One of the most critical elements of a conference, and often the first point of contact for attendees, is the registration system. The right event registration solution ensures not just smooth ticketing, but strong attendee experience, accurate data, secure payments, branding consistency, and scalability for future growth.
This article will walk through what makes a great registration solution for conferences, compare leading platforms (including Eventtia, our top choice), and help you decide which one best fits your conference’s size, budget, and goals.
What are event registration solutions for conferences?
Event registration solutions for conferences are digital platforms designed to simplify and automate the entire registration and check-in process, from the moment attendees sign up to when they walk through the door (or log in online).
For conferences, where managing large numbers of attendees and sessions is often complex, these solutions act as a central hub that keeps everything organized and connected. Here’s what event registration software typically offers:
- Online registration forms: Customizable sign-up pages that capture attendee information, preferences, and payment details.
- Ticketing and pricing options: Support for multiple ticket types (early bird, student, VIP, etc.), promo codes, and discounts.
- Automated confirmations and communication: Sends confirmation emails, reminders, and event updates automatically.
- Secure payment processing: Accepts credit cards and other payment methods while ensuring compliance with data protection standards.
- Attendee management tools: Tracks registrations, cancellations, and attendance in real time.
- Check-in and badge printing: Streamlines on-site or virtual entry with QR codes, mobile check-ins, and instant badge printing.
- Analytics and reporting: Provides insights into attendee demographics, ticket sales, and engagement for post-event evaluation.
- Integrations: Syncs with CRMs, marketing tools, and virtual event platforms for seamless data flow.
What features should you look for in event registration solutions for conferences?
When planning a conference, the registration process sets the tone for the entire experience. Here are the most important features to look for when choosing your conference registration solution.
Customizable registration forms
Every conference has unique needs, from academic abstracts to dietary preferences. Look for software that lets you build flexible registration forms with custom fields, conditional questions, and branding options. Make sure it enables you to collect the right data and maintain a professional, on-brand experience for attendees.
Multiple ticketing and pricing options
Whether you’re offering early-bird discounts, VIP access, student passes, or group rates, your software should support tiered ticketing structures. You’ll also want the flexibility to add discount codes, manage capacity limits, and handle bulk or corporate registrations seamlessly.
Secure and flexible payment processing
Reliable payment gateways are essential for managing transactions safely. Look for platforms that:
- Support multiple currencies and payment methods (credit card, PayPal, wire transfer)
- Offer PCI-compliant security measures
- Provide invoicing, refunds, and automated receipt generation
Having smooth and transparent payment processing boosts attendee trust and makes financial reporting a lot easier.
Automated communication and notifications
Communication can make or break a conference experience. The best event registration software automates:
- Confirmation emails sent immediately after registration
- Reminders and schedule updates before the event
- Follow-up messages and surveys after the event
This level of automation saves you a lot of time on repetitive tasks and ensures your attendees stay informed at every stage.
On-site and virtual check-in tools
Efficient check-in sets the tone on event day. Look for systems that support:
- QR code scanning or self-service kiosks
- Instant badge printing for in-person attendees
- Virtual check-in for hybrid or remote participants
Quick, contactless check-ins reduce lines, enhance security, and create a seamless entry experience for conference attendees.
Custom branding and event pages
Your registration page should reflect your conference’s identity. Choose a solution that allows white labeling, custom domains, and branded event microsites. A cohesive visual identity reinforces professionalism and brand trust.
Attendee management and segmentation
For large conferences, managing thousands of registrants means keeping data organized. Advanced solutions let you:
- Segment attendees (e.g., speakers, sponsors, media, and participants)
- Track attendance and engagement
- Export data for reporting or CRM integration
This helps you personalize communication and improve the overall attendee journey.
Reporting and analytics
Post-event analytics are key to understanding success and ROI, and making your future events more profitable. Look for dashboards that provide:
- Real-time registration stats
- Attendance and engagement rates
- Ticket sales and revenue tracking
- Post-event survey data
Integrations with other tools
Your registration platform should fit within your larger event ecosystem. Seamless integrations with CRM systems (like Salesforce or HubSpot) and marketing tools (like Mailchimp) streamline workflows and ensure data consistency across platforms.
