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Everything you need to organise a conference

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As an organiser, planning is your biggest challenge. Which speaker can lead a session when? And how do you divide the sessions between the different rooms? When organising a conference, it is therefore useful if participants can put together a programme in advance. For instance, by already choosing from various sessions or workshops. This way, participants can attend the sessions that are important to them. And nobody will be standing in front of an overcrowded room.

When paying online, you naturally want to provide a smooth user experience. Especially when things get complex. For example, because you offer multiple participants or products per booking. Or when setting up different discount structures. Such as earlybird rates or promotional codes.

Basic parts

Invitation system with statistics

Send your guests a personal, professionally formatted e-mail invitation - all in your house style. Who did not respond yet? They get an automatic follow-up. Invitees land on a sleek, branded page where they can let you know with one click whether they are coming. No spambox hassle, but smart sending via tools such as Mailchimp and insight into who clicked on what. That way, you stay in control.

Register the way you want

Invite visitors via a complete registration system with smart prefill. Simply upload your customer, prospect or employee list: name, address, place of residence - it's all already there. You tick what you need and add additional fields as required. Super-efficient, 100% tailor-made.

Confirmation with QR code and Wallet Pass

After registration, your visitor immediately receives a QR code by e-mail and a handy Wallet Pass. This way, they can check in to the event in no time - just scan and go!

Confirmation with a link to an access page for an online event or webinar

Participants will receive a personal confirmation e-mail with link to their own access page. Including programme, session choice and everything they need to know. Totally customised.

ICS calendar in the confirmation

Automatically send an ICS file in your confirmation e-mail, so visitors can add your event to their own calendar - be it Google or Apple - with one click.

Scan and badge, slice < 500 visitors

A badge is more than a name tag. Exhibitors immediately see who is in front of them, including organisation and category. And with the QR code, the badge immediately functions as a digital business card. Our Scan & Badge solutions work super fast: scan e-ticket, print badge, done. Thanks to our smart WebScanPrint module, you effortlessly arrange thousands of badges, without queues.

Additional options

  • Multi-language | if your event has visitors who speak different languages, you can choose the multi-language option. All e-mails, environments and tickets can thus be published in different languages at the same time.
  • Website/house style and url | Website and registration pages fully adapted to the customer's house style and needs.
  • Newsletter module | Set up e-mails for large sending groups. Possibility of group selection. Spam box prevention. Advanced mail sending via Mailchimp, for example. Includes insights into click logs.

  • Session choice with full = full | Participants can compile a programme in advance with a choice of sessions and workshops. With full = full, you ensure that room capacity is not exceeded.
  • Participant exhibitor registration system | In addition to visitor registration at the entrance, Eventpartners also offers visitor registration for exhibitors, the ExpoWebScan. Exhibitors scan participants interested in their product and build a database without manual data entry.
  • Invitation system relations (exhibitors) | Exhibitors can easily send trade fair invitations to their relations. In the management environment, the exhibitor can see which relations have RSVP'd and even which relations appeared at the event when (possibly with SMS notification).
  • Exhibitor photo badge registration system | We can provide a photo booth for events where it is necessary for specific people to have an image (face picture) displayed on their badge. This is useful for badges of, for example: exhibitors, sponsors, organisers, VIPs and people working at the event. Exhibitors can also upload their photo in advance in the back office so that their photo is already in the system when they arrive on location and this photo is used on the badge.
  • Queuing system for stand visitors | A modern, digital version of the old numbering system (drawing numbers) where visitors receive a message on their phone a few minutes before it is their turn, allowing them to visit the fair in peace.
  • Badges event specific | At a congress, there are several reasons to give participants a badge. The exhibitor sees the name and possibly organisation of the participant, sees a possible categorisation of the participant and can scan the QR code as a digital business card. We always have a suitable Scan and Badge system for different badge quantities and requirements.
  • Photobooth for exhibitor badge | We can provide a photo booth for events where it is necessary for specific people to have an image (face photo) displayed on their badge. This is useful for badges of, for example: exhibitors, sponsors, organisers, VIPs and people working at the event. Exhibitors can also upload their photo in advance in the back office so that their photo is already in the system when they arrive on location and this photo is used on the badge.
  • Promotion code | Create your own promotion codes for a digital guest list.
  • Earlybird | Set an earlybird discount for people who purchase tickets early.
  • Actions 2 for price 1 | 2-fetch-1-pay campaign in a magazine or 25% reduction for a sponsor.
  • Api links to any system | We offer the ability to link our software with several leading, globally used software packages. Such as: Exact, Hopin, Eglue, Salesforce, Zapier or Open API links.

Available from € 1,995

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Basic components:

    Invitation system with statisticsVisitor registration system with pre-input, name fields and additional fieldsConfirmation with QR code and Wallet PassConfirmation with a link to an access page for an online event or webinarICS calendar in the confirmationBasic badge less than 500 visitorsScanning system

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