Why do spreadsheets stop being enough at a conference?
Running a conference often means handling several groups of attendees: guests, speakers, partners and members of the press. Individual people may take paid or free registration paths, choose workshops with limited seats, and receive different messages and documents.
When the data sits in several spreadsheets and separate tools, the team has to move it by hand, compare it and update it in many places. That increases the workload and the risk of working from out-of-date or inconsistent lists.
In CONREGO the data gathered during registration can later be used for payments, communication, check-in, access control and reporting. The key information about attendees stays in one database throughout the whole process of looking after them.
What does running a conference look like in CONREGO?
A sample process for a conference - from opening registration to analysing attendance.
Invitations and opening registration
You can open general registration on the event website and, at the same time, send personalized invitations to selected people. An individual link can lead to a form partly filled in with data imported earlier.
That way one system handles both the attendees who sign up on their own and the guests invited by the organizer.
The form, the agenda and payment
The attendee fills in the form and chooses workshops, sessions and additional participation options. The system can keep to the seat limits you set and show each group the registration path meant for it.
At a paid event the attendee can move on to the payment gateway, and the sales documents are issued according to the configuration you prepared.
Communication and tickets
Based on the submission or payment status, you can send the right attendees personalized messages carrying a ticket and an individual QR code.
If the programme, the venue or the participation rules change, you pick the appropriate group of recipients and send them an email or a text message.
Reception, access control and reports
On site the staff scan QR codes, mark attendance and can print badges. At the entrances to rooms and zones the system checks attendees' entitlements and records the code readings.
After the event you can build reports from the reception desk and access control data, including summaries of recorded attendance and of attendance at selected sessions.
Different attendee groups - one coherent process
Attendees paying for their place, VIP guests, speakers, partners and members of the press can all use different registration paths. For each group you can prepare the right form, participation conditions, messages and available options.
Every submission lands in one database, where you can check attendee details and the status of their registration. Individual sign-up paths can be opened, paused and closed independently of one another.
If you set seat limits for selected workshops, sessions or attendee categories, CONREGO applies them automatically during registration.
How do you run an event effectively?
Download the free guide for event managers and see how to plan the process of looking after attendees - from defining your audience groups and preparing registration to presenting event information and organizing the reception desk.
Want to bring order to how you handle conference attendees?
Set up a free trial account and see how CONREGO can support registration, communication, payments, check-in and reporting at your conference.
The trial account runs for 14 days and does not require any card details. If you have questions, the CONREGO team is there to help.
Frequently asked questions
Yes. The system can support intimate seminars as well as large conferences with several attendee groups, payments, parallel sessions and access control.
At large-scale events it is worth planning the registration configuration, the way you communicate, the number of reception desks and the organization of the entrance well in advance. How much infrastructure and staffing you need depends on the number of attendees and on how the event runs.
Yes. Each group can use a different form, participation conditions, range of available options and communication.
You can combine paid general registration, free submissions from speakers and individual invitations for VIP guests, for example. All submissions remain available in one attendee database.
Yes. You can make paid or free general registration available while at the same time sending individual invitations to speakers, partners and VIP guests, for instance.
Invited people can use a separate registration path with a different form, participation conditions and available options. An individual link can lead to a form partly filled in with data imported earlier. All submissions land in one attendee database.
You can send them one of two individual update links. The first lets them correct or complete the details given in the form, and the second lets them sign up for an additional workshop, session or service.
Options selected earlier cannot be removed or exchanged through this link. If a newly selected item is paid, the system creates a separate transaction and a pro forma invoice for it. The organizer can share one of the links with the attendee, or both.
Yes. You can prepare separate language versions of the conference website and of the registration form.
Emails and text messages are prepared in the relevant languages and then directed at attendees based on the language of their registration. CONREGO does not translate content automatically - each version has to be prepared beforehand.
Yes. Recipients can be chosen on the basis of the attendee category, the submission or payment status, the language of registration, and the workshops, sessions and services selected, among other things.
That lets you send news of a room change only to the attendees of a particular session, a payment reminder only to people with an unpaid submission, or a separate organizational message to speakers and partners.
After the conference you can send attendees personalized certificates and give them access to presentations, files, photo galleries and recordings.
The materials can be gathered in the Multimedia Platform, with access limited to selected groups - the participants of a particular workshop, for example, or the people who bought a package including the recordings.
Yes. During registration an attendee can choose the workshops, sessions and additional services available. For each option you can set a seat limit, and once it is used up that option stops being available.
If you use the Access Control module at the entrance to a workshop or session, the system can also check the attendee's entitlements after scanning their QR code.
If registration has been connected to a payment gateway, the attendee can move on to it once their details are confirmed and pay for their place online. Integrations with Stripe, PayU and Przelewy24 are available, among others.
CONREGO can issue and send sales documents automatically according to the configuration you prepared. The system does not take a commission of its own on the value of the tickets sold, but the payment provider may charge fees in line with its own agreement and price list.
Yes. In CONREGO you can create a simple landing page or an extensive conference site with the programme, information about the speakers, participation packages, news and a registration form.
The website is connected directly to the registration and ticket sales process, so an attendee can find the information they need and go on to sign up without leaving the site.
If you already have a conference website of your own, you can keep it and place a link or a button on it leading to the registration prepared in CONREGO.
A member of the reception staff can scan a QR code or find an attendee using the data held in the system. They then mark that person present and - at a properly configured station - can print a badge.
After a QR code is scanned, the Access Control module shows whether the attendee is entitled to enter a given room or zone, or to take part in a selected session. From the recorded code readings you can later build attendance reports in XLSX format.