# Just Attend

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### Should I Buy or Rent Event Badge Printers? Here’s What You Need to Know

Lately, we’ve had a surge of event organizers asking a familiar question: “Can we purchase your event badge printing software without renting your kiosk printers and machines?” It’s a great question — and one that highlights a bigger decision every event planner faces when it comes to event badge printing hardware: is it better to rent or to buy?



In this article, we’ll break down the real pros and cons of each option so you can make the most cost-effective and efficient choice for your next event.



If you’re just after the quick answer — yes, you absolutely can buy our software without renting our kiosks. But before you decide, read on. The insights ahead might just confirm your instincts… or completely change your strategy.



Buy vs. Rent: Why Owning Your Event Badge Printers Pays Off Long-Term



If you run multiple events a year, buying your own badge printing hardware can be a smart, strategic move.



When you own your equipment, you’re in full control: you can test setups ahead of time, train your team once (keeping that muscle memory), and roll into every event knowing exactly how your system behaves. There’s no need to worry about availability during peak event seasons and you have complete control over what hardware you want to buy to suit your needs.



From a financial perspective, the ROI adds up quickly. Rental costs can make sense for one-off conferences, but if you’re hosting multiple events annually, the math usually tilts in favor of ownership. After just a few uses, the initial investment often pays for itself — and from that point forward, every badge you print is saving you money.



However, owning your own badge printing hardware comes with some challenges that rental options don't.



1. Capital Hardware Purchase



Let’s be honest — buying event badge printing hardware isn’t cheap. A single self-service kiosk setup typically costs around $2,000 (excluding software, ink, and badges), and most events with more than 150 attendees will need at least two or more units to keep check-in lines moving. That means your upfront investment adds up quickly.



Unless you already have the budget set aside, you’ll need to fund that purchase — either out-of-pocket or through a loan, which often comes with steep interest rates. It’s a significant capital expense, and it’s important to factor in how many events you’ll need to run before that cost starts to pay itself back.



2. Choosing The Right Badge Printing Hardware



We often hear event managers say, “It’s OK — we’ll just grab a thermal printer from Amazon for £30.” And yes, you absolutely can. But those printers are designed for home use — printing the odd shipping label, not handling the pace and pressure of event check-ins.



When it comes to event badge printing, speed and reliability are everything. A cheap printer might save you a few dollars upfront, but it’s likely to fail when you need it most, leaving you with long queues, frustrated attendees, and a stressful start to your event.



Your check-in experience is your event’s first impression. If the technology stumbles, so does the mood. That’s why choosing the right badge printing hardware isn’t a “nice to have” - it’s mission critical.



If you’re investing in hardware built for professional event use, here are the two main printer options we recommend:









Thermal Printer: Zebra ZD621 with cutter module: approximately $1,000 per unitFast, durable, and perfect for high-volume badge printing.









Inkjet Printer: Epson C3500 label printer:approximately $1,500 per unitIdeal if you want full-color badges or sponsor logos





In addition to the printer, you’ll also need:




A laptop or tablet to run your badge printing software (around $350)



A USB or Bluetooth QR code reader (around $100 for a reliable model)




It’s an investment, but when your check-in runs seamlessly and attendees walk away impressed, it’s one that pays off from the very first event.



3. Factoring the Cost of Badges, Ink, and Maintenance



When budgeting for badge printing hardware, many event managers focus solely on the upfront cost of the printer — but the real cost comes down to the consumables and maintenance over time.



The Appeal (and Limitations) of Thermal Printing



Direct thermal printers are attractive because they’re simple: there’s no ink to replace and no waste boxes to deal with. They’re lightweight, compact, and easy to transport - great if you’re flying or hopping between events.



However, there’s a trade-off. Thermal printers can only print in black, since the badges are heat-activated to turn black on the printed areas. That means your badge design options are limited, no logos, colors, or sponsor branding.



You can pre-order color pre-printed thermal badges from your supplier, but that comes with challenges:




The color layer is produced using dot matrix UV printing, which reduces sharpness and detail.



You’re limited in badge variations like distinguishing Attendees, Speakers, and VIPs often requires separate badge stocks, extra kiosks, or manual stickers.



You must pre-order at least 20 working days in advance, making last-minute changes difficult (especially if sponsor logos change).



Minimum order quantities (usually 500+) and unused stock often lead to waste and added expense.








By the time you factor in badge wastage and pre-printing costs, you can expect to spend around $800 per 500-person event using thermal badges.



The Flexibility and Efficiency of Inkjet Printing



Inkjet printing may seem more expensive upfront, but for many organizers, it ends up being more affordable and far more flexible.



Because inkjet printers (like the Epson C3500) print full-color badges on demand, you don’t need pre-printed stock. You can design and print everything on-site, right up until check-in opens. That means:




Last-minute sponsor additions? No problem.



Badge variations for speakers, exhibitors, or staff? Instantly handled.



High quality printed event badges



No wasted pre-printed badges after the event.








In terms of consumables:




A full set of ink cartridges costs around $120, printing roughly 400 badges (depending on color intensity).



Plain, off-the-shelf badge stock costs about $170 per 500 badges — and can be reused across events.




That brings your total consumable cost for a 500-person event to around $400 — roughly 50% cheaper than the thermal route, with added flexibility, full-color branding, and zero waste.



4. Transporting Your Event Badge Printing Kiosks



Whether you rent or own your badge printing hardware, you’ll need to get it to and from each venue — and that means factoring in transport and logistics costs for every event.



Traveling With Badge Printers



Thermal printers are relatively compact, but they’re not exactly carry-on friendly. If you’re flying, they’ll need to go in your checked luggage, which introduces risk. Lost or delayed baggage can quickly turn into an on-site crisis when you’ve got a lobby full of attendees and no printers ready to go.



That’s why many organizers choose to ship their kiosks ahead of time using a courier service. It’s more reliable and gives you the confidence that your equipment will be waiting for you when you arrive.



Protecting Your Hardware



If you’re transporting your own kiosks, don’t rely on the manufacturer’s original packaging — it’s not built for multiple trips. Invest in heavy-duty shipping cases designed for event equipment. A durable case that can actually withstand repeated handling typically costs $600 or more, but it’s worth every penny compared to replacing damaged gear.



Also, be sure to insure your shipments with higher liability coverage so that, in the event of loss or damage, you can recover the value of your hardware.



International Events and Customs



Taking your kiosks abroad? That’s where things can get tricky. You’ll need to handle customs declarations, trade agreements, and temporary import/export paperwork to avoid paying unnecessary duties both ways.



Depending on your company’s legal residence or event jurisdiction, you might even face restrictions on re-importing equipment — which can mean delays, storage fees, or, in worst cases, confiscation or destruction of the shipment.



Always Have a Backup Plan



Ask yourself: What’s your plan if your equipment doesn’t arrive on time? Whether it’s a lost shipment, customs delay, or damaged case, having a backup strategy — like a local rental option or on-site support partner — can make or break your event day.



5. Storage, Support, And Replacement Costs



Owning your event badge printing hardware means you’ll need to think beyond the events themselves — specifically about where to store your equipment and how to plan for replacements over time.



Storage Between Events



If you only own a single kiosk, storing it at home or in your office is simple enough. But once you scale up — two, three, or more kiosks — storage space quickly becomes an issue. That’s when many organizers find themselves renting external storage, which adds a monthly recurring cost to ownership.



Support



When you purchase your own event badge printing hardware, you also take on the responsibility for how it operates and integrates with your systems. That includes setup, configuration, troubleshooting, and maintenance.



It’s important to remember that if something goes wrong during your event — especially at check-in — your software provider can’t always support hardware they didn’t supply or certify. In other words, you’re largely on your own when it matters most.



That’s not necessarily a problem, as long as you’re prepared. Before your event, make sure you’ve:




Fully tested your setup end-to-end with your software



Trained staff on basic troubleshooting steps



Packed backup cables, labels, and power adapters



Documented your printer settings and configurations




Being proactive ensures you’re not left scrambling during the most mission-critical moment of your event: attendee check-in.



Loss, Damage, and Theft Risks



With frequent movement between venues, the risk of damage, loss, or theft becomes very real. Large conference centers and expo halls are particularly prone to IT theft — equipment can go missing in the chaos of setup or teardown, even for the most careful teams.



If you own your hardware, you’ll need to self-fund replacements unless you have comprehensive insurance coverage which, of course, comes with a monthly premium.



Depreciation and Replacement Planning



Even if nothing goes wrong, hardware has a finite lifespan. Components wear down, technology evolves, and reliability declines. On average, you can expect to replace:




Laptops or tablets every 4 years



Printers every 6 years




The smartest approach is to plan ahead. Set aside around $350 per kiosk per year into a dedicated replacement fund. That way, when it’s time to upgrade, you won’t be scrambling to cover the expense or disrupt your event budget.



Rent vs. Buy: Why Renting Your Event Badge Printers Can Be A Smarter Choice



Most event managers don’t like renting badge printing hardware — especially when they’re running multiple events a year. It can feel like a never-ending expense, and when budgets are tight, every dollar counts.



And it’s true: over time, buying your own badge printing hardware will almost always work out cheaper. But as we’ve explored above, ownership comes with responsibilities — from maintenance and storage to transport, insurance, and replacement planning.



If you’re not ready to take on those ongoing demands, renting might be the smarter choice. Yes, you’ll likely spend more in the long run, but what you’re really paying for is peace of mind — no setup headaches, no equipment worries, and full support when you need it most.



So, how do rental costs actually compare — and what are the real pros and cons?



Let’s break it down.



1. Cost Of Renting Badge Printing Hardware



Let’s start with the elephant in the room — costs. The good news? They’re not as high as you might think, at least not with us here at Just Attend.



You can rent a complete badge printing kiosk for just $400 per event. That price includes:




A professional-grade printer



A USB QR code scanner



Your choice of a laptop or tablet




Unlike many competitors who charge per day — including weekends if delivery or collection falls on a Friday or Monday — we charge a flat rate per event. Like-for-like, Just Attend is the most affordable combined software and hardware rental provider in the event industry.



But affordable doesn’t mean cheap. You’re not compromising on equipment quality, reliability, or support. In fact, we’d go as far as to say that the service, setup, and reliability we offer rivals even the biggest (and most expensive) event badging providers out there.



To put it in perspective:




Buying your own kiosk costs around $2,000.



Renting one costs $400 per event.




That means you’d need to run at least five events before ownership starts to deliver a financial return — and that’s before factoring in storage, transport, maintenance, and replacement costs.



Plus, your $400 rental includes end-to-end support. Every kiosk is fully prepared, tested, and configured before it leaves our facility, so when it arrives at your venue, it’s truly plug-and-play. You’ll be printing badges within 20 minutes of setup.



It’s worth noting that the rental fee doesn’t include software, shipping, badges, or ink — but neither does the $2,000 purchase price for buying your own hardware. That’s an important distinction many event managers overlook when comparing quotes.



2. Simpler Logistics Allow You To Concentrate On More Important Things



When you rent your badge printing hardware from Just Attend, we handle all the logistics — from delivery and collection to coordinating directly with your venue. That’s one major responsibility you don’t have to manage yourself.



We liaise with your event venue to ensure:




They can receive and securely store the equipment



Power, internet, and tables are available for setup



Everything is ready for a smooth, stress-free check-in experience




Ideal for International Events



If your event is overseas, renting makes even more sense. Instead of dealing with international shipping and customs paperwork, we handle it all for you. In many cases, we already have hardware based within your event’s country, minimizing delays and avoiding unnecessary duties or taxes.



Even when we ship across borders, our team understands the customs processes and documentation required to get the equipment in and out efficiently — no surprises, no hidden costs, no stress.



So if you’d rather board your flight without worrying whether your printers will arrive on time, renting with Just Attend is simply the safer, smarter choice.



Cost-Effective, Optimized Shipping



Shipping badge printing kiosks can be expensive — the equipment isn’t small or light. (For example, the Epson inkjet label printer alone weighs nearly 30 lbs / 12 kg.)



We’ve optimized our logistics to keep costs low:




Compact, protective packaging



Planned dispatch schedules using economy shipping services



Remote configuration, so we can prepare the hardware virtually after it arrives




That means we can ship early to meet your deadlines, finalize your badge designs later, and still have everything perfectly configured by event day.



And remember — even if you own your hardware, you’ll still face these same logistics challenges and shipping costs. In many cases, managing it yourself can end up costing more than our full-service rental.



3. End to End Support When You Need It The Most



One of the biggest advantages of renting our hardware alongside our software is that you get complete, end-to-end support. From the registration platform where you load your attendee data, to the on-site kiosk software that prints your badges, everything is managed by a single partner — us. That means one point of contact, one support team, and one less headache for you to deal with during your event.



When you buy your own equipment, support becomes fragmented. You’ll have one contact for your laptop, another for your printer, another for your software — and when something goes wrong during check-in, you’re the one stuck in the middle trying to figure out who to call. That’s stress no event manager needs when hundreds of attendees are waiting in line.



Having one partner who can provide full technical support, remote assistance, or even on-site presence is, in our experience, one of the most valuable benefits of renting over buying. Speaking as an event organizer myself, I would choose to rent for this reason alone — because when it comes to check-in, I simply can’t afford for things to go wrong.



4. Reliability Of Hardware



One common concern when renting badge printing hardware is not knowing exactly what you’ll get until you open the case on-site. Will the equipment be clean and fully functional? What if a printer shows heavy wear or a laptop arrives with missing keys? These details matter — the professionalism of your check-in setup reflects directly on your event, and you’ve invested too much to risk a poor first impression.



Many software providers that offer “hardware rental” don’t actually own the equipment themselves. Instead, they rely on third-party rental partners and simply resell or sub-lease the hardware to you at a margin. The result? Neither you nor your software provider has full visibility into the equipment’s condition before it ships.



