The best Event-Ticketing & Registration software compared

Event Ticketing Software Definition: What is Event Registration Software?

Participant management, as a sub-area of event management, aims to create optimal conditions for the visitors of an event. The structured invitation of guests, relevant marketing, registration for the event or booking of places, possible payment of tickets, and the long-term efficient organization of registered persons play significant roles.

Therefore, optimal conditions should already be created at the time of participation, so that the numbers turn out correspondingly high and the eventual visitors can look forward to the upcoming event with a good feeling.

Event registration software (English "Event Registration Software" or "Event Ticketing System") can support those responsible with the central to-dos of the registration and ticket sales phase of an event to shape it positively. In detail, event ticketing services make it possible to accept registrations from participants, manage online ticket sales, securely process payments or donations, set up individual messages or websites for an event, and create specific reports.

Why should companies use an online ticketing system?

The success of an event is primarily measured by the number of visitors. But the satisfaction of the participants also forms an important factor. Particularly at business events such as trade fairs or conferences, companies can only profit from maximum positive effects in customer acquisition and retention if the visitors feel well looked after. Naturally, this is hardly less relevant for leisure or cultural events like concerts, readings, or theater performances. Because follow-up events will only be satisfactorily accepted if everything runs smoothly from the start.

A beneficial visitor experience for the organizers begins not only with the actual event. Ideally, the course for this is set correctly long in advance. Because if there are clear deficits in registration and promotion - for example, there is no standardized process for registration, the payment conditions are unclear or the participants are not sufficiently informed about what awaits them - the signs are immediately poor. In this case, probably only relatively few people will register and the risk of dropouts before or during the event is high. All in all, many potentials are wasted.

With the help of event registration or online ticketing software, such difficulties can be reliably excluded. It offers the opportunity to relatively easily and effectively invite the right people via the perfect channels, handles registration according to known, simple patterns, lets ticket sales go smoothly and collects useful data.

Not to forget: An event registration must always comply with certain legal data protection regulations. These requirements are easy to meet with a good ticketing provider that integrates the relevant regulations into its system without any additional effort.

By the way, potential visitors today generally expect to find the registration process and everything associated with it online. This demand can also be reliably met with ticketing software. 

In fact, even the entire event itself can benefit from the clever use of appropriately equipped event registration software. Through intelligent querying, organization, and evaluation of participant data, event organizers are enabled to tailor events particularly precisely to the target groups. Thus, there are guaranteed to be plenty of seats available, accessibility can be planned accordingly, and even entire events within the event such as readings, lectures, show acts etc. can be better organized. The more precisely an event meets the conditions or expectations of the respective participants, the greater their chances of success are, logically.

How does a ticketing platform work?

The functioning of software for event ticketing is mainly dependent on the integrated tools.

There are indeed very different orientations here: from free applications that offer little more than specific registration modules, specialized online ticket sales software, to comprehensive solutions for registration management, with e-ticket software, marketing tools, and more. Some treat event management software as part of a single integrated system.

The following features are typical - either as single software or in tool bundles.

• Registration functions: Good ticketing software offers organizers the opportunity to set up a user-friendly registration process for visitors. This should be strictly designed according to universally applicable and/or industry-standard regulations.

• Promotion of events: One of the main purposes of software for event registration and ticketing is the effective announcement of corresponding events. For this purpose, such programs often offer tools for creating event-specific websites or landing pages. These provide the most important information about the event and make the registration accessible.

• E-mail marketing: E-mail marketing functions are basically part of the promotion tools. However, they are essential for advantageous communication with future visitors and therefore need to be considered separately. By e-mail, organizers keep participants very purposefully up to date. From the announcement of the event to the display of changes to the transmission of schedules and the follow-up of the event, a large part of the contact takes place in this way. The main reasons for this are that e-mails are inexpensive and absolutely established among the receivers for corresponding communication.

• Reservation of places: Some e-ticketing software offers special functions that allow potential participants to reserve specific seating categories at the venue. Such features are particularly suitable for concert and sports events. But they are also useful for theater performances, award ceremonies, or benefit dinners.

• Payment processing: An online ticket sales software can greatly facilitate payment processing through an integrated system. Here, the relevant funds are collected on behalf of the organizing company via common means of payment, such as traditional bank transfer, credit cards, or PayPal. There are many parallels to or direct links with external payment software.

• Ticketing: At events with tickets, organizers can facilitate the management of corresponding processes with the help of ticketing functions. For example, the appearance and type of delivery of the purchased tickets can be controlled here. Today, primarily digital versions are preferred, which work as an e-mail attachment, in an app or as a printout.

• Participant management: Tools for managing participant lists help organizers to get an overview of the final visitors to their event. With these functions, organizers can manage important tasks such as contacting the participants, playing out information, fine-tuning the event for specific audiences, and refunds relatively easily.

• On-site registration: Some event registration and ticketing products offer special app options that allow interested parties to register on site or via their mobile device on the day of the event.

• Integrations: Those who process event registration by software often benefit from numerous integration possibilities with other solutions involved in the event management process. These can include extended marketing programs, CRM systems, tools for organizing social media, and other applications. Ideally, a broad software stack can be built or supplemented that enables efficient event management all around.

• Security and compliance: With event registrations, the processing of many critical data automatically goes along. All this information is stored and used in accordance with applicable data protection laws when using good registration software. Ideally, the event registration software actively supports correct handling.