Hybrid and virtual event capabilities
If you’re running virtual conferences or considering it for the future, choose software that supports live streaming, virtual networking, and engagement tools like polls and Q&A. This flexibility ensures attendees can participate seamlessly, no matter where they are.
Data security and compliance
Finally, ensure your event registration solution meets the relevant compliance standards and protects attendee data through encryption and secure access controls. Data privacy isn’t optional; it’s essential for protecting your institution’s reputation.
The best event registration solutions for conferences
When you’re running a conference, you need event registration solutions that can manage payments, communication, check-in, data, and ideally scale for hybrid or virtual extensions. Here are our top picks.
Software | Best For | Key Features | Pricing |
Eventtia | Comprehensive conference management (in-person, virtual, or hybrid) | Custom registration pages, integrated payments, attendee management, sponsor tools, reporting and analytics, mobile app, hybrid event tools | Custom pricing; request a demo/quote |
Cvent | Large-scale and enterprise-level conferences | Advanced registration, venue sourcing, attendee tracking, CRM and marketing integrations, extensive reporting | Request a quote |
Eventbrite | Simple ticketing and public-facing event promotion | Easy setup, event discovery via Eventbrite marketplace, tiered ticketing, basic analytics, integrations with Zoom & social media | Free for free events; promotional tools start at ~$15/month |
Wild Apricot | Associations, alumni groups, and membership organizations | Member database + event registration, tiered member pricing, mobile admin app, automated communications | $50–$850+/month depending on event size |
RingCentral Events | Virtual or hybrid conferences with live streaming | Multi-stage virtual venues, live video production, networking tools, analytics, sponsor expo areas | Variable; request a quote |
Splash | Marketing-focused, branded event experiences | Drag-and-drop event websites, email automation, guest management, CRM integrations | Varies, contact sales for a quote |
JotForm | Lightweight, customizable form-based registration | Drag-and-drop builder, payment integrations (Stripe, PayPal, Square), conditional logic, automated notifications | Free tier available; paid plans from ~$34/month |
Whova | In-person or hybrid conferences focused on engagement | Registration & ticketing, mobile app, networking tools, agenda builder, sponsor/exhibitor management | Varies, contact sales for a quote |
EventMobi | Professional conferences and associations with hybrid needs | Registration, mobile event app, virtual event studio, live polling & Q&A, sponsor/exhibitor tools | Varies, contact sales for a quote |
Eventtia
Eventtia is an all-in-one event & registration management platform that supports the full lifecycle of conferences: registration, payments, check-in, virtual event capabilities, attendee engagement, analytics, and integrations. It’s built to handle mid-to-large-scale events with flexibility.
Key features
- Custom registration forms, multiple ticket types, early-bird pricing, and discounts
- On-site check-in, QR code scanning, badge printing, and attendee access control
- Build custom, branded event pages and run email campaigns
- Virtual and hybrid event support with streaming, virtual sessions, and attendee engagement tools
- Attendee networking, matchmaking, and one-on-one meeting scheduling
- Event app/mobile interface, attendee networking modules, and matchmaking in higher tiers
- Reporting, dashboards, analytics, post-event feedback, data export, and integrations
Pricing
- Essential plan (starting at $1,500) for registration, event marketing, check-in, and reporting
- Premium plan (starting $2,250) adds a virtual event platform, event app, and more advanced features
- Networking tier (including matchmaking and one-on-one meeting capabilities) starts $3,500
Note: Exact pricing often requires contacting sales. Request pricing info from Eventtia.
Why Eventtia is ideal for conferences
- It offers more depth than a simple ticketing tool but with less complexity (and potentially lower cost) than heavyweight enterprise systems.
- Hybrid and virtual support is built in, which is essential for modern conferences seeking remote participation.
- Engaging attendee features (matchmaking, networking) help add value and differentiation.
- Good branding control ensures the registration experience aligns with the look and feel of your conference.
- Scalable across multiple events or conference editions, making it suitable for organizations that host events repeatedly.
Cvent
Cvent is a leading enterprise-grade event management system built for large conferences, trade shows, associations, and institutional events. It provides robust registration, event marketing, venue sourcing, networking, sponsorship & exhibitor modules, and deep analytics.
