An event management system can combine a website, registration form, tickets, payments, attendee communications, check-in, and reporting. However, not every organisation needs all of these features.
A solution designed for a series of paid congresses may be unnecessarily complex for a single small, free meeting. Conversely, a simple form may not be sufficient for an event with several attendee groups, different prices, payments, multiple language versions, or different access rules.
Start with your own process
Before you begin comparing systems, describe how your event should be managed.
Start when an attendee enters the event website and follow the subsequent stages:
- selecting an attendance option;
- completing the form;
- making a payment, if the event is paid;
- receiving registration confirmation;
- pre-event communications;
- changing details if necessary;
- check-in;
- post-event reporting.
Also include less common situations: group registration, a discount code, an invoice, cancellation, replacing an attendee, a missing QR code, or internet access problems at the reception desk.
Next, divide your requirements into three groups:
- mandatory — without them, the system will not meet the event's needs;
- additional — useful, but the event can still be delivered without them;
- irrelevant to this event — they should not influence the decision.
Try to describe requirements precisely. Instead of writing “flexible form”, specify what you actually need, for example:
The invoice details field should appear only when the attendee indicates that they require an invoice.
This type of requirement is easy to verify during a system demonstration.
Which registration system features should you review?
| Area | What should you test in practice? |
|---|---|
| Forms | Conditional fields, different registration paths, limits, data validation, mobile usability, accessibility, and language versions |
| Tickets and payments | Prices, discounts, groups, currencies, payment statuses, invoices, and refund rules |
| Attendees | Data filtering, bulk actions, duplicate detection, the ability to update data, and permission levels |
| Communications | Message templates, personalisation, automated messages, consents, and delivery error information |
| Programme | Sessions, capacity limits, registration for selected programme items, and the attendee's agenda |
| Check-in | QR code scanning, attendee search, badge printing, operation during internet problems, and attendance data |
| Reports | Data filtering, creation of the required reports, and export for further analysis |
| Administration | Permission levels, management of multiple events, and the ability to separate data for different projects or clients |
Not every function will be needed for every project. What matters most is whether a function makes a particular process easier, reduces manual work, or lowers the risk of an error.
During the demonstration, ask the provider to show how the function works using an example similar to your event.
Integrations and data export
If the registration system needs to work with other tools, prepare a list of them before selecting a provider. These may include:
- an accounting system;
- a payment gateway;
- a CRM;
- an SMS messaging tool;
- a webinar platform;
- an analytics system;
- other solutions used by your organisation.
It is not enough to be told that the system “integrates” with a particular tool. Check which data is exchanged, in which direction, how often, and whether the process is automatic.
Also ask what happens when a connection error occurs and who is responsible for resolving it.
If you need a custom integration, check whether the system provides an API and whether documentation is available to assess the connection options.
Data export is equally important. Before making a decision, check whether you will be able to download the information you need after the event or after ending your relationship with the provider.
This may include:
- attendee data;
- consents;
- orders;
- payments;
- attendance information;
- data required for reporting.
It is worth running a test export during the system trial and checking whether the resulting data is complete and usable without time-consuming manual clean-up.
Security and GDPR
Do not limit yourself to asking, “Is the system GDPR-compliant?” Such a statement alone says little about how data is actually processed.
Check, among other things:
- the provider's role in relation to attendee data;
- whether a data processing agreement is available;
- where data is processed;
- which subprocessors the company uses;
- how data and backups are protected;
- how administrator permissions are granted and revoked;
- whether additional login protection is available;
- what happens in the event of a failure or security breach;
- what happens to the data when the relationship ends.
System features can support the organiser in meeting their obligations, but the tool itself does not ensure GDPR compliance. Configuration, the organiser's procedures, and how the data is actually used also matter.
You can find a detailed list of issues in our guide to GDPR in attendee registration systems.
Support and implementation
Before choosing a system, review not only its features but also how the provider supports its customers.
Ask:
- During which hours is support available?
- How can problems be reported?
- What is the response time?
- Is support available on the day of the event?
- Who helps configure the system?
- Are training and instructional materials available?
- Who is responsible for integrations and testing?
If the provider offers an SLA, check exactly what the stated availability level covers and how serious issues are handled.
The scope of implementation is equally important. Establish which tasks the provider will perform and which remain the organiser's responsibility.
Even a good system requires someone on the organiser's side to take responsibility for configuration, testing, and decision-making.
Can the system handle the scale of your event?
The number of attendees alone is not enough to assess your needs.
Other relevant factors may include:
- how many attendees may register at the same time;
- how many messages will be sent;
- how many administrators will work in the system;
- how many events will be managed simultaneously;
- how many reception stations will operate during the event.
If you are organising a large event, ask the provider about system limits and experience with projects of a similar scale.
For recurring events, it is also worth checking whether you can easily copy the configuration from previous editions, create templates, assign different permissions to teams, and manage several events in one environment.
How should you test the system?
Do not rely solely on a presentation prepared by a salesperson. You will learn the most by testing the system against situations that could actually occur at your event.
Select the scenarios relevant to your project from the list below:
- create two attendance options that require different data;
- register on a phone and in different language versions;
- use a conditional question in the form;
- process a payment and test what happens when it fails;
- send an automated confirmation;
- update an attendee's details;
- import an attendee list and check for duplicates;
- send a message only to a selected group;
- check in using a QR code;
- find a person who does not have their code;
- correct details and reprint a badge;
- restrict an administrator's access to selected data;
- prepare a report and export data after the event.
During testing, consider not only whether an operation is possible, but also how many steps it requires and whether an administrator will be able to perform it without assistance.
If you have access to a trial version, repeat the most important scenarios after the demonstration without help from the provider's representative.
Calculate the true cost of using the system
Do not compare licence prices alone.
The total cost may include:
- the licence;
- fees based on the number of attendees or events;
- transaction commissions;
- implementation;
- additional integrations;
- data migration;
- training;
- equipment required during the event;
- additional services;
- work that the team will still perform manually.
Also check whether the cost changes after exceeding a specified number of attendees, administrators, events, or messages.
If the system processes payments, separate the fees charged by the system provider from those charged by the payment provider.
It is also worth checking whether you can easily download the data you need when the relationship ends and whether this involves additional costs.
Vendor evaluation table
Before the demonstrations begin, determine which criteria are most important to you. The weights should add up to 100%.
Assess every solution using the same scale, for example from 0 to 5.
| Criterion | Example weight | How should it be verified? | Vendor A | Vendor B |
|---|---|---|---|---|
| Delivery of the most important processes | 25% | Demonstration and testing of your own scenarios | ||
| Attendee and administrator usability | 15% | Test on a phone and in the administration panel | ||
| Security and GDPR | 15% | Documentation and provider responses | ||
| Integrations and data export | 15% | Integration test or sample export | ||
| Support and implementation | 10% | Terms of cooperation and scope of support | ||
| Ability to handle a larger scale | 10% | System limits and provider experience | ||
| Cost of use | 10% | Complete pricing for all required elements |
The table helps structure the comparison, but it should not obscure mandatory requirements. If a system lacks a function essential to delivering the event, a high score in less important areas will not solve the problem.
It is worth confirming the key arrangements concerning features, implementation scope, support, and costs in the proposal or contract.
A good system should fit the way you work
There is no single registration system suitable for every event. The solution should match the project's scale, the registration method, payment requirements, communications, attendee service, and the way the team works.
CONREGO is an event registration and management system that you can assess using the same principles: verify the most important processes, test the administrator and attendee experience, and compare the scope of features, support, and costs.
The best choice will not be the system with the longest list of capabilities, but the one that handles the processes your events genuinely need.