In most cases, everything arrives fine — but when something does go wrong, and it inevitably can, it causes unnecessary stress at the worst possible moment. We know this firsthand, because we’ve experienced that model ourselves in the past.



At Just Attend, we take a different approach. We own all of our hardware, which means we’re not relying on external partners or middlemen. We are both the software provider and the hardware rental provider, giving us complete control from end to end.



That means:




We know exactly which hardware is being shipped to your event.



We verify its condition, cleanliness, and performance before it leaves.



We can make real-time decisions about equipment suitability and readiness.



We provide direct answers and immediate solutions — no “we’ll get back to you” delays.




Owning our equipment allows us to deliver a consistent, high-quality experience every time. When you rent both hardware and software from Just Attend, you’re getting a fully integrated service designed for reliability, speed, and peace of mind — wherever your event is hosted.



5. Understanding Rental Liability and Damage Protection



Renting badge printing hardware is convenient, seamless, and affordable — right up until the moment something goes wrong. Accidents happen: a laptop gets dropped, a printer takes a knock, or equipment goes missing after the event.



What many event managers don’t realize is that, buried in most rental agreements, there’s a clause stating that if any rented hardware is accidentally damaged, lost, or stolen while in your possession (or the venue’s), you’re responsible for the full replacement cost.



That means your $400 rental could suddenly become a $2,400 expense if you have to replace a kiosk. For teams on tight budgets, that risk can feel like a deal-breaker when comparing rental to ownership.



But here’s the reality: even in the unlikely event of accidental damage or loss, you’re still better off financially than if you’d purchased the equipment outright. Buying your own hardware means a $2,000 investment — and if it’s lost or damaged beyond repair, you’ll spend another $2,000 replacing it.



No one enjoys dealing with contractual clauses, but accountability can’t simply be waived because the damage was unintentional. That’s why we’ve made it easier to manage that risk.



At Just Attend, you can add our optional Damage Waiver Insurance for just $50 per kiosk. This protection covers accidental damage or theft while the equipment is in your care.



If the worst happens, you’re not liable for replacement costs — you simply walk away without penalty. Of course, if you choose not to take the insurance and damage does occur, you’ll be responsible for the repair or replacement costs as outlined in the rental agreement, just like any other provider.



This simple add-on gives you total peace of mind — so you can focus on running your event, not worrying about what-ifs.



How Renting Event Badge Printers Can Match (or Beat) the Cost of Buying



As we’ve discussed, the biggest drawback of renting badge printing hardware is the ongoing cost. It’s $400 per kiosk, per event — indefinitely. In contrast, if you bought your hardware outright, your costs would start to level out after around five events.



That seems like an open-and-shut case for buying. But is it really?



When you rent badge printing hardware, you’re not just paying for the physical equipment. What you’re really investing in is the service, setup, and support that come with it — the peace of mind you don’t get when you own your own hardware.



Still, we understand the challenge. You want to lower your per-event expenses so you can redirect your budget toward things attendees actually notice and remember.



But here’s the truth: flawless badge printing shouldn’t be memorable. If attendees remember it, it’s usually because something went wrong — and that kind of experience can stick with them long after your event ends, impacting how they perceive your brand and future events.



Because we at Just Attend own both our software and our hardware, we can offer something unique that other providers simply can’t — free hardware rental.



Here’s how it works:




Our badge printing software license costs $750 per event, or $3,000 annually for unlimited events.



For your first six events of the year, you’ll pay the standard kiosk rental fee of $400 per kiosk.



For every event after that (for the remainder of the year), your hardware rental is free.




You’ll still need to cover consumables such as badges, ink, and shipping, but you’ll be saving significantly on rental fees — and those savings add up fast.



Example:If you rent one kiosk six times in a year, your total rental cost is $2,400. Rent that same kiosk another three times within the same year, and your total remains $2,400 — no additional rental charges.



This model gives you the best of both worlds:




The predictable cost that ownership would give you



The flexibility, support, and simplicity of renting




It’s a true win–win — reliable performance for you, and a seamless experience for your attendees.



If you'd like to talk to us about how we can help you with your badge printing, book a demo or contact us below. We'll reply within 24-hours.

### Get A Cheap Self-Service Badge Printing Kiosk For $1,000

You’re an event organizer on a budget; you see all these posh self-service event badge printing kiosks at your competitor events and want to bring them to your event.



You call up a kiosk company, get a quote, and you fall back in your chair realizing just how much they cost.



You’re defeated. But not anymore!



Introducing to you BadgeBot from Just Attend, the world’s first affordable self-service event badge printing kiosk for $1,000!







With BadgeBot you get the large expo event check-in experience at your conference but without the cost, leaving you with more money in your budget for nicer things.



What’s included:




Self-Service Pedestal Kiosk



Fully brandable outer skin on all 4 sides top to bottom



Full color, dual sided badge prints



Touchless and touchscreen operation



Fully automated, requires no assistant




How Does BadgeBot Work?



BadgeBot uses our existing event badge printing hardware you use for traditional counter-top style check-ins, but instead of the equipment being on show on top of a table, it’s enclosed within a freestanding column kiosk designed for attendee self-service.







Dimensions, BadgeBot sits 40cm (w) x 40cm (d) x 1500cm (h) making it very compact and comfortable to use by everyone.



BadgeBot is connected to your venue internet connectivity over WiFi or ethernet and only requires 1 plug socket with all other cables hidden within its internal structure making installations look elegant and minimalistic.



If your event requires event check-in mobility where power and internet isn’t available, BadgeBot can be configured to run on batteries and 5G internet so it can be installed almost anywhere and operate for 10 hours between charges.



BadgeBot connects to our registration system and uses the same software to enable attendees to scan their ticket and print their event badge seamlessly without interaction.



Should they forget their ticket, they can use the built-in touchscreen to enter their email address or name to find their ticket.



How Do I Install BadgeBot?



BadgeBot is made from 2 components; an internal frame and an external skin.



The frame arrives flat packed for ease of transportation, lower shipping costs and it can be constructed on site at your venue in just a few minutes without needing any tools.



The outer skin is made from 2 material choices:




Corrugated Plastic (Correx) which is our standard material



Corrugated Cardboard for a more premium finish and feel




Both materials are 100% recyclable which is an added advantage over vinyl branding options improving your event’s environmental impact.



The outer skin is fully customizable to your event and branding needs. It’s shipped directly to the venue pre-cut, with fold lines so all you need to do is fold the creases and slide it over the frame to complete the kiosk look.



When your event is over, simply put the outer skin in your venue’s recycling waste and place the frame kit back in its box.



Why Is BadgeBot Cheaper Than Other Options?



Cheap doesn’t always mean poor quality. The internal hardware used in BadgeBot is the same as we and other badge printing companies use across the world.



The main reasons why BadgeBot is cheaper than the competition is down to cheaper developmental, maintenance, and transportation costs.



It’s been made with your budget in mind but without losing the performance and visual qualities your attendees like at other events.



The frame is lightweight and can be flat packed into a box about the size of an airplane carry on case. This reduces the shipping costs down from $100’s to $10’s each way.



The outer skin is cheaper to produce vs vinyl stickers and the cost of application to the kiosk by our competitors by a few hundred dollars.



We also don’t require you to buy a wooden pedestal for the kiosk to sit on at several hundred dollars.



How Much Does BadgeBot Cost?



When pricing kiosk rental you need to factor in the cost of the hardware (printer, laptop, scanner), consumable like the badges and ink, branding, the kiosk shell itself, and the cost of shipping to and from your venue.



Using other providers, you’ll pay approximately $500 for the printer, laptop, and scanner rental, another $700 for the consumables like ink and badges, $300 for the kiosk shell, $400 for branding of the kiosk. In total that will set you back $1,900 without taking into consideration shipping to and from your venue and of course, the badge printing software.



Shipping costs are unavoidable, the size and weight of the equipment dictate the price, but you can expect a standard kiosk to take up around 3 boxes. Shipping cost per box, per direction will set you back around $200, so expect $1,200 in shipping costs on top.



That’s $3,200 per kiosk without software.



Using BadgeBot, our costs work out at approximately $400 for the printer, laptop, and scanner, $350 for consumables, $100 for the kiosk frame, $150 for the branding of the kiosk skin, bringing the total kiosk rental cost to $1,000 minus the software license cost.



When shipping, the kiosk hardware can be sent in 1 box rather than 2, and the kiosk frame sent in another. The cost of shipping per direction for them all is approximately $350, totalling $700.



That’s $1,700 per kiosk without software, delivered. Saving you $1,500 compared to our competitors.



BadgeBot brings event badge printing kiosk rental into affordable price ranges for the mid-sized event organizer.



So if you’re after a self-service event badge printing kiosk for your next event, book yourself a demo or reach out to us below.

### Onsite Badge Printing For Events That You Can Actually Afford

We’ve heard it from our new inquiries over and over again, “Onsite badge printing for my event is super expensive” or “I didn’t realize that printing badges at my event would cost so much. Why is that?”



The ugly truth is, you are here because you don’t appreciate what it takes to run a successful on-demand, onsite badge printing and check-in service.



That was also my opinion too way back in 2018 when I began my journey into event organizing. I would call up badge printing companies, receive their quote and think “WOW, that’s expensive for a badge” and then move onto the next.



What did I do? I did what you’re about to do (probably) and go to my local print shop to get 600 badges printed off in an afternoon for $500.



Taking The Dollar Option



What I wasn’t prepared for though was the sheer amount of carnage trying to hand out badges to 600 people who arrived at my event within 30 minutes of each other!



I soon realized that I’d messed up. Cheap wasn’t smart, it was disaster.



Long queues with stressed out volunteers frantically trying to find which Tom Williams was in front of them, then trying to find their badge in a sea of now unordered stacks, and frustrated attendees who just want to grab a coffee and a croissant to sit down after a long few hours of travel. It just wasn’t the first impression I had hoped for in my inaugural conference.



Don’t get me wrong, I prepared for it. I’d painstakingly arranged all the badges into alphabetical order, created check-in lanes for people with surnames starting with A to C, D to F etc. and briefed my volunteers who had arrived the day before the event on what to do.



Oh boy! did all that go out of the window within minutes of the doors opening. You see, people funnily enough don’t arrive in alphabetical order. Go figure!



“Never Again” I said to myself. From this moment I decided that onsite, on-demand badge printing was the only choice for given my event’s size, and it was my job to ensure I budgeted for it properly.



Getting Quotes For Onsite Badge Printing



As soon as my event was over, I went straight on Google to find more companies that specialized in event badge printing. This time I had time and wisdom on my side. I could plan and budget for it.



For my 600-person event I was receiving quotes between $9,000 and $13,000 for a specialist to run my event check-in for me.



That’s $21.60 per badge when I was paying $1.20 for pre-printed badges or nearly 10% of my event budget to put it another way.



I didn’t make that margin on my last event, so where am I going to find an extra $10k? Do I put the attendee ticket prices up by $17 a ticket? What if I don’t sell enough tickets?



I began to realize that I wasn’t appreciating the costs of running onsite badging.



I was comparing it to another solution whereby all the equipment is installed in one place, didn’t need to be moved, required one operator, and can fulfil many customer orders per day.



Whereas with onsite event badge printing the equipment needs to be transported, setting up, required different software that allowed self-service operation, and of course the cost of staffing including their wages, travel, and overnight expenses.



These all depend on where your event is hosted and how far away your chosen badge printing supplier is from there.



Suddenly it dawned on me, the convenience and ease of the check-in process and a lot less stress for everyone right at the peak time was the value and the cost of it was a ‘me’ problem.



So, what did I do for my next event? That’s right, I built my own event platform along with self-service badge printing software like any normal event organizer, right?



I am fortunate that I had the technical experience and time to do this, but for you that might not be the case and you’re looking for solutions that bridge the canyon between pre-printing badges at your local print shop and going all in with an onsite badge printing solution.



What Are Your Event Badge Printing Options?



I’ve already discussed the cheapest and most expensive options, but if you’re here and still reading, then it means you’re looking for something in between them.



Essentially you have 2 options that help bridge the gap and provide you with onsite badge printing on a budget. Both have their upsides and downsides compared to the full service, which I’ll come on to as I go.




Do it yourself (DIY) onsite badge printing: This is essentially a rental service where you hire the required equipment and materials, they are shipped to your venue and you’re responsible for the setup, configuration, support, and operation of your event’s badge printing.



Assisted DIY onsite badge printing: This is a hybrid between rental only and fully staffed where the supplier sends a technician to setup and maintain the equipment whilst your team run the badge printing operation.




A Closer Look At DIY Onsite Badge Printing



DIY event badge printing’s popularity with organizers is on the rise. The lure of saving thousands of dollars while still retaining the professional check-in experience with the correct hardware is overwhelming.



Is DIY badge printing for you? To help you answer that question let me explain more about this service in detail.



What is DIY Onsite Badge Printing?



With this option you will rent the badge printer, kiosk computer, the software to operate it, and purchase the consumables like the badges and ink from a rental provider.



They will deliver the equipment to your chosen venue, you’ll set it all up and run your own event check-in process using your own staff.



After the event, you’ll repackage all the equipment and the rental provider will collect it, or in some cases you’ll need to drop it off at a local collection point.



What are the advantages of DIY badge printing?




You’re able to print your event badges on site rather than pre-printing and missing a number of attendees that sign up after your print run.



You only print badges for people who turn up leaving you with less waste from badges that aren’t collected.



You can handle any reprints on site when someone’s name or job title is spelt incorrectly.



You can have multiple designs for your badges depending on the role of the attendee to make Speakers stand out from normal attendees etc.



You have less queues at registration because your team aren’t having to work frantically to find a person’s badge in a pile of others.



Attendees have a happier and less stressful first experience at your event allowing them to enjoy your event quicker.



Your event registration area looks more professional.



You can save thousands of dollars on staffing costs vs an external supplier by supplying your own staff or volunteers that are already at your event to run it for you.