Key features
- Custom registration paths, session and track management, configurable registration logic
- Event website builder and branding control
- Mobile Event App / Attendee Hub with engagement features (Q&A, polling, and networking)
- On-site check-in, badge printing, session tracking, and capacity control
- Exhibitor and sponsor portals, floorplan and booth management, exhibitor lead capture
- Analytics, ROI dashboards, and financial reporting
Pricing
Cvent does not publish fixed pricing publicly. Much of its pricing is custom or enterprise-tier.
How Cvent compares to Eventtia for conferences
If your organization frequently runs large, multi-day, multi-track conferences with sponsors, exhibitors, and complex logistics, Cvent is seen as a reliable, robust platform. But for many conventional conferences, a balanced solution like Eventtia may deliver everything you need with less overhead, and via a platform that’s significantly more intuitive and easy to use.
Eventbrite
Eventbrite is a popular, accessible event registration and ticketing tool, widely used for public events, trade shows, concerts, and smaller conferences. It emphasizes ease of setup and a large marketplace audience.
Key features
- Simple registration & ticketing with multiple ticket types, add-ons (e.g., merchandise or parking)
- Event discovery via Eventbrite marketplace, email invites, and social sharing
- On-site check-in via mobile app, QR code scanning, badge printing (for paid plans)
- Basic reporting for ticket sales, attendee data, and order summaries
- No upfront or monthly fees for free events
Pricing
- Free to publish free events, no fees for free tickets
- Paid plans for increased email limits, support tiers, and promotional tools start at ~$15/month
- No fixed, large license cost for basic usage; cost scales with ticket volume
How Eventbrite compares to Eventtia for conferences
Eventbrite is best suited for simpler conferences or public events that prioritize ease and reach over advanced customization. If your conference has multi-track, hybrid, or networking ambitions, you may outgrow Eventbrite’s capabilities pretty quickly and require a more robust platform like Eventtia. Branding is also extremely limited with Eventbrite.
Wild Apricot
Wild Apricot is a membership and community management platform that includes event registration and ticketing. It’s a good fit if your conference is run by a membership organization, association, or alumni group.
Key features
- Membership database + event registration integrated (good for member pricing/discounts)
- Event pages, RSVPs, payments, and a mobile admin app
- Built-in invoicing, automated communications, and role/permission controls
Pricing
Tiered subscription model (monthly or annual). Plans in the ballpark of $50–$850+/month, depending on the number of contacts you’re managing.
RingCentral Events
RingCentral Events is a comprehensive virtual/hybrid events platform (the product formerly known as Hopin). It focuses on recreating in-person event experiences online, with multiple stages, networking areas, and expo halls. It’s ideal for conferences that emphasize streaming and virtual attendee engagement.
Key features
- Multi-area virtual venues (reception, stages, sessions, expo)
- Live streaming, studio production tools, integrated networking, and Q&A
- White-glove support and scalability for large virtual audiences
Pricing
Variable; request a quote
Splash
Splash is an event-marketing platform that helps teams create branded event pages, run RSVP/ticketing, and measure event marketing performance. It’s strong on design, personalization, and marketing workflows, and it’s good when conference branding and lead capture are priorities.
Key features
- Drag-and-drop event page & email templates for highly branded experiences
- RSVP/ticketing, guest lists, check-in, and data capture for marketer-style reporting
- Integrations to CRMs and marketing stacks for post-event follow-up
Pricing
Varies, contact sales for a quote
JotForm
JotForm is a flexible form builder that many organizers use for lightweight conference registration, ticketing, and payments, especially when organizers want a highly customizable form-based workflow without per-ticket fees.
Key features
- Drag-and-drop form builder with conditional logic, payment integrations (Stripe, PayPal, Square)
- Templates for event registration.
- No per-ticket platform fee (you pay payment processor fees only), and built-in reporting/export
- Useful for simple registrations, volunteer signups, and add-on purchases (workshops, meals)
Pricing
Free starter tier (limited submissions); paid tiers start around $34/month for higher submission/storage limits; enterprise or custom plans available for orgs with larger needs.