What are the advantages and disadvantages of online ticketing systems?

An online ticket system or event registration software offers numerous advantages for organizers as well as participants. The following is a summary of the central benefits that can be benefited from in detail.

• Increased efficiency: Ticketing systems help organizers to rationalize the entire registration process. Manual entries in lists, which are often time-consuming and error-prone, or hand-written notifications to participants are no longer necessary. You benefit from a wealth of data that allows you to tailor the event precisely to the target group. On the other hand, it is a great relief for potential visitors to be able to register quickly and securely online.

• Automated reminders and notifications: One of the main advantages of ticketing software is the ability to send automatic reminders or notifications of important circumstances during the entire registration and lead-up process of an event. This helps both organizers and participants. Everyone keeps an overview and it is ensured that the relevant details, such as ticket availability, payment deadlines, program changes, updates of the venue, etc., are always correctly transmitted.

• Improved visitor experience: Via a registration and online ticket sales software, the potential participants of an event are presented with a seamless digital experience. The digital orientation makes the entire process run effortlessly. Registrations are promptly filled out online, ticket sales are done in a flash with PayPal or credit card, and you are continuously kept up to date. Finally, the data gathered around the registration can even be used for a very precise targeting of the event.

• Cost savings: By automating many of the processes associated with event registration, event registration software can contribute massively to saving money. Specific tasks in marketing, design, printing, IT, etc. can be done completely without human intervention or at least greatly simplified.

• Simple, but meaningful reporting: Event registration software enables those responsible to monitor the ROI of an event at an early stage. With corresponding tools or based on data, it can provide automated, detailed analysis and reports on ticket sales, attendance rates, bounce rates, etc.

• Improved security and compliance: Compared to many manual and/or analog methods, online ticketing software offers more security and data protection compliance. Ideally, all information is entered strictly according to DSGVO in online forms and securely encrypted. This ensures that event registrations comply with the legal regulations for securing customer data. At the same time, important company data is protected from cyber-criminals.

Can there be disadvantages at all with these undoubtedly significant advantages? Well, real deficits in the software are rather rare, but the selection and application of an event ticket and registration solution do indeed frequently cause problems.

• Not every program fits all requirements: Before deciding on an event registration software, organizers need to clearly define and prioritize their needs. Each type of event has its own requirements - and there are actually numerous specialized solutions. This is not aware to a large number of interested parties. They simply choose a particularly well-known or well-equipped application. But this may not fit perfectly with the respective requirements, wasting much potential.

• Possible data protection deficits: Some registration tools - at least for European users - do indeed offer real disadvantages in terms of data protection. Although it is becoming less common today, some solutions (especially from overseas) do not strictly adhere to the DSGVO or need to be adjusted to the European Data Protection Regulations. If such software is then used straight "out of the box", there are considerable legal risks.

How does one choose the right software for event ticketing?

The market for ticket sales software and event registration programs is huge. There are many specialized solutions for specific types of events, event sizes, experience levels, and more.

To navigate efficiently to the best solution for your own needs, a methodical approach should definitely be taken. By considering the following tips, managers can move safely and precisely towards the goal. 

Analyze needs The first step in searching for the perfect event registration system is to find out what it is primarily needed for. In the process, predominantly the types of events to be managed, (trade fair, conference, concert, theater, target group, size, etc.) are to be determined. Afterward, it will be reconciled which solutions could be considered in this respect.

Furthermore - preferably based on existing experience - it is necessary to define which concrete pain points the system must finally solve. Here, those responsible should look not only at their company but also at potential visitors.

• Are there specific problems with managing registrations that employees frequently encounter?
• Have feedback from event participants been received that suggest or directly address that a certain registration process could be simplified?

This would set the core points on which the choice of event ticket software or event registration solution is primarily based.

Focus on user friendliness After it is clear what the event registration software must be able to do, it should be ensured that it meets the requirements of the users in the company. What is the use of the most modern technology if no one can use it correctly?

Good registration and ticket software is easy to use yet offers all the functions for rationalizing the most important processes that are needed. Only then can the program provide maximum benefit.

Ideally, the user-friendliness is tested in thorough trials. This takes time but pays off.

Prioritize optimal security People are increasingly worried about how companies handle their personal data. If serious concerns arise in event registration, there is a great risk that the process will be canceled or not started at all. Moreover, there is an increased risk of severe penalties for any actual security gaps.

For these reasons, organizers are well advised to carefully check the security practices of the providers under consideration. A modern and certified encryption is a must. Additionally, the DSGVO requirements should be fully met.

What does an event registration and event ticketing system cost?

The cost of event registration software or an e-ticketing system can vary greatly depending on the integrated functions as well as the event size (number of participants) and frequency. Simple solutions are even available for free.

Such a free online ticketing system only comes with absolute basic functions such as modules for setting up a registration process. Some of these platforms also include basic analysis and reporting tools but do not offer advanced features such as ticketing, seat assignment, etc.

In general, the price range starts with free or cost-effective platforms for 20 to 50 euros. These mostly focus on smaller individual events. In the medium to upper price segment, more powerful and customizable enterprise-level solutions for large participant or numerous events in the year are found. Here, monthly or annual fees of several hundred or even thousand euros are expected.

The impression of the relatively high costs for better-equipped online ticketing systems often fades quickly. This is because these services often provide significant added value in the form of time savings and a generally enormous increase in efficiency when organizing larger events. Cheaper alternatives do not suffice for many purposes.