All these advantages make DIY badge printing an attractive option to organizers. However, before you jump straight in, you’ll need to ensure that you’re prepared to take this option on.



What are the disadvantages of DIY badge printing?




You are responsible for the technical setup of the equipment. You’ll need to be familiar with the badge printer, the laptop / tablet operating system, and the event check-in software that must be used.If you’re good with computers, then this should be no huge issue. However, you may have to adjust printer settings to prevent banding (overlapping lines) or gaps on the badge prints.Sometimes this advanced fine tuning can be too much for organizers to take on when under so much stress.



So that you’re not seeing the solution for the first time the day before your event, you may need to hire the equipment before your event for a test. This will be an additional cost beyond the actual event days.If you don’t, the first time you’re going to see your solution is a few hours before your event and you have limited time to figure it all out.



What are you going to do if when you open your doors the system doesn’t work properly? Will telephone or remote desktop support be enough for you to get online quickly in a stressful environment when you have hundreds of eager attendees trying to get into your event? Having the right support in place is crucial to make this option work for you.



If you’re relying on volunteers to help you, typically volunteers are unreliable, and you need to prepare for last minute dropouts. Being able to train them as well, not only on the equipment, but also how to manage people and queues can be a challenge.




All these disadvantages sound scary, but if you’re well prepared, have reliable staff who can own the planning and execution and you have a rental partner who can provide instant support when you need it, then this option could be viable for you.



However, before you decide there are a few more things you need to prepare for.



The cost of event badge printing hardware rental



Event badge printers aren’t your $99 home office printers, they are industrial, heavy-duty, and built for reliability. Buying one outright can set you back over $2,000.



When renting one you can expect to pay anywhere between $120 and $170 per day often with a minimum of a 3-day rental period.



In addition, you’ll need to rent a laptop or tablet with a QR code scanner under the same rental term, and these can be $60 to $85 per day.



You’ll also have to pay for shipping to your venue and for the collection as well. These printers are quite bulky and weigh about 26lbs (12KG), so expect to pay around $250 per printer each way.



Now you need to work out how many kiosk units you need. This depends on the software you’re going to use and whether it supports self-service by the attendee or requires an operator.



The cost of badge printing consumables



Typically, there are 3 main consumables for a printer. The ink, the badge labels themselves, and a printer ink waste box.



A set of inks can set you back around $120 and depending on your badge color design and whether you’re printing double sided or not, you can expect anywhere between 400 and 600 badges to a set of inks.



Badge labels are typically sold on fanfold packs of 250 or 500. You will always need at least 15% more badges than you have tickets sold to cover reprints and initial printer alignment. We sell packs of 500 for $145 a box while others can charge up to $400 for 250.



What about the software and badge design?



Renting the hardware is just one component of DIY badge printing, now you need the software to check-in and print the badges you’ve designed.



Sure, you could just use Microsoft Word and manually type in the person’s name to a template and press print, but that is not practical when you need to check the validity of a ticket, and you have 100’s of people trying to check-in. The resources both human and hardware would simply cost too much.



The software you choose will depend on how you expect to run your check-in process. The easiest way is to allow self-service scanning of ticket QR codes by the attendees themselves. This way you need fewer staff members.



However, for this to work you need a solution that can integrate with your ticket registration platform or offer registration services inclusive otherwise attendees will be confused and you’ll end up needing to manually search for them by name or email address.



When you go to badge printing rental companies for quotes, be sure that they include this software in their price rather than it being a hidden extra you don’t spot and then you end up with a box of bits at your event you cannot use!



Is DIY Badge Printing For You?



In summary, DIY badge printing can be done and done successfully provided you have planned for it and not just trying to wing it on the day.



The cost savings can be quite considerable compared to outsourcing the solution to a specialist company.



Here at Just Attend we are the only company that offer a complete DIY badge printing solution with our in-house developed software and registration integration you need for one transparent and complete price.



We specialize in the small to medium sized events (300 to 1,500 attendees) where organizers want a professional experience but have strict budget constraints. After all, I created Just Attend for an event just like this.



When you choose our DIY service you get:




One transparent price with no hidden charges



One company to support you rather than multiple sub-contractors



Access to our web portal to upload your attendees



We can even run your registration and ticket sales for you



Full badge design service



All equipment is configured for your event before it leaves our warehouse, all you need to do is plug it in and away you go



Each kiosk comes complete with step by step instructions with pictures



Full training before your event delivered over Teams / Zoom



Kiosks delivered to your venue and collected by us. We handle all logistics



Instant support it remote connectivity so we can jump on at any moment to help you



Full check-in statistics and live dashboard so you can monitor how many people have arrived



Most of all your event success manager will be fully engaged with you before, during, and after your event so you have one point of contact throughout.




A Closer Look At Assisted DIY Badge Printing




https://youtu.be/XxYt-w3j-nE




Assisted DIY badge printing is the halfway house between pre-prints and fully outsourced onsite badge printing.



It combines equipment rental with technical onsite support to set up and maintain the equipment throughout your event. This means you don’t need to worry about how it all goes together or if something stops working during your event.



Generally, the technician will not get involved with the check-in operation but will be there to train you and your team on how to use it and they’ll monitor the equipment, replace inks and badges etc.



The biggest advantage of assisted DIY badge printing is the convenience of having a technical expert on hand to provide instant support so you don’t need to worry or take that on board. You’ll also not need to hire the equipment in advance of your event for a trial run either which can offset some of the cost.



The biggest disadvantage of course is the cost. Unless you are extremely lucky that the technician lives next door to your venue, you’re going to need to pay travel and when your event is multiple days, overnight expenses on top of their daily rate.



Many organizers don’t fully appreciate that, but it’s unavoidable.



For a technician, expect to pay between $400 and $600 per day, plus expenses depending on location and how many days a technician is required. Some rental providers who quote you their rates will exclude expenses until you have signed up with them, so be careful when signing your agreement.



Assisted badge printing is by far our most popular service we provide to our customers due to the convenience of having someone on site and available to take charge and care of things.



Unlike our competitors who will just sit in a corner and wait for you to go to them, our technician will actively get involved with your check-in process alongside your team.



They’ll take care of all the setup, testing, and any maintenance issues with the equipment. They’ll also take care of any attendee support queries like changing names on badges etc. they’ll train your staff, and they will work front of house to assist your team in getting your attendees from door to expo floor as quickly and efficiently as possible.



Affordable Onsite Badge Printing



Are any of these options truly affordable badge printing solutions? Of course, they are never going to be as cheap as pre-printed badges from your local print shop, but they are a lot cheaper than going all in with a fully outsourced and staffed badge printing firm (We can do this too if you want), allowing you to bridge the gap.



So how much do these solutions typically cost?



I am sorry to say that it depends. I built Just Attend with the ethos of simplicity and transparency to our customers. As an organizer myself, I am tired of being ‘scammed’ by companies giving me cheap quotes but then stinging me with hidden charges once I had signed.



But let me leave you with this example.



“You need badge printing for a 500-person event over 2 days in Los Angeles. How much will it cost for DIY only and assisted DIY badge printing?”



For DIY only which includes everything you need, hardware, consumables, shipping, software and support would be around $3,500 inclusive.







For Assisted DIY badge printing for the same event, including hardware, consumables, shipping, and a technician onsite would be around $4,200 plus expenses.







With regards to expenses, we charge a flat rate of $500 for travel, $160 per night lodging, and $75 per day meal allowance, bringing the total cost estimate to approximately $5,000



For a fully outsourced staffed badge printing service you can expect to pay $8,000 to $9,000 for this type of event.



If you would like to see how much DIY or Assisted Badge Printing may cost for your event, then we created a handy estimator tool on our website where you can get an instant cost estimate based on your event needs.



Chat to us today about your event badge printing needs.

### How We’re Enabling Badge Printing For Events All Around The World

Event badge printing, it’s a headache, isn’t it? Every time you move venues or change countries you may need to find yet another badge printing partner who can provide onsite registration services for you.



It’s time consuming having to Google for “onsite badge printing in Croatia” and then reaching out to various companies to learn about their services, whether they can support you, and if their proposals are within budget. Sometimes even trying to find one that can help you feel exhausting.



Then, even when you have found that one company you think you can work with, it’s a worry for you because you’re handing over your event’s first impression to your attendees to a company you haven’t worked with before. Will they do a good job? You’ll find out when your doors open.



We hear this time and time again from customers who come to us seeking support with their badge printing needs. It’s clear to see they have been let down in the past and are eager to find that one partner that can follow them across the world and deliver a reliable onsite badge printing service for their events.



Why Badge Printing Services Are Difficult To Find



In simple terms the main reasons it’s hard to find badge printing companies that can help you is down to location and people resources.  Unless that company has a full-time presence in and around your chosen venue location, it’s difficult for them to support you, and when they can, the cost of that service invariably falls outside of your budget.



Other limitations can include their ability to produce the badge styles and types for you to retain your event brand theme, lack of integration with your ticketing system that prevent you from offering online ticket sales leading up to and during your event, and their availability to offer you their services on the date of your event.



These issues can cause you to look for alternatives.



What About Pre-Printing Event Badges?







We find that when an organizer cannot find an onsite badge printing company, they’ll start looking at printing their attendee passes in bulk in advance and then having them shipped to the venue in time for the event.



At face value the cost is cheap, just a few hundred dollars plus shipping for 1,000 badges seems reasonable right?



True, but the cost of producing the badge is just a fraction of the overall cost you’re going to incur.



When pre-printing badges (you can get them from us too) there is a cut-off date for production.



Many companies that offer these pre-printed badges will state they need a minimum of 14-days between you supplying the data to them producing it and shipping it to your venue.



The problem with this is that for many conferences and exhibitions, the last 2-weeks before your event is your busiest sign-up period. You’re going to have several tens or hundreds that arrive and they won’t have a printed badge.



How are you going to deal with those? What impression of your event are they going to get from having a handwritten badge?



What if the badges get lost or don’t arrive on time because of shipping delays?



However, even if you do accept these downsides in favor of budget, you’ve got to somehow check-in and hand everyone their badge.



This takes co-ordination, organization, and a lot of people to ensure your attendees can get into your event quickly.



Even if you have the people power and the badges are sorted alphabetically, attendees never arrive in order and without an effective and experienced team your check-in can quickly descend into chaos.



We find many organizers who choose this option end up wishing they hadn’t.



What About Renting Badge Printing Hardware?







We’re seeing a lot of event organizers looking into badge printing kiosk rental options. There are two main hardware rental providers in the event industry, Choose2Rent and One World Rental.



We have worked with both and are familiar with their products and services.



Hardware rental seems a viable middle ground between pre-printing and finding a dedicated onsite badge printing specialist. You at least get the hardware onsite to run your own onsite check-in.



However, we find that organizers are not prepared for the cost and operation of this solution.



When it comes to cost, be prepared to hire by the day and with a minimum rental period of usually 3-days. Also, should your event begin on a Monday or end on a Friday, you may be charged additional rental fees to cover the weekend before or after your event as courier collections / deliveries are weekdays only.



The cost doesn’t end with the hardware rental, you’ll have the cost of shipping the kit to your venue as well as the cost of the return. On top of that, the cost of consumables like ink and of course the badge paper / card itself.



There are also late return penalties should your venue not offer the equipment to the courier on collection.



All of these costs are quite reasonable in terms of why they are charged, but often organizers don’t fully appreciate how much it all costs.



Then on top of all the cost you must find a software solution to scan your event ticket and print out your badge (and maybe a designer to help design your badge style). This will be extra cost on top of the hardware rental.



Then you need to consider training, support, and onsite staffing.



Are you prepared for any technical glitches on event day and how well are you going to be supported to resolve them when the technician is on the phone and maybe in a different country?



Once you’ve factored in all this you may find the cost can be similar to hiring a dedicated badge printing company to deliver the solution for you.



How We Help You Deliver Badge Printing In Your Country



We provide onsite badge printing for events in North America, Europe, United Kingdom, and the Middle East primarily, but can support other countries by request.



Unlike rental providers, we also provide you with the full wrap around services you’re looking for when needing a badge printing solution.



This includes the check-in software, integration to your ticket selling platform, pre-event and during event support with badge designing, test printing, and onsite delivery, setup, and management. We can even supply you with lanyards.



We offer 3 main badge printing services for you to choose from. Each of them carefully created to meet your needs and budget.



Rental Only



Unlike our competitors in the rental only space, you get everything you need to run your own event check-in and onsite badge printing delivered to you.



This includes our software pre-installed, machines configured specifically to your event specification, ink, badges, and most importantly of all remote connectivity software so we’re able to remotely connect to the kiosks in any location to make those technical changes you may need.



We don’t charge you rental  by the day or when weekends get in the way of delivery and collections. Our price is based on a flat rate hire. So if your event is one day or five, the rental  price is the same.



In addition, you use our online platform that can integrate with your own registration system like Cvent, Whova, Ticket Tailor etc. so it receives registrations in real time. This means you can still be selling tickets at your event and badges can still be printed without delay.



We’ve designed our own transport cases so that everything you need, e.g. printer, laptop or tablet, scanner, all cables, ink, and badges fit into one case that can be shipped directly to your venue, reducing the overall cost of shipping and reducing the risk of part of the equipment being delayed through the logistics chain.



When you receive the kiosk, the case will include a detailed instruction manual with pictures showing you exactly what you need to do. Its very simple, all you need to do is plug in the power and USB cable.



But that’s not all, we are online ready to assist you through the setup process by telephone and through remote desktop software which means we can control the kiosks from our office. We’ll also remain on hand at a moment’s notice to support you should anything happen during your registration period.



When your event is over, simply put all the kit back into the case, attach the return shipping label, and walk away. We arrange with the venue to have the cases collected the next working day.



Assisted Onsite Badge Printing



Our assisted badge printing solution is our most popular solution organizers like you choose.



