Registration is a key piece of event planning. You want to know how many attendees to expect, collect critical information like dietary needs, and create a smooth experience as your guests sign up.
The right registration software will help. Typically, it’ll come as part of a full event management software for associations that helps with each stage of event planning, including registering your attendees and organizing essential information. It’s also vital for coordinating both hybrid and virtual events where seamless attendee tracking and access are critical.
How much does event registration software cost? It can vary quite a bit based on the solution you choose and each company’s pricing structure. We’ll explain everything you should know here to help prepare for the costs while selecting the ideal software for your needs.
What Is The Fee For Event Registration Software?
As mentioned, registration software fees can differ greatly from company to company. They can range anywhere from a few hundred to several thousand dollars per event or year. Event software pricing may also include a flat fee per registrant or a percentage of each ticket sale, such as $0.99 per registrant or 1-4% of the total ticket sale price. Each company has its own structure for this.
Different Types Of Pricing Structures
To give you some additional insights, here’s a closer look at the most common pricing structures many registration softwares follow:
- Subscription: Some software will require a flat subscription fee for access each month or year. Monthly access can offer flexibility, so you only pay to have access during months when you’re planning events. However, some options may require you to opt in for the full year.
- Per event: Alternatively, some software will have you pay a flat fee per event you plan on the platform. It gives you flexibility compared to an annual subscription model, so you aren’t paying for something you aren’t using year-round. That said, the cost per event may be higher than the typical subscription fee.
- Pay per registrant: Several options make it free to sign up and create an event on the platform. Then, you pay a fee or a percentage of the ticket sale for each attendee who registers. This lowers your initial investment, but the fee can add up over time and become more costly than other options if you register a lot of guests.
- One-time fee: You only pay once for access to the software. Then, you can use it as much as you want and register as many guests as you want without any other fees. This can be a higher initial investment, but it can save money over time if your organization plans many events.
Additionally, it’s important to be aware of other fees that come with registration. You may run into costs for setup, customization, or secure payment processing. For example, some payment processors that are either built in or separate from the registration software may charge a flat fee or a percentage for each credit card transaction you run through the system.
Lastly, some registration software costs may scale with the size of your event. For instance, there may be a lower per-event fee for smaller-scale events and a higher fee when you’re planning something larger. This is especially relevant for global events, where regional nuances can impact costs.
How Much Does Event Registration Software Cost Per Month?
Monthly subscription models are available for both low-cost and premium providers.
On the lower end, it may cost $20 to $100 per month. While some providers are less expensive, they may also charge fees per registrant or have limited capabilities.
On the higher end, it could cost $200 up to thousands per month, depending on the company. Some premium solutions are quoted and customized based on your needs, so pricing may scale based on your organization and typical event sizes. For instance, enhanced attendee engagement tools and analytics might be part of a more expensive package.
Are There Free Event Registration Platforms?
There are free online registration platforms. However, most have limitations and won’t be the best long-term solutions as your organization grows. They might:
- Cap how many attendees you can register per event
- Limit how many events you can plan at once
- Have minimal customization options for branding and event-specific needs
- Have fewer advanced features, like detailed analytics
Open-source event registration software is also an option that can be free and highly customizable. However, these options tend to be more complex and require higher levels of technical skill to get the most out of them, which can pose a challenge for smaller organizations just getting started.
Free options can work as a stepping stone if you have a low budget and want to host a small event, but most organizations find it’s best to opt for a paid option as soon as possible. That way, you have a system that can grow with you.
What Is The Best Platform For Event Registration?
Eventscribe, Cvent, and Eventbrite are popular choices when looking for the best event registration software. Here’s a quick event registration comparison for each one:
- Eventscribe: A top choice for associations and nonprofits. It offers many great event registration features, including customizable event pages, segmented pricing, real-time analytics, and easy integration with popular payment processors like PayPal and Stripe. The platform is intuitive and doesn’t require much technical skill to get started.
- Cvent: A great choice for larger corporate event registration. Some of its top registration features include personalized registration paths, detailed analytics, and a highly customizable interface. However, some users say the platform is complex and requires a larger team to manage everything.
- Eventbrite: A great registration choice for smaller entertainment-focused events. It offers a user-friendly interface, flexible ticket types, and supports several payment methods. The main downside is that some users say it can lack customizability for their needs.
Conclusion: Balancing Features And Cost
Ultimately, choosing event registration platforms requires identifying your organization’s needs to balance the software’s features and cost. In some cases, it can be worth it to pay a bit more for a high-quality solution that your team will be happy with and can grow with over the long term.
As you review the options, remember the different event registration pricing structures and review how the fees add up carefully before buying, so you don’t have any surprises.
Why Eventscribe Is A Top Choice For Associations And Nonprofits
Cadmium’s event management system, Eventscribe, continues to be a top choice for associations and nonprofits looking for an event registration solution. It provides an accessible platform to create customizable forms, collect attendee-specific information, and review analytics to measure success in real-time.
In addition to registration, Eventscribe offers great value since it has a full suite of features that can help with event planning at each stage. That includes:
- Attendee engagement before, during, and after events
- Speaker and presentation management
- Sponsor and exhibitor management
- Logistics planning
- Abstract submissions and reviews
- And more
Click here to learn more about how Eventscribe can contribute to a more successful event planning process.
