration platform.
By analyzing all the important elements, such as platform development, support services, security measures, and additional features, you can make the right decision to balance functionality with budgetary restrictions. Be it a paid or free platform, assessing these costs will help you maintain efficiency while meeting all the needs of your event.