Whova
Whova is an all-around conference platform well known for its attendee engagement features (mobile app, networking, and agenda management) and is frequently used by associations and conference organizers. It’s strong where in-app networking and a polished attendee experience matter.
Key features
- Full registration and ticketing support
- Agenda and session management, attendee profiles, matchmaking, and community boards
- Mobile event app with push notifications, polling, and sponsor pages
- Abstract/speaker management and exhibitor/sponsor tools for conferences
Pricing
Pricing is quote-based and depends on event size/features.
EventMobi
EventMobi is an end-to-end event platform with apps, registration, and virtual/hybrid capabilities. It caters to professional conferences and associations and is known for its modular pricing and strong app and virtual event features.
Key features
- Registration and ticketing support
- Event website builder, mobile event app, and virtual event studio
- Attendee engagement features (polling and Q&A) and exhibitor/sponsor modules
- Strong customer success and production support for larger conferences
Pricing
Final cost depends on attendee count, modules, and support level. Request a quote.
Benefits of using event registration solutions for conferences
Managing a conference is no small task. With hundreds (or even thousands) of attendees, multiple sessions, sponsors, and speakers, organization is everything. Event registration software streamlines the entire process, helping planners save time, reduce errors, and deliver a polished experience from start to finish. Here are the key benefits of using a dedicated event registration solution for your next conference:
Streamlined registration and check-in
Manual spreadsheets and email sign-ups quickly become insufficient. With automated registration:
- Attendees can register and pay online 24/7
- Confirmation emails and receipts are sent instantly
- On-site check-in is faster with QR codes or mobile apps
Your organization can save hours of admin time and reduce entry bottlenecks with dedicated software solutions.
Better attendee experience
The registration process is often a conference’s first impression. A modern, user-friendly interface:
- Makes signing up quick and intuitive
- Offers mobile-friendly registration and payments
- Allows attendees to customize their schedule or sessions
- Sets a professional tone for the entire event
Increased accuracy and real-time data
Registration software eliminates data-entry errors and keeps information up-to-date across all systems:
- Real-time dashboards show ticket sales and attendance
- Organizers can export data directly to CRMs or marketing tools
- Fewer mistakes mean smoother logistics and better forecasting
Secure and simplified payments
Event registration platforms handle payments safely and efficiently:
- PCI-compliant gateways protect attendee information
- Multiple payment options (including credit card, PayPal, and wire transfer)
- Automated invoicing, refunds, and receipt generation
- Easier end-of-event reconciliation and financial reporting
Improved communication and engagement
Automated notifications and integrated communication tools ensure attendees stay informed and engaged. Event registration software enables you to:
- Send confirmation emails, reminders, and schedule updates
- Manage speaker or sponsor communications
- Gather feedback with post-event surveys
- Keep everyone aligned with minimal manual effort
Valuable insights and analytics
Event registration software provides powerful reporting tools to measure success and guide future planning. You can:
- Track attendee demographics, ticket types, and no-show rates
- Evaluate marketing campaign performance
- Identify engagement trends to optimize future conferences
Scalability and flexibility
Whether you’re hosting a 100-person academic symposium or a 5,000-person industry expo, registration platforms scale with your needs. They offer:
- Support for hybrid or fully virtual events
- Multi-session, multi-day conference capabilities
- Integration with CRM, marketing, and event management systems
Stronger branding and professionalism
Custom-branded registration pages, confirmation emails, and event apps elevate your event’s image and help build trust:
- Maintain visual consistency across every attendee touchpoint
- Reinforce your institution or organization’s professionalism
- Offer sponsors premium visibility on branded materials
Key takeaways: Choose the right registration software for your next conference
A successful conference starts long before attendees step through the doors; it begins with a smooth, engaging registration experience. The right event registration solution simplifies logistics, enhances professionalism, builds attendee trust, and provides the data-driven insights you need to keep improving year after year.
Eventtia stands out as a comprehensive, all-in-one platform built for conferences of every scale. From branded registration pages and integrated payments to real-time analytics and hybrid event capabilities, it gives organizers everything they need to deliver a seamless experience from sign-up to follow-up.
Schedule a demo to learn more about Eventtia’s capabilities for your next conference.