With this solution we send a trained technician to your venue alongside the equipment. They will set it all up, test its working properly, train your staff on how to use it, and remain onsite throughout your event to provide immediate support when you need it.



The daily operation of your check-in process will be run by your own staff. These could be volunteers that are already at your event saving you thousands of dollars in staffing costs.



Don’t worry though, you’re not paying the technician to just sit there. They will actively participate in the operation of your check-in process giving you an extra pair of hands when you need it.



A big benefit of having an onsite presence is that should any of your attendees need assistance such as changing their job title, company name, or even their own name, our technician can do that for you, taking the stress out of your registration process.



As we are at your event, it means we can get creative with the way we provide the hardware.



Our printers, the Epson C3500 are capable of printing a badge every 5 seconds. Realistically though, when you factor in attendee interaction with the kiosks, the real processing rate is around 3.5 to 4.0 attendees per minute, per kiosk screen.



This means that the printer is largely under utilized when they are matched one to one to a laptop or tablet.



With our rental only solution we only offer one to one laptop to printer setups to make it as simple as possible for you to use.



However, with our assisted solution we install our own wired and wireless network which means we can share one printer with up to 3 laptops or kiosks.



This means that you get the most out of the printer, use less ink, and less badge rolls without compromising on speed and efficiency of your check-in process whilst improving your event’s overall carbon footprint.



This also translates into cheaper rental and shipping costs as you’re hiring less printers which greatly offsets the cost of the assisted part of this service. Typically, the uplift from rental only to assisted is very small that it becomes a no-brainer for you.



Want to see a price comparison?



Let’s assume that your event is expecting 1,000 attendees and is a single day. 80% of the attendees are expected within the first hour of your event starting.



At a rate of 3.5 attendee check-ins per minute, each kiosk screen can support approximately 210 attendees an hour.



That means in rental only mode you’re going to need 4 x laptop / tablets, 4 x scanners, and 4 x printers with consumables.



Remember, the printers can work faster (up to 8 badge prints per minute), so by networking them with multiple kiosk screens with our assisted product means we can operate 4 x laptop / tablets, 4 x scanners with 2 x printers with consumables.



Rental OnlyAssisted Badge PrintingItemCostItemCost4 x Epson C3500 Printers$1,8002 x Epson C3500 Printers$9004 x Surface Go Tablets$2604 x Surface Go Tablets$2604 x QR Code Scanners$604 x QR Code Scanners$604 x Badge Label Box (500)$5802 x Badge Label Box (500)$2904 x Full ink set$4803 x Full ink set$3604 x Printer Maintenance Box$1402 x Printer Maintenance Box$70Badge Printing Software$750Badge Printing Software$7504 x Delivery Shipping$1,0002 x Delivery Shipping$5004 x Collection Shipping$1,0002 x Collection Shipping$500Remote Support$0Onsite Technician x 2 days$1,200  Estimated Expenses$1,500Total$6,070Total$6,390



As you can see, for $300 more you benefit from the comfort of knowing all your registration technical requirements are covered, leaving you to concentrate on chasing your keynote speaker!



Fully Managed Onsite Badge Printing



Our final service is our full badge printing solution where we do everything for you including staffing your registration points.



This service is for you if you cannot rely on volunteers or don’t have the staff to designate to registration duties.



Instead, we provide the staffing including technical and front of house attendants that can wear your branded uniform or arrive in black bistro style apparel.



To ensure the cost of the service is affordable we operate a lean expert team and hire local workers through our global network of temporary event staff employment agencies to augment our team.



The technical team are our employees and are fully trained and experienced with our systems. We run a pre-day training workshop with local workers at our own cost to ensure that they understand their job, the system, and what to expect. They are also experienced front of house professionals who work in the event and hospitality trade.



Hiring local resources is an efficient way to deliver all-inclusive onsite badge printing services. It means we can hire by the hour so when the rush has passed, we let some of the team go off shift saving you money.



They also provide a cultural benefit, they know the local language and customs of people that enriches the first experience your attendees have of your event.



Using our full service gives you peace of mind that your registration and check-in process will run like clockwork.



Reliable And Resilient Badge Printing Technology



We are our own developers. Unlike other providers who purchase their software from vendors, we develop our own.



We use our experience in the event industry (we’re event organizers too) to refine our product through real life experiences we live through as well as you.



Our badge printing software is one of the most reliable on the market with several layers of resilience built in. Each kiosk contains it’s own copy of your attendee ticket list that is refreshed every few seconds.



This makes the kiosks self sufficient in the event of a venue internet outage. They’ll continue to operate with their local copy until connectivity is restored. When it is, they’ll upload all pending check-in data and download a fresh copy from our servers.



This means your check-in system will never go down if your venue lets your down.



When you choose our assisted of fully managed solution you’ll also benefit from increased resilience as our network will fall back to 4G connectivity in over 78 different countries should your venue internet suffer an outage.



We Plan For The Unexpected



We have experienced it ourselves, you arrive on site and you’re missing an ink cartridge or an entire delivery of equipment. You check your tracking and discover there is a delay and it’s scheduled to arrive after you need it. It’s an awful, helpless feeling.



With us you don’t need to worry.



We ship our equipment worldwide on a weekly basis. We work exclusively with FedEx after extensive experience with other global logistics companies, we have found FedEx to be the most reliable and consistent courier that can support us.



We ship all our items to your venue ahead of time. Many venues will accept shipments from 7 days before your event. As we don’t charge you rental fees per day, we take the responsibility of ensuring our equipment arrives well in time for your event so we can take into account any unforeseen delays within the logistics and customs chain.



Our flight cases for the equipment are designed specifically to be transported with ease. They are also customs friendly if equipment is being transported across international borders so they aren’t delayed by inspections.



We work closely with FedEx and have all documentation prepared to ensure proper transit of the equipment without you needing to be involved in the customs process.



All equipment is fully serviced, cleaned, and tested before it is shipped. You will receive a copy of the dispatch note detailing everything that has been packed in. We will also include an extra set of inks just in case you either run out, or are unfortunate enough to receive a defective cartridge (it’s happened once before to ourselves fortunately. We learnt from that experience, so you don’t have to).



There is no reason beyond extreme mishandling whereby you’ll receive defective equipment.



If you’re concerned about this, we offer you the opportunity to rent an additional kiosk free of charge except for the cost of shipping and return. Therefore, giving you additional peace of mind that you have a readily available backup on site should you need it.



What To Watch Out For When Approaching Badge Printing Companies



We know that when it comes to event badge printing, organizers often underestimate the cost of the service, and some companies will tailor their initial quote to you knowing this.



Their service can appear cheap and it’s only when you’ve signed your agreement with them that the true cost of the overall solution becomes apparent.



Here at Just Attend, we pride ourselves on being transparent from the start. Our quotes are true quotes, not estimates. They include everything you need and have asked for at a fixed price that will not change. If we get it wrong, that’s on us, not you.



When comparing our quotes to others be sure to check their quote for the following:




Contains the total cost of labor, not just an estimate



Contains a fixed price for any travel expenses (not an estimate)



Contains the cost of insurance and customs duties



Contains the cost of all consumables you actually need



Contains the cost of additional badge printing software




Also it is very important to understand that we listen to your requirements from the outset and will quote based on the materials and hardware you need to deliver an efficient badge printing service.



Other companies will simply quote you for what you ask for. But we know an organizer asking for one kiosk to print 500 badges onsite is just not going to work well for them. We will advise you on what we know will work well and then it will be down to you to make the decision on whether to up size or down size.



If you need a reliable event badge printing provider in Croatia, Serbia, Istanbul, Los Angeles, New York, or anywhere in between, we are your partner of choice. Let’s have a chat about how we can support you today and tomorrow.

### New Features In Just Attend Q1.2025

We're very pleased to announce some awesome new features to Just Attend that have been released so far this year. 



These features are available for you to use in your events right now!



Organizations - Supporting customers that manage multiple event brands



Just Attend is a multi-event platform that enables you to run multiple events at the same time, each self-contained behind a dedicated web link. Until now, each of these events require you to setup your company information for invoicing and branding separately as well as add your team to manage the event.



We're pleased to introduce you to Organizations! Organizations allow you to create business units to host your events within. Organizations allow you to centralize multiple events together that share a common brand and business information as well as enabling you to assign your team members to the organization.

















Within an organization you can create multiple brand identities and assign them to the relevant events. When you need to make a branding change, simply change the branding theme and instantly all your events are updated across the web platform and mobile app.



If you're a large media company or event agency, you can create multiple organizations for each of your client's or business entities. You can then delegate the administration of events within each organization to the required event admins.



New technology partner program



We're pleased to announce a new program open to event agencies, event planners, and event suppliers. Wouldn't it be great if you could offer your customers a single event platform as part of your service offering? 



Imagine being able to standardize your services and consistently deliver excellent events time and time again. Imagine being so in control that you can take on more customers without increasing your head count!



Why not partner with us and make Just Attend part of your event toolkit? Together we will transform the event industry and save our event organizers from endless sleepless nights trying (and failing) to become a spreadsheet ninja!



Aside from our awesome event platform that will just make your life easier and bolster your service proposition, giving you an unfair advantage over your competition, what's in it for you?




The first event you sell Just Attend to, you get for 50% margin



You'll get 20% margin on all RRP of our software prices for all other events you bring to our platform



You'll get training and remote event support



You'll be able to offer our event services like badge printing to your customers



You'll be passed sales qualified leads from us in your territory 




Sound good? Send us an email if you'd like to join us!



Register volunteers for your events



Many of our customers rely on the support and generosity of volunteers to help them manage their event. To support them we've released a new volunteer module that allows you to publish your call for volunteers on the event platform.



When enabled you'll be able to list the possible tasks you need assistance with and also what benefits people will receive if they do decide to sign up.



You'll also be able to offer tickets for them to register, control their agenda to assign them to specific tasks, and promote their involvement through the mobile app and web platform by highlighting them to your attendees.

















Customize the attendee ticket registration journey with ticket categories



Ticket categories allow you to guide attendees to the tickets you want them to register for based on who the attendee is. For example, you might run an event in a university and need students studying a finance major to register for a particular ticket(s) and students studying business marketing major to register for another ticket or you run an association event where you have members and non-members.



Creating a ticket category gives the attendee a better starting point when choosing their ticket. Instead of seeing all tickets on the ticket registration page leaving them wondering which ticket to pick, they are met with a grid of ticket categories that help them understand which journey they need to take.

















Supporting sessions with multiple time options



There are times when you might need to re-run the same session multiple times throughout your event, perhaps because you have a seating capacity issue or you have multiple rotations.



It is now possible to group duplicate sessions together using session groups. When editing a session, simply assign it to a session group and the system will treat all sessions within the group as one logical session with multiple time options.



You'll still need to create each repeating session individually because they may be in different rooms with different seating capacity or have different speakers and you can schedule them in exactly the same way.



When attendees go to book onto a session that has multiple time options, they will be able to select which time suits them best.







When used in conjunction with room capacity restriction enforcement, attendees will only see available time options for sessions with space to book on to.



Automate attendee agendas based on what ticket they purchase



This feature allows you to create an automation rule that is triggered on the purchase of a specific ticket(s), or ticket categories to add prescribed sessions to the attendee's personal agenda.



For example, maybe you want all attendees to attend an event keynote. Wouldn't it be great to add the keynote automatically to their agenda so they don't miss it?



Perhaps a more complicated example is you're running an event whereby if an attendee purchases a specific ticket, they must go to a specific set of sessions. In our university example, perhaps the finance student must go to 3 sessions dedicated to the finance subject.







Each rule can have multiple triggers and multiple actions. You can prioritize the actions to ensure the most important sessions get added to their agenda first with subsequent sessions getting added if there is available space on their agenda.



Send attendee registrations to your CRM or e-mail marketing platform



You can use automations to send your attendee registrations to your CRM and e-mail marketing tool via a webhook.



By using the automation action 'send to webhook' you can connect Just Attend to your Zapier or Microsoft Power Automate platform and create low-code integrations to move registration data from our platform and into other systems as attendee's register.







Print your attendee's agenda on their ID badge



If you use our badge printing service or software and your attendees have less than 10 sessions on their agenda, you can now print their personalized agenda onto their event ID badge. This is printed in real-time as the badge is produced onsite using the latest session list registered against their account. 



Changelog




Alternative layout to homepage when there are no tickets on sale to reduce unused whitespace and bring other content into view.



Changed the phone number validation to accept phone numbers in standard and E.164 formats.



Added options to registration fields for attendees that optionally require profile completion.



Removed 24 hour time format from the frontend, time now shows in AM and PM format for better internationalisation.



Replaced long format time zone naming to 3 character ISO format to reduce space.



Added the valid entry times of tickets to the ticket cards so attendees know when their ticket is valid from and to.



Added option to enforce room capacity limits. When enabled the add to agenda feature will be disabled for sessions exceeding seating capacity.



Event admins can now export their sessions from the agenda to CSV



Event admins can now export their speaker profiles to CSV



Added the export of the user’s biography to volunteer CSV export



Added the number of sessions on an attendees agenda count to the active attendees table



Added the ability to invoke a magic login link from constructed URL. Users can now add the following query strings to the login URL: ?email=user@domain.com&send_magic_link=1. This will auto log the user in once they receive the login link via email



Improved the mobile app stability.



Improved the badge printing kiosk software print options to print custom QR codes for encoded data that isn’t just a ticket number



Added support for bold and italic font handling on badge printing




Bug Fixes




Fixed issue with edit speaker where the delete action triggered on click on the speaker’s image



Fixed issue with secondary speakers in call for content not being able to accept their place



Fixed issue where zero amount transactions were represented in the wrong currency.



Fixed issue with admin added speakers not receiving the correct data in content backfill



Fixed issue where no transaction for a registration produced an 500 server error on invoice generation



Fixed issue with incorrect URL in new account email for resetting password.



Fixed an issue with editing event details where the time zone of the conference was not saving causing an error.



Fixed issue where loyalty discount badge was being incorrectly shown when coupon was applied.



Fixed bug with layout on session detail page.



Fixed issue where call for content closed 24 hours before it was supposed to.



Fixed issue where exhibitor admins received an error when saving changes to their event page.



Fixed issue where attendee does not complete their registration and hasn’t set a password causing them to receive an error when trying to login using the magic link.



Fixed issue that prevented the deletion of rooms

### Just Attend Delivers Rapid Badge Printing Solution for Last-Minute Event Needs

On January 24th, the Just Attend team received an urgent request from Jason, an event manager at AudioCodes. His trusted badge printing provider had failed him at the last minute, jeopardizing a critical event scheduled for January 30th at The Soho Hotel.



Jason reached out in a state of concern:



"I've been let down by my badge printer for an event I am running next week. I came across your website and see that you offer badge printing services. Is there any chance you can help me? I know it's short notice."



Our team immediately assured Jason that we could deliver a solution, despite the tight timeline. With 120 attendees expected, we determined that a single badge printing kiosk would be sufficient. Given the event’s urgency, we mobilized quickly to ensure that all necessary equipment and materials were ready for on-time deployment.



Seamless Execution Under Tight Deadlines



Since the request came in on a Friday, we had a narrow window to get everything in place before the January 30th event. We dispatched the badge printing kiosk via express courier on Monday, ensuring it arrived in London on Tuesday, one day ahead of schedule.



Understanding the need for a professional and visually distinct badge system, we designed three custom badge templates to differentiate attendees, speakers, and exhibitors. Within hours of Jason’s initial inquiry, we provided test prints for review and approval. Once confirmed, we pre-configured the kiosk to ensure a smooth on-site setup.







Effortless Setup and Flawless Execution



On the day of the event, our team took the first express train to London, arriving at The Soho Hotel at 7:30 AM. Thanks to our pre-configured system, setup took just 10 minutes allowing check-in to open at 7:45 AM, a full 45 minutes ahead of schedule.







Our seamless check-in process enabled attendees to scan their ticket QR codes and print their badges instantly, ensuring a smooth, touchless experience. As soon as registration was complete, we coordinated the efficient retrieval of our equipment, allowing Jason and his team to focus on delivering a successful event.







Delivering Under Pressure: A Testament to Our Process



Jason was impressed by our ability to respond quickly and execute flawlessly, despite the short notice. This success was made possible by our streamlined processes, advanced technology, and commitment to exceptional service.



At Just Attend, we understand that event logistics can be unpredictable, and last-minute challenges can arise. That’s why we are dedicated to providing fast, reliable, and hassle-free badge printing solutions when you need them most.



Need a last-minute badge printing solution for your event? Get in touch with us today! 

### Implement Digital Signage At Your Event

Make your event stand out with Just Attend's cutting-edge event management platform, designed to power your agenda digital signage. This seamless solution provides attendees with an instant, comprehensive view of your event schedule, both overall and within individual session rooms.



Tailored for Events



Our digital signage solution is specifically crafted for the dynamic nature of events. Real-time updates ensure any changes to your event schedule are immediately reflected on all signage screens. This consistency prevents confusion between the content displayed on mobile apps, websites, and digital signage screens.



Why Digital Signage is Essential



According to our research, over 60% of attendees decide their agenda on the spot. Without digital signage, these attendees might struggle to find sessions that capture their interest, potentially leaving your event disappointed and less likely to return.



Event digital signage screens provide a stress-free way for attendees to navigate your event, eliminating the need for personal planning or reliance on technology. As an organizer, you'll benefit from fewer repetitive questions and more opportunities for branding and sponsorship.



Proven and Reliable Solution



We've implemented our agenda signage at our events for over five years, refining it into one of the most robust and deployable solutions available. Our attendees and team alike have come to rely on its functionality and ease of use.



Reliable Connectivity



Event venues often suffer from poor internet connectivity, which can disrupt other digital agenda screens. Our solution mitigates this by downloading the entire event content to local storage on the digital signage player. The displays use this local data and request updates every 15 seconds. If the internet goes down, the signage continues to function seamlessly. Once connectivity is restored, the content updates automatically.



Types of Agenda Displays



We offer two types of agenda displays to suit different areas of your event:




Room-based digital signage: Ideal for installation outside session rooms. It shows the sessions occurring in that room for the day, complete with speaker names and session abstracts.



Event-based digital signage: Best placed in communal areas like exhibition halls. It displays all ongoing and upcoming sessions across the event.








Sponsored Rooms



Enhance brand visibility by offering exhibitors the option to sponsor rooms. You can highlight selected exhibitors on room-based digital signage screens through our event management portal, replacing the general exhibitor carousel with a focused display.



Responsive Design



Our event-based wallboards are optimized for large TV screens, while room-based signage is fully responsive, compatible with both landscape and portrait orientations. This flexibility ensures seamless integration with existing venue displays.







Technical Requirements



Our digital signage runs on web browsers, compatible with dedicated solutions at your venue or portable signage solutions like Raspberry Pi. For optimal performance, we recommend a Raspberry Pi 4 with 4GB RAM for portable solutions and HD resolution or higher for displays.



Elevate your event experience with Just Attend's agenda digital signage, ensuring attendees have a stress-free and engaging time navigating your event. Our solution not only enhances attendee satisfaction but also streamlines operations for event organizers.

### Every Feature You Need In An Event Management Platform

Using the right event management platform from the start is critical for the success of your conference. Choosing the wrong platform can lead to unnecessary challenges, from poor attendee satisfaction to increased workloads for organizers.



To help you avoid these pitfalls, this blog will explore the features you need from any system, highlighting the features you should prioritize before opening event registration.



With the right platform, you can streamline your planning process and ensure a seamless experience for both you and your attendees.



What You Should Look For In An Event Management Platform



We’ve supported over 10,000 attendees in enjoying events worldwide. As experienced event organizers ourselves, we understand firsthand the challenges and requirements of event management software from every angle, whether as organizers, attendees, speakers, or exhibitors.



Ease of Use



The most crucial aspect of event management is creating an experience where attendees can easily access the information they need. This isn't limited to your event homepage, it encompasses all the details they require to make an informed decision to register and attend your event.







Key information attendees look for includes:




Event ticketing: What ticket options are available, and what's included?



Event schedule: Are there session topics that interest them?



Exhibitors: Are there exhibitors relevant to their needs?



Budget planning: Where is the event located, what are nearby accommodation options, and what will travel and food cost?




Providing this information clearly and conveniently is essential for boosting your event's appeal and turnout.



When selecting an event management platform, prioritizing ease of use and attendee experience is vital. Many event organizers make the mistake of focusing solely on software features, but let me be clear: the user experience always outweighs feature lists.



Choosing a tool that excels in one area, like event scheduling, but lacks other critical features can complicate the planning process and disrupt the attendee journey. A seamless experience, both for attendees and organizers is key.



Inconsistent designs, mismatched branding, confusing journeys, and multiple logins create a disjointed experience that frustrates attendees and impacts event turnout.



Additionally, relying on separate tools to address individual event management needs increases the complexity of integration, data synchronization, and overall costs.



By choosing an event platform that balances functionality with user-friendliness, you can reduce inefficiencies and ensure a seamless, enjoyable experience for your attendees.



Value for Money



Making the right decision on which event management platform to use comes down to two key factors: your desired features and your available budget. Unfortunately, these two often don’t align perfectly. 



In most cases, your budget will dictate your software choice, which may leave gaps in your event management toolkit.



This forces you to find workarounds or additional tools, which can result in an inefficient system. Instead of delivering a seamless experience, both you and your attendees may face disruptions.



A platform meant to save you time can instead consume it, diverting your attention from other crucial tasks. 



Why Balancing Event Platform Features With Budget Matters 



Selecting an event management platform that offers a balance of essential features (and maybe a few "nice-to-haves") within your budget is far more valuable than choosing a solution that excels at one feature but falls short on others.



A comprehensive, user-friendly solution ensures a smoother experience for both organizers and attendees. 



How Much Does Event Management Software Cost? 



The cost of event software depends on the features you need and the size of your event. On average, event organizers with 1,000 attendees or fewer typically budget between $5,000 and $20,000 for their software. 







For example, a platform for 500 attendees might cost $3,750 when you use our platform, while competitors like Sched can charge up to $9,000 plus ticket transaction fees. 



Some providers, such as Whova and Cvent, don’t publish their pricing upfront. Instead, they require lengthy sales processes, only to reveal pricing that may exceed your budget. Large-scale event software solutions can cost hundreds of thousands of dollars, so it’s essential to explore your options carefully. 



How to Evaluate Value for Money 



When assessing whether an event management platform is worth the investment, consider the following questions: 




Do I need and will I use all the features of this platform?



Can I use these features effectively within my event?



Will my attendees engage with these features?



How will I measure the success of these features?



Can I afford the software, and what sacrifices might I need to make elsewhere?



What additional support or services does the provider offer?



What does the support package include, and will it meet my expectations? 



What happens if the platform doesn’t fully meet my needs after purchase? 




If any of these questions raise concerns, the platform you’re considering might not be the best fit for your event. 



Finding the right event management platform requires balancing your budget with the features your event truly needs.



Always focus on solutions that deliver value to both you and your attendees, ensuring a smooth planning process and an excellent event experience.



A clear understanding of your goals and careful evaluation of potential platforms can save you from wasting time, money, and effort. 



Reliable Platform & Support



Choosing an event platform that is both technically reliable and backed by excellent support is absolutely critical.



When your event technology fails at a crucial moment and you can’t reach your supplier’s support team, it can spell disaster for your event.







At Event Tech Live London in November 2024, we attended a session hosted by one of our competitors.



During the Q&A, an audience member posed a vital question: “If your company is so big, how do you ensure you support your customers?”



Their response? “Well, you get assigned an account manager.”



This answer highlights a major red flag. Relying on an account manager as your only point of contact is a recipe for slow, inefficient, and frustrating support, precisely when you need help the most.



Event organizers need direct, immediate access to expert support, especially during live events.



That’s why we do things differently. Our customers have the direct phone numbers of our engineers during their events.



No email triage systems, no lengthy queues, and no middlemen slowing down your request. Instead, you can quickly speak to the person who can actually resolve your issue.



We take this approach because we’re event organizers ourselves. We understand the stress of live events and the importance of having reliable support.



With us, there are no “what ifs” to worry about, just peace of mind that we’ll be there when you need us most.



What are the key features I need in an event management platform?



There are 5 fundamental features you’ll need from any event management platform.




Ticket registration



Session content scheduling



Event mobile app for attendees



Event check-in and badge printing



Event analytics




Depending on your event format, you may also need the following features:




Exhibitor management



E-mail marketing / event communications



Call for content / call for speakers



Lead generation with mobile scanning app



Digital content screens for agenda display



Social networking



AI assistant support for attendees



Matchmaking




What features of event ticket registration do I need?







If you’re organizing a conference or exhibition, the event registration features you require will be vastly different from those needed for a small gathering or corporate meeting.



For multi-day events, you may want to offer a variety of ticket options, such as single-day tickets and full-event passes. Additionally, exclusive VIP tickets for special events or experiences at your conference might be a desirable feature for your attendees.



Attendee registration behavior also plays a significant role in shaping the ticketing system features you’ll need. For instance, most attendees tend to register within two weeks of the event, which can be stressful for organizers. To encourage earlier sign-ups, consider offering discounts for early registration or loyalty incentives to past attendees.



If your event is a trade show aimed at business professionals, you might encounter requests for group ticket purchases. Companies often want to register multiple team members, with their finance departments managing the purchase. In such cases, offering group discounts can make your event more attractive to these businesses.



Regardless of who registers, you’ll need to collect critical attendee information using customizable registration forms. These forms allow you to profile your audience, giving you the insights needed to tailor your event to their preferences and needs.



Payment Processing for Event Tickets



If your event requires paid tickets, having a payment gateway is essential. Many all-in-one event management platforms include payment processing as part of their features, but often this comes with hidden costs.



These platforms typically charge 1.5% to 8% per ticket in fees, plus a fixed commission (usually $0.60 to $1 per ticket). Worse still, they often delay revenue payouts, holding 20% to 40% of your earnings until after the event concludes, with payouts occurring only every two weeks.



Some organizers accept these conditions for the convenience of using the platform’s built-in payment gateway. However, there’s a better way to retain more revenue from your ticket sales.



Why Stripe is a Smarter Payment Solution



Signing up for Stripe, a widely trusted and cost-effective payment gateway is a simple way to maximize your profit per ticket. Stripe offers:




Lower transaction fees.



Daily payouts, so you don’t have to wait weeks to access your revenue.



No withholding of funds.




A Better Solution with Our Event Platform



When you use our event management platform, you’re free to integrate your own Stripe payment gateway to process ticket payments. Unlike other platforms, we don’t charge any commissions or additional surcharges. This ensures you keep more of your revenue while enjoying faster, more reliable access to your ticket sales income.



By choosing a platform that prioritizes flexibility and fairness, you can focus on delivering a seamless experience for your attendees without compromising your bottom line.



What features you need in your session scheduling tool?



Scheduling content for your event agenda is one of the most important yet time-consuming tasks you'll face as an event organizer. And there’s no denying why, it’s essential because your session content is one of your most valuable assets and the primary reason attendees choose to register for your event.







At our events, over 60% of attendees report that the content sessions are their main motivation for attending.



Crafting a well-balanced agenda that appeals to your diverse attendee profiles is critical to ensuring your event's success. However, creating a seamless schedule requires powerful tools that align with your event’s unique needs.



Consider Your Session Delivery Format



Before selecting features for your event scheduling platform, think about how and where your sessions will be delivered:




Will sessions be in-person in theatre rooms?



Will some sessions be online or on-demand?



Or will your event include a mix of all three?




Each delivery format introduces its own limitations, such as physical room capacity for in-person events or streaming bandwidth for virtual sessions. The right scheduling software must account for these restrictions and provide tools to manage them efficiently.



For example, with our platform, you can set maximum seating capacities for in-person or virtual rooms. When attendees reserve their seats, our system tracks these reservations in real-time, notifying you if room limits are about to be reached. This allows you to act proactively and avoid logistical issues.



Customized Scheduling for Attendees



Attendees often face the challenge of navigating busy event agendas. That’s why it’s crucial to segment your sessions by topic, delivery type (in-person, online, on-demand), and attendee interest. Your scheduling tool should categorize sessions clearly, enabling attendees to filter sessions and create personalized agendas based on their preferences.



Attendees also need an easy way to follow their customized agendas during the event. While many organizers believe a mobile app is essential for this, our data shows that 78% of attendees prefer using the event website over downloading an app.



Therefore, it’s critical that your event platform is fully responsive across desktop and mobile devices, offering a seamless experience regardless of how attendees choose to engage.



Tools for Organizers: Visual Calendars and Session Management



For organizers, a drag-and-drop visual calendar is indispensable. This feature allows you to map out sessions across event dates and rooms more effectively than a traditional list view, especially when managing concurrent sessions.



Color-coding sessions by category can also help avoid scheduling conflicts and ensure your attendees aren’t forced to choose between equally valuable sessions.



Efficient content management is another must-have feature. For large conferences with hundreds of sessions and speakers, managing updates manually can quickly become overwhelming. That’s why delegation is essential.



With our platform, you can delegate session content management to speakers or exhibitors. They can update their abstracts or upload presentations without changing critical details like session titles, duration, or schedules.



Our platform even allows you to approve changes before they’re published, giving you full control while sharing the workload.



Seamless Speaker Management



Managing speakers effectively is another reason why an all-in-one event platform makes sense. Your speakers are also attendees, and requiring them to register on separate platforms to manage their session profiles, complete registration, or update content is frustrating and inefficient.



At some events we’ve spoken at, we’ve had to submit profiles across multiple systems, an exhausting and unnecessary burden. Instead, a streamlined platform ensures a seamless onboarding process for speakers.



For example, with our event platform, speakers receive an email link guiding them through the following:




Accepting their session placement.



Agreeing to your terms.



Completing their profile for display across your event website, agenda, and app.



Registering for a ticket, all within one smooth flow.




This process eliminates the need for multiple systems, ensuring speakers and organizers save time and avoid unnecessary complexity.



Why the Right Scheduling Tool Matters



Efficient scheduling tools not only help you build a robust agenda but also enhance the overall attendee experience, making it easier for them to navigate sessions and engage with your event.



By choosing a platform that integrates scheduling, registration, and speaker management seamlessly, you can eliminate inefficiencies and focus on delivering a successful event.



With our event platform, you can streamline the entire scheduling process, reduce workload, and ensure your attendees and speakers enjoy a frictionless experience from start to finish.



Using an Event Mobile App That Actually Works



Having a dedicated mobile app for attendees is a must-have feature in your event management toolkit. It provides attendees with quick and convenient access to essential information like their tickets, session agendas, and event details, enhancing their overall experience.







This means they won't need to waste time searching through emails or remembering login details for various platforms.



However, it's crucial to choose the right mobile app features. An overloaded app or one with features you're not equipped to manage can lead to disengagement, causing attendees to uninstall the app. This is particularly disappointing if you’ve invested money in it!



Here are six mobile app features attendees love:




Easy access to their tickets



Personalized agendas they can follow



Browsing all event sessions



Information about speakers



Details about the event, such as parking, opening times, and menus



Information about exhibitors, including their offerings and locations on the exhibition floor




And here are six features attendees universally dislike:




Overused push notifications



Unwanted direct messages from other attendees and exhibitors



Unmoderated chat rooms or groups with no structure



Unsolicited friend requests



Advertisements



Enforced actions, like submitting feedback to regain app access




If you plan to use push notifications, reserve them for important announcements like upcoming sessions on personal agendas or significant conference-wide updates (e.g., "Lunch is delayed by 15 minutes due to a technical issue") and avoid promotional messages.



When implementing social networking features, be prepared to invest in moderation, marketing, and structured management to encourage adoption. Without adequate support, these features can become chaotic, leading to spam, noise, and potential abuse, defeating the purpose of the event app.



With our app, included in the event platform price, you can offer your attendees everything they love and avoid the features they hate.



Event Check-in & Badge Printing



Traditionally, event organizers and platforms have overlooked the advantages of integrating badge printing with their event management software, often relying on a separate system and supplier for this critical service.







Many event platforms claim to include badge printing, but often this means they provide a web interface for designing badges, leaving you to source the necessary equipment and software.



When you explore external badge printing options, you may find their systems incompatible with your design files, requiring them to recreate the designs.



Numerous specialist badge printing companies offer software that can directly or indirectly integrate with many event platforms through APIs or third-party gateways like Zapier. This integration allows them to poll your registration tickets, validate them, and print attendee badges onsite while still supporting onsite registration.



However, this service comes with additional costs on top of your event management software fees. Specialist badge printing companies charge anywhere from $4,000 to hundreds of thousands of dollars, depending on your event size. If you haven't accounted for this in your budget, it can be a significant problem.



Fortunately, there are solutions available. Our event management platform includes dedicated event check-in and badge printing software that can be installed on any Windows device. Connect a printer, load your badge labels, and you can manage onsite badge printing at no extra charge.



This doesn't mean compromising on quality or flexibility. You can design your own badges, create different designs for various attendee roles, and even use double-sided printing with alternate designs on each side.



Using our check-in kiosk, all badge prints and attendance are recorded in our system, providing a single place to view all event reports, including attendance statistics.



It's also user-friendly, eliminating concerns about integrations and potential issues. Attendees can register at your event and have their badges printed automatically in just 30 seconds.



If you prefer not to handle this yourself or purchase the hardware, we offer rental and managed services for badge printing at very affordable prices.



Event Analytics



When selecting an event platform for managing your conference, it's crucial to consider the analytics it offers. Analytics help you prepare, adapt, and evaluate your event effectively.







Analytics that help you prepare:




Ticket Sales: Gauge the anticipated attendance to plan for catering, staffing, and other materials.



Attendee Demographics: Understand your audience to tailor the event to their preferences.



Interactions: Identify attendee interactions, interests in exhibitors, and topics to target them with personalized communications and offers.




Analytics that help you adapt:




Session Reservation Reports: Monitor reserved seating versus capacity to move popular sessions to larger rooms if needed.



Check-in Attendance Reports: Adjust catering plans based on actual attendance.



Attendee Attendance Reports: Provide feedback to exhibitors on attendee types to help them tailor their messaging.




Analytics that help you evaluate:




Session Feedback Reports: Determine which sessions were most and least enjoyed by attendees.



Session Attendance Reports: Show actual session attendance and the ratio of planned participation to spontaneous decisions.



Lead Generation Reports: Demonstrate attendee engagement with exhibitors to illustrate value for current and future exhibitors.




These are just a few of the essential analytics needed by event organizers. While using multiple management tools can provide these insights, it often requires extracting raw data and cross-referencing in Excel or another reporting tool.



Our all-in-one event management platform offers real-time access to these reports and more, allowing you to instantly understand your event's performance and effectiveness without the need for manual data crunching.



Why You Might Need More Features From Your Event Platform



Although I’ve explained in detail the main features you’ll need in an event platform depending on your event type and goals.



Exhibitor Management



If you have exhibitors or sponsors at your event, you'll need an efficient way to onboard them, showcase them to attendees via your event website and mobile app, assist them in registering their staff, and provide additional instructions and information.







How we help: Our event platform streamlines this process by allowing you to onboard exhibitors, automatically assign them benefits, set tasks for them to complete, and delegate their event page administration and staff registration to their nominated admins. This frees up your time to focus on other important aspects of your event.



E-mail marketing / event communications



Effective event communication is crucial. You need to guide your contact base to your event and encourage registration. Once they’ve registered, sending them tailored communications related to their participation is essential.







It’s important to avoid sending incorrect information to the wrong type of attendee, as this can cause confusion, dissatisfaction, and potentially result in lost registrations.



While you could use marketing email platforms like MailChimp, Brevo, or Campaign Monitor for this task, they come with additional costs. Furthermore, you'll need to ensure integration between these platforms and your event management software to automatically add new registrants to your mailing list with the appropriate tags, ensuring they receive the necessary communications.



How we help: To streamline your event communications, our platform includes a built-in contacts management solution. This feature provides similar functionality to email marketing software, allowing you to import contacts, segment them, create email lists, and send tailored campaigns.



This integration ensures that all your communication needs are met without the extra costs and complexities of using third-party email marketing platforms.



Call for content / call for speakers



If you source your session content from your industry community, you'll need an efficient way to advertise, collect, evaluate, and approve these submissions. A call for content platform, like Sessionize, is often used for this purpose.







When selecting a call for content platform, it’s essential to ensure it provides governance around your submission criteria. This includes conditions that speakers must agree to, such as covering their travel expenses, the specific content topics you’re seeking, and submission limits, like the maximum number of session proposals and the number of co-speakers per session.



As an organizer, you must be able to evaluate session proposals and determine their suitability. You’ll need a system to shortlist, approve, and reject sessions on schedule, and convert approved submissions into sessions on your event agenda.



Furthermore, you'll need to onboard the successful speakers onto your event management platform, register them for a ticket, and ensure they complete their speaker profile. This will ensure they are properly represented across your event website and mobile app.



How we help: Our event platform features a built-in call for content tool that simplifies the entire process. It allows you to seamlessly advertise, collect, evaluate, and approve session proposals. Our unique auto-scheduling rules ensure that approved content is scheduled into the right room at the right time, based on the session being approved. This feature saves you considerable time when creating your agenda.



Additionally, our pricing model is based on the total number of registered participants, and we offer 50 free registrations per event. This means you can manage your entire call for content program without incurring any extra costs, as only approved speakers count toward your registration plan limit. This unbeatable value sets us apart from our competitors.



Lead generation with mobile scanning app



If your event includes exhibitors, they will want to engage with attendees and generate business leads. Typically, organizers might choose an event scanning app like Entegy or Swapcard. They would import attendee data into these apps and integrate them with QR codes on attendees' printed badges.



This process involves a three-way integration between your event ticketing software, badge printing software, and lead scanning app, ensuring all systems are kept up to date and accurate.







Within the lead scanning software, exhibitors will need to register app users and add their own post-lead capture questions to enrich their results and tailor follow-up journeys to specific interests.



Many lead scanning apps charge per exhibitor user, with typical prices ranging from $50 to $100 per user. While you can offset some of these costs by requiring exhibitors to pay for licenses, they will usually expect at least one license to be included in their package.



How we help: Our mobile app is included in our event management platform at no extra cost. It is free to download, and you can control access to lead scanning by setting the maximum number of staff each exhibitor can register for the event. All exhibitor staff have access to badge scanning capabilities. If you choose to upsell this feature to exhibitors, you can do so without any additional charges from us.



We also allow exhibitors to create their custom post-lead capture surveys, which their teams can design and manage. All leads are accessible and exportable via our event management system.



Since you’re using our integrated registration, badge printing, and lead capture solution, there are no integration issues to worry about. The entire process is seamless and hassle-free.



Digital content screens for agenda display



On average, 42% of attendees don’t pre-plan their attendance or session content. Instead, they decide which sessions to attend once they’re at the event.



As a result, they are likely to ignore your emails, forget their ticket, and have trouble finding your event website or mobile app. They might also be stressed from travel and dealing with sensory overload, making it difficult for them to access the online agenda.



Even now, in 2025, attendees still request printed agendas upon arrival.







To assist these individuals, it’s important to prominently display your event schedule at the venue. This can be done on the exhibition floor, in the lobby, and outside each session room, allowing attendees to easily browse the content that interests them.



While printed agendas are useful, they become outdated when changes are made after printing. Therefore, digital agenda wallboards displayed on venue digital signage are preferred. This approach allows for real-time updates and ensures attendees have the most current information.



How we help: Our event management system includes built-in room and event-wide wallboards that are dynamically generated on fixed URLs, enabling display on venue digital signage systems that support webpages. Room-based wallboards show what’s currently happening and what’s scheduled next in that room, along with branded sponsorship options. Our event wallboards display the current and upcoming sessions across all rooms at your event.



These wallboards operate in real-time, ensuring any last-minute schedule changes are reflected across your event website, mobile app, and digital agenda screens.



We also offer a unique feature that allows you to delay all remaining sessions of the day by up to an hour in case of an unplanned emergency, like a venue evacuation. This feature has been invaluable to us on two occasions.



Additionally, you can generate a PDF agenda directly from the event website to print onsite for any attendee who prefers a physical copy. This ensures that printed agendas are up-to-date and avoids the issue of outdated paper copies printed weeks before the event.



AI assistant support for attendees



Providing attendee support is crucial for overall satisfaction. Handling first-line queries via email often involves repeating the same information multiple times.



However, this no longer needs to be the case. With event-aware artificial intelligence, a web chatbot can answer attendee questions using knowledge you provide about your event.



This alleviates much of the repetitive email and phone call traffic. However, this feature is only useful if you can effectively train your AI bot about your event. Training requires data, time, and patience, which you may not have, potentially rendering the feature less effective.



With our AI chatbot, Jeronimo, all these concerns are alleviated. Jeronimo is integrated into our event platform graph and automatically learns about your event from the information you naturally input into our system. Details like sessions, speakers, exhibitors, travel information, opening times, build manuals, venue information, and more.







When an attendee wants to know where they can charge their electric vehicle, Jeronimo can answer them. If they want to ask which sessions suit their profile, Jeronimo can suggest relevant sessions. When they want to know which sessions their favorite speaker is presenting, Jeronimo has the answer. If they are looking for exhibitors to address a specific problem, Jeronimo can guide them.



Jeronimo is also knowledgeable about our system. He’s connected to our knowledge base, so whether it’s you as the organizer, or your attendees, exhibitors, and speakers, anyone can ask him a question about using our system and he will provide the answer.



While Jeronimo is hardworking, he is also backed by real human support. If he can’t answer a question, he will transfer it to our support team, who will then assist you. This support extends to your attendees as well. If anyone has questions about using our event platform, we handle it, saving you time from doing our support work for us.



What’s Free About Your Event Management Platform?



All of our competitors in the event management software industry are pay to play. Very few will offer you a free trial. Most will require you to hand over money to access leaving you to base your whole event planning software choice on one well rehearsed demo.



We don’t want you to feel locked in or forced to make a decision within 30-minutes of talking to a salesperson. We also recognize that some event organizers may not have access to the funds needed to buy into their event technology toolset at the time they need it.



We don’t do free trials, we do something more extraordinary. We give you free access to our event management platform for your first 50 registrations. You get access to every feature for as long as you remain under the 50 limit. Only if you exceed this are you required to upgrade to a paid plan.



This industry unique offering allows you to get planning and managing your event using a platform that’s designed to be seamless to provide the ultimate event experience for your attendees, speaker, exhibitors, and of course, you.



Why not book your demo meeting with us today?

### Maximizing Success with Conference Ticket Sales: Strategies, Insights, and Best Practices

In the rapidly evolving landscape of events and exhibitions, effective conference ticket sales are pivotal to the success of any gathering. Whether you're organizing a large-scale conference, a niche seminar, or a bustling exhibition, understanding the nuances of online ticket sales can significantly enhance your event's reach and profitability. This comprehensive guide delves into the intricacies of conference ticket sales, exploring free versus paid tickets, data capture, registration information, buyer habits, payment integrations, and much more. By the end of this article, you'll be equipped with the knowledge to optimize your exhibition ticket registration and exhibition ticket sales, ensuring a seamless experience for both organizers and attendees.



1. The Foundation of Conference Ticket Sales



Before diving into the specifics, it's essential to understand the fundamental components that drive conference ticket sales:




Online Ticket Sales Platforms: These platforms facilitate the selling and distribution of tickets, providing a centralized system for managing registrations and payments.



Marketing and Promotion: Effective strategies to reach potential attendees and convert interest into ticket purchases.



Data Management: Capturing and utilizing attendee information for personalized marketing and improving future events.




Each of these elements plays a critical role in ensuring that your event not only attracts attendees but also delivers value to both participants and organizers.



2. Free vs. Paid Tickets: Weighing the Pros and Cons







One of the primary decisions event organizers face is whether to offer free or paid tickets. Both options have distinct advantages and challenges that can impact attendance and revenue.



Free Tickets



Pros:




Higher Registrations: Offering free tickets can attract a larger audience, especially for initial events or those targeting a broad demographic.



Increased Accessibility: Free tickets remove financial barriers, making the event accessible to a wider range of participants.



Marketing Leverage: Free events can generate buzz and word-of-mouth promotion, enhancing your event's visibility.




Cons:




Perceived Value: Free tickets may lead attendees to undervalue the event, resulting in lower engagement or attendance rates.



Budget Constraints: Without ticket revenue, funding for the event relies entirely on sponsorships, grants, or other funding sources, which can be challenging.



Commitment Levels: Attendees who receive free tickets might be less committed, increasing the likelihood of no-shows by up to 55%.




Paid Tickets



Pros:




Revenue Generation: Paid tickets provide a direct revenue stream, helping to cover event costs and potentially generate profit.



Commitment Assurance: Individuals who pay for tickets are more likely to attend, ensuring better attendance rates.



Perceived Value: Charging for tickets can enhance the perceived value of the event, attracting serious and engaged attendees.




Cons:




Lower Attendance: The cost can deter potential attendees, especially if the price point is perceived as too high.



Sales Pressure: Reliance on ticket sales can be stressful, especially if targets are not met, potentially affecting the event's quality.



Accessibility Issues: Paid tickets may exclude individuals who cannot afford the fees, limiting diversity and reach.




Turnout Expectations



The choice between free and paid tickets significantly influences turnout expectations. Free events generally anticipate higher registrations but might face challenges with engagement and actual attendance. In contrast, paid events may attract fewer registrations but ensure higher attendance and involvement. Balancing these factors is crucial, and sometimes a hybrid approach—offering both free and paid tiers—can cater to a broader audience while maintaining revenue streams.



3. The Power of Online Ticket Sales



In the digital age, online ticket sales have become the backbone of modern event management. Leveraging online platforms can streamline the registration process, enhance user experience, and provide valuable data insights.



Benefits of Online Ticket Sales:




Convenience: Attendees can purchase tickets anytime, anywhere, eliminating the need for physical ticket sales points.



Automation: Online systems handle the logistics of ticket distribution, payments, and confirmations, reducing administrative burdens.



Data Collection: Online platforms capture detailed attendee information, enabling targeted marketing and personalized communication.



Real-Time Analytics: Track sales progress, monitor attendee demographics, and make informed decisions based on real-time data.




Choosing the Right Platform:



Selecting the appropriate online ticket sales platform is crucial. Consider factors such as ease of use, integration capabilities, pricing structures, and customer support. Popular options include Eventbrite, Ticketmaster, and specialized platforms tailored for conferences and exhibitions like Just Attend. Evaluate each platform's features to ensure they align with your event's specific needs.



4. Data Capture and Registration Information



Effective exhibition ticket registration goes beyond mere ticket sales. It involves capturing essential data that can inform event strategies, improve attendee experiences, and drive future growth.



Key Data Points to Capture:




Personal Information: Names, email addresses, phone numbers, and job titles help in segmenting your audience and tailoring communications.



Demographics: Age, gender, location, and industry can provide insights into your attendee base, enabling more targeted marketing.



Preferences: Understanding attendee interests and preferences allows for personalized content and session recommendations.



Behavioral Data: Tracking interactions with your event website, email campaigns, and social media can inform engagement strategies.




Utilizing Registration Information:



The data collected during exhibition ticket registration serves multiple purposes:




Personalized Marketing: Tailor emails and offers based on attendee interests and behaviors.



Networking Opportunities: Facilitate connections between attendees with similar interests or backgrounds.



Feedback and Improvement: Use post-event surveys to gather feedback and identify areas for enhancement.




Ensuring data accuracy and security is paramount, especially in light of stringent regulations like GDPR.



5. Understanding Buyer Habits



To maximize conference ticket sales, it's essential to comprehend the behaviors and motivations of your potential attendees. Buyer habits influence when, why, and how individuals purchase tickets.







Factors Influencing Buyer Habits:




Early Bird Discounts: Offering discounted rates for early purchases can incentivize prompt ticket sales.



Payment Flexibility: Providing multiple payment options, including credit cards, PayPal, and other digital wallets, can cater to diverse preferences.



Social Proof: Testimonials, reviews, and endorsements can build trust and encourage ticket purchases.



Scarcity and Urgency: Limited-time offers or limited ticket availability can create a sense of urgency, prompting quicker decisions.




Strategies to Influence Buyer Behavior:




Segmented Marketing: Tailor marketing messages based on attendee segments to enhance relevance and engagement.



Retargeting Campaigns: Use retargeting ads to reach individuals who have shown interest but haven't completed their purchase.



Clear Value Proposition: Communicate the benefits and unique offerings of your event clearly to justify the investment.




Understanding these habits allows organizers to design more effective sales strategies, ultimately boosting conference ticket sales.



6. Seamless Payment Integrations



A smooth and secure payment process is critical to the success of online ticket sales. Integrating reliable payment systems can enhance user trust and reduce cart abandonment rates.



Key Considerations for Payment Integrations:




Security: Ensure that the payment gateway complies with industry standards like PCI DSS to protect sensitive financial information.



Multiple Payment Options: Offer a variety of payment methods to accommodate different preferences, including credit/debit cards, digital wallets, and bank transfers.



Currency Support: If your event targets an international audience, provide support for multiple currencies to facilitate global sales.



Mobile Optimization: Ensure that the payment process is optimized for mobile devices, as a significant portion of users may purchase tickets via smartphones.




Popular Payment Gateways:




PayPal: Widely recognized and trusted, offering seamless integration with many ticketing platforms.



Stripe: Known for its developer-friendly API and extensive customization options.



Square: Provides robust payment solutions with additional features like point-of-sale systems.




Reducing Payment Friction:



Minimize the steps required to complete a purchase, offer guest checkout options, and provide clear instructions to ensure a hassle-free payment experience. Reducing friction can significantly increase conversion rates and overall conference ticket sales.



7. Navigating Online Ticket Providers: What to Watch Out For



While online ticket providers offer invaluable services, it's essential to be aware of potential pitfalls that could impact your event's profitability and attendee experience.



Common Issues to Watch Out For:




Surcharges and Fees: Some platforms charge additional fees for transactions, which can eat into your revenue. Be transparent with attendees about any extra costs to avoid dissatisfaction.



Withheld Revenue: Certain providers may hold funds for extended periods, affecting your cash flow. Understand the payout schedules and terms before committing.



Limited Customization: Platforms with restrictive templates and branding options can limit your ability to create a unique registration experience.



Poor Customer Support: Inadequate support can lead to unresolved issues, affecting both organizers and attendees. Choose providers known for responsive and effective customer service.



Data Ownership: Ensure that you retain ownership of attendee data and understand how the provider uses and protects this information.




Mitigating Risks:




Thorough Research: Compare different providers, read reviews, and seek recommendations from peers. Here at Just Attend, we don’t charge fees or withhold revenue. You add your payment gateway and receive ticket revenue immediately on sale.



Clear Agreements: Read and understand the terms and conditions, focusing on fees, payout schedules, and data policies.



Trial Periods: Utilize free trials or demos to assess the platform's functionality and suitability for your event. Did you know? that Just Attend gives you 50 registrations for free? This means you can start selling your tickets without purchasing a subscription.




By being vigilant and informed, you can select an online ticket sales provider that aligns with your event's goals and minimizes potential drawbacks.



8. GDPR Considerations in Ticket Sales



With the introduction of the General Data Protection Regulation (GDPR), handling attendee data has become more regulated. Compliance is not only a legal requirement but also essential for maintaining attendee trust.



Key GDPR Requirements:




Consent: Obtain explicit consent from attendees before collecting and processing their personal data.



Data Minimization: Collect only the data necessary for event purposes, avoiding excessive or irrelevant information.



Transparency: Clearly inform attendees about how their data will be used, stored, and shared.



Data Security: Implement robust security measures to protect personal data from breaches and unauthorized access.



Right to Access and Erasure: Allow attendees to access their data and request its deletion if they choose.




Implementing GDPR-Compliant Practices:




Privacy Policies: Develop and display comprehensive privacy policies detailing data usage and protection measures.



Opt-In Forms: Use clear opt-in mechanisms for data collection, ensuring attendees understand and agree to the terms.



Data Storage: Use secure, GDPR-compliant platforms for storing and managing attendee information.



Training: Educate your team on GDPR requirements and best practices for data handling.




Benefits of GDPR Compliance:




Trust Building: Demonstrates your commitment to data privacy, fostering trust among attendees.



Risk Mitigation: Reduces the risk of legal penalties and reputational damage associated with non-compliance.



Competitive Advantage: Position your event as a responsible and trustworthy choice, attracting more attendees.




Ensuring GDPR compliance is paramount in the realm of conference ticket sales, safeguarding both your attendees and your event's integrity.



9. The Risks of Losing Tickets in Email



In the age of digital communication, relying solely on email for ticket delivery can lead to issues such as lost or misplaced tickets. This not only frustrates attendees but also hampers the overall event experience.



Common Problems:




Spam Filters: Emails with ticket attachments or links may be marked as spam, preventing attendees from receiving their tickets.



Accidental Deletion: Important emails can be accidentally deleted, resulting in lost tickets.



Email Overload: High volumes of emails can make it difficult for attendees to locate their tickets amidst other messages.




Strategies to Prevent Ticket Loss:




Mobile Tickets: Offer digital tickets that can be easily stored in mobile wallets or event apps, reducing reliance on email.



Multiple Delivery Options: Provide alternative methods for ticket delivery, such as SMS, or direct download from a secure portal.



Clear Instructions: Include detailed instructions on how to access and store tickets, emphasizing the importance of saving them properly.



Confirmation Reminders: Send follow-up reminders with access links to tickets, ensuring attendees have multiple opportunities to retrieve their tickets.



Backup Copies: Encourage attendees to download and save their tickets locally or share them with a trusted contact.




Implementing these strategies can mitigate the risks associated with email-based ticket delivery, enhancing the overall attendee experience and ensuring smooth exhibition ticket registration.



10. Accelerating Event Check-In: Strategies for Efficiency



Efficient check-in processes are crucial for delivering a positive first impression and maintaining the event's momentum. Streamlining this phase can enhance attendee satisfaction and reduce wait times.



Effective Strategies for Faster Check-In:




Mobile Check-In Apps: Utilize event apps that allow attendees to check in using their smartphones, bypassing the need for physical tickets.



QR Codes and Barcodes: Implement scannable codes on tickets for quick and accurate check-ins using mobile devices or dedicated scanners.



Pre-Registration: Encourage attendees to complete their registration and receive tickets before the event, reducing on-site processing time.



Multiple Entry Points: Set up multiple check-in stations to distribute the crowd and prevent bottlenecks.



Self-Service Kiosks: Provide self-service options where attendees can scan their tickets and print badges independently.



Staff Training: Ensure that your check-in team is well-trained and equipped with the necessary tools and information to handle inquiries efficiently.



Clear Signage: Display clear instructions and directional signs to guide attendees through the check-in process smoothly.



Real-Time Support: Have a support team available to address any technical issues or attendee concerns promptly.




Leveraging Technology for Enhanced Check-In:



Advanced technologies like facial recognition, RFID badges, and integrated event management systems can further expedite the check-in process. While these solutions may require additional investment, the benefits of reduced wait times and enhanced security can justify the costs for larger or high-profile events.



By implementing these strategies, you can ensure that the check-in process is swift, efficient, and user-friendly, setting a positive tone for the rest of the event.



11. Integrating Effective Marketing for Ticket Sales



A robust marketing strategy is essential to drive conference ticket sales and ensure a successful turnout. Combining traditional methods with digital marketing can maximize your event's reach and appeal.



Key Marketing Channels:




Email Marketing: Utilize personalized email campaigns to engage with potential attendees, provide updates, and offer exclusive discounts.



Social Media: Leverage platforms like LinkedIn, X, Facebook, and Instagram to promote your event, share content, and interact with your audience.



Content Marketing: Create valuable content such as blog posts, videos, and webinars to showcase the event's value proposition and attract interest.



Paid Advertising: Invest in targeted ads on search engines and social media to reach specific demographics and increase visibility.



Partnerships and Collaborations: Collaborate with industry influencers, sponsors, and partners to extend your event's reach and credibility.



SEO Optimization: Optimize your event website and content for search engines to improve organic traffic and attract more ticket sales.




Crafting Compelling Messaging:




Highlight Unique Selling Points (USPs): Clearly communicate what sets your event apart, whether it's keynote speakers, exclusive workshops, or networking opportunities.



Use Testimonials and Case Studies: Showcase positive feedback from previous attendees to build trust and credibility.



Create a Sense of Urgency: Use limited-time offers or early bird discounts to encourage prompt ticket purchases.



Visual Appeal: Incorporate high-quality visuals, engaging graphics, and compelling videos to capture attention and convey your message effectively.




Measuring Marketing Effectiveness:



Track key performance indicators (KPIs) such as website traffic, conversion rates, email open rates, and social media engagement to evaluate the effectiveness of your marketing efforts. Use these insights to refine your strategies and optimize future exhibition ticket sales campaigns.



12. Post-Event Analysis and Future Planning



After the event, conducting a thorough analysis can provide valuable insights for future conference ticket sales and event planning.



Key Areas to Analyze:




Sales Performance: Assess ticket sales against targets, identifying trends and patterns in purchasing behavior.



Attendee Feedback: Gather feedback through surveys and reviews to understand attendee satisfaction and areas for improvement.



Marketing ROI: Evaluate the return on investment for different marketing channels and strategies, determining which were most effective.



Operational Efficiency: Review the check-in process, data management, and other operational aspects to identify efficiencies and challenges.



Financial Analysis: Analyze revenue streams, expenses, and overall profitability to inform budget planning for future events.




Leveraging Insights for Future Events:




Refine Pricing Strategies: Use sales data to adjust ticket pricing and structures, optimizing for both accessibility and revenue.



Enhance Marketing Tactics: Focus on the most effective marketing channels and strategies, reallocating resources to maximize impact.



Improve Attendee Experience: Address feedback points to enhance future events, ensuring a better experience and higher satisfaction rates.



Strengthen Data Utilization: Utilize collected data for personalized marketing, targeted outreach, and strategic planning.




By systematically analyzing post-event data, organizers can continuously improve their conference ticket sales strategies, ensuring sustained success and growth.



Conclusion: Navigating the Complexities of Conference Ticket Sales



In the realm of event management, mastering conference ticket sales is a multifaceted endeavor that requires strategic planning, effective execution, and continuous optimization. From deciding between free and paid tickets to leveraging online ticket sales platforms, understanding data capture, navigating GDPR compliance, and implementing efficient check-in processes, each element plays a crucial role in the overall success of your event.



By thoughtfully considering the pros and cons of different ticketing approaches, harnessing the power of technology, and prioritizing attendee experience, you can elevate your exhibition ticket registration and exhibition ticket sales to new heights. Embrace these strategies to not only meet your event's goals but also to create memorable and impactful experiences for your attendees.



Remember, the key to successful conference ticket sales lies in a balanced approach that aligns your event's objectives with the needs and behaviors of your target audience. Stay informed, stay adaptable, and continually strive for excellence to ensure your events remain engaging, profitable, and renowned in the industry.

### How to Organize an Event for Beginners: A Comprehensive Guide

Organizing an event can seem like a daunting task, especially if you are new to the process. However, with careful planning, the right tools, and a clear understanding of your goals, you can execute a successful event that leaves a lasting impression. This guide will walk you through the essential steps of event planning, from setting a budget to promoting the event, with a focus on best practices, tools, and platforms to streamline your efforts.



Step 1: Define Your Event Goals and Objectives







Before diving into logistics, take the time to clearly define what you want to achieve with your event. Ask yourself:




What is the purpose of this event? (e.g., networking, education, celebration)



Who is your target audience?



What outcomes do you expect? (e.g., attendance numbers, revenue goals, engagement metrics)




Write down these goals as they will serve as your north star throughout the planning process.



Step 2: Create an Event Budget







A well-thought-out budget is the backbone of event planning. To avoid overspending or unexpected costs, create a detailed budget that accounts for:




Venue Costs: Include rental fees, setup, and teardown charges.



Catering: Account for food, beverages, and service charges.



Marketing: Budget for promotional activities, such as paid ads and graphic design.



Technology: Include costs for AV equipment, software, and platforms for virtual components if applicable.



Staffing: Factor in payments for staff, volunteers, and third-party vendors.



Swag: Budget for branded merchandise and giveaways to help promote your event.



Miscellaneous: Include contingencies for unexpected expenses (typically 10-15% of your budget).




Pro Tip: Use tools like our cost calculator or Excel for detailed budget tracking. 



Step 3: Select Your Venue







Choosing the right venue is crucial as it sets the tone for your event. Here are key considerations:




Capacity: Ensure the venue can accommodate your expected number of attendees comfortably.



Flow: Select a venue that doesn't have large distances between event areas and rooms.



Location: Choose a venue that is accessible and convenient for your audience.



Amenities: Check for Wi-Fi, parking, AV equipment, and catering options.



Cost: Ensure the venue fits your budget.




Venue Recommendations




Use services like Peerspace or The Knot Venue Finder to explore and book unique spaces.




Step 4: Build Your Event Task List




https://youtu.be/0MkP9CcYSjQ?si=AagLkOQC-yCQiVSs




Creating a comprehensive task list ensures that every aspect of your event is covered. Your task list should include:




Pre-Event Planning:

Define goals and objectives.



Create a budget.



Secure your venue.



Design your event branding.



Choose your event platform. 



Build a marketing plan.





Event Execution:

Coordinate with vendors.



Test AV equipment and technology.



Set up signage and décor.



Run through the event schedule with staff.





Post-Event:

Send thank-you notes to attendees and vendors.



Collect feedback through surveys.



Analyze your event’s success against your goals.






Step 5: Promote Your Event




https://youtu.be/_rIld7igbOQ?si=unZO93zMvK53j-oX




Marketing is key to driving attendance and engagement. Here’s how to effectively promote your event:



Channels to Use:




Social Media: Leverage platforms like Facebook, Instagram, LinkedIn, and X to announce your event and share updates.



Email Marketing: Use tools like our CRM, Mailchimp or Constant Contact to send invites and reminders.



Event Listings: Post your event on platforms like Eventbrite or Meetup.



Content Marketing: Write blog posts, create videos, or host a webinar leading up to your event.




Pro Tip:



Use scheduling tools like Hootsuite or Buffer to automate your social media posts.



Step 6: Manage Event Registration




https://youtu.be/mxZIql3IK3Q?si=hXGpHkjServOQL9S




Streamlining the registration process ensures a smooth experience for attendees. Key considerations include:




User-Friendly Registration Platforms:

Choose platforms like Just Attend for easy setup and management.



Other popular options include Eventbrite and Cvent.





Customization:

Ensure the platform allows for custom branding, ticket types, and integrations with payment gateways.





Communication:

Send automated confirmations and reminders to attendees.






Why Choose Just Attend?



Just Attend stands out for its freemium pricing model—an industry first—making it accessible for beginners and small-scale organizers. It offers robust features like registration management, attendee tracking, and hybrid event capabilities, all without breaking the bank.



Step 7: Organize for In-Person, Hybrid, or Online Events



In-Person Events:




Focus on logistics like seating, décor, and on-site staff.



Perform a venue walkthrough to ensure all requirements are met.




Hybrid Events:




Combine a physical venue with virtual streaming platforms.



Ensure technology compatibility for live streaming and audience interaction.




Online-Only Events:




Use platforms like Zoom, Microsoft Teams, or Airmeet.



Plan engaging virtual activities like Q&A sessions, polls, and breakout rooms.




Best Practices for Event Success




Start Early: Give yourself plenty of time to plan and execute.



Stay Organized: Use tools like Asana or Trello to track tasks and deadlines.



Engage Attendees: Create opportunities for networking and interaction.



Evaluate and Improve: Gather feedback and document lessons learned for future events.




Planning an event doesn’t have to be overwhelming. By following these steps and leveraging tools like Just Attend, you’ll be well on your way to hosting a successful and memorable event. Whether you’re planning an in-person, hybrid, or virtual event, remember that organization and attention to detail are key. Happy planning!

### How AI Is Revolutionizing the Conference and Exhibition Industry (and What the Future Holds)

The conference and exhibition industry has long been a hub for business networking, professional growth, and brand visibility. However, just like every other sector, it’s now encountering a disruptive new force: Artificial Intelligence (AI). AI’s capabilities extend far beyond simple chatbots and automated responses. From smarter event organizing to advanced analytics, AI is transforming every facet of conferences and exhibitions, ultimately reshaping how we plan, market, and experience events. In this  blog post, we’ll delve into how AI affects organizing, ticket sales, exhibitor management, attendee experience, event technology, analytics, and more—plus discuss whether companies should implement AI right away or adopt a more gradual approach. We’ll also take a bold look at how the events industry might evolve over the next decade.



1. AI in Organizing Conferences and Exhibitions



Efficient Planning and SchedulingOne of the most significant benefits of AI in event management lies in its ability to optimize planning and scheduling. Machine learning algorithms can analyze vast amounts of data—such as historical attendance records, speaker popularity, and seasonal trends—to forecast the ideal times and dates for conferences. These algorithms remove guesswork from the decision-making process, ensuring events are scheduled when they’re most likely to draw a larger audience.



Automated Tasks and WorkflowsAI-driven platforms can further alleviate the workload for event organizers by taking care of mundane administrative tasks. From scheduling speaker rehearsals to sending automated email reminders, AI allows human staff to focus on higher-level tasks like cultivating strategic partnerships, improving content quality, and ensuring a memorable attendee experience.



2. The Evolution of Ticket Sales with AI



Dynamic Pricing and Demand ForecastingAI-powered pricing models help organizers set optimal ticket prices based on real-time demand. These systems track data such as early-bird ticket sales, competitor pricing, and social media buzz to continually adjust prices. The result is maximized revenue, with ticket prices rising when demand is high and stabilizing when fewer people are buying tickets.



Personalized PromotionsGone are the days of one-size-fits-all marketing campaigns. Machine learning enables personalized promotions by analyzing demographic data, past purchasing behavior, and online browsing patterns. This means the right promotional offers reach the right individuals at the right time. Not only does this boost ticket sales, but it also heightens attendee satisfaction from the get-go.



3. Streamlining Exhibitor Management



Smart Booth AllocationFinding the ideal spot on the expo floor can make or break an exhibitor’s success at a conference or trade show. AI systems can suggest optimal booth locations by evaluating factors like foot traffic flow, attendee behavior, and past exhibitor performance. This data-driven approach removes bias and ensures a more equitable, effective floor layout.



Automated Lead Generation and MatchingFor exhibitors, the ultimate goal is to generate qualified leads. AI can facilitate this by examining attendee profiles, job titles, industries, and more. Advanced algorithms can then make intelligent matchmaking recommendations, suggesting which attendees would benefit most from a particular exhibitor’s offerings, thereby improving ROI for both parties.



4. Enhancing Attendee Experience with AI



Virtual Assistants and ChatbotsAI-powered chatbots and virtual assistants are quickly becoming indispensable for managing large-scale events. They can handle attendee queries about event schedules, speaker details, and venue logistics in real-time. This not only boosts attendee satisfaction but also reduces the need for extensive customer support staff.



Image created using AI



Personalized Content CurationAs conferences grow larger and more complex, attendees often struggle to navigate long lists of sessions and speakers. AI-driven recommendation engines use data such as a user’s past attendance, interests, and networking goals to provide tailored session and speaker recommendations. Attendees end up discovering the most relevant content, making their event experience more rewarding.



5. Next-Generation Event Technology



Facial Recognition and Access ControlLong lines at registration desks may soon be a thing of the past. Facial recognition technology, powered by AI, can grant attendees seamless access to event venues. Not only does this improve security, but it also eliminates bottlenecks, creating a more welcoming and efficient environment.



Augmented Reality (AR) and Virtual Reality (VR) IntegrationsAI-driven AR/VR technologies are set to revolutionize how exhibitors showcase their products and how attendees experience conferences. Exhibitors can use immersive product demos to captivate visitors, and attendees can access interactive layouts to explore the venue virtually. This level of immersive engagement can dramatically enhance brand recall and visitor satisfaction.



6. The Power of Data and Analytics



Real-Time InsightsWith so many moving parts—attendee check-ins, social media activity, exhibitor performance—event organizers require real-time insights to make on-the-spot decisions. AI-driven analytics platforms gather, process, and visualize these data streams in a user-friendly format, enabling organizers to identify trends and potential issues instantly.



Post-Event AnalysisAfter the conference concludes, AI can dive deep into post-event feedback and data to assess ROI, attendee engagement, and overall event success. These findings can inform improvements for future conferences, from refining speaker line-ups to streamlining registration processes. Essentially, every event becomes an opportunity to learn and enhance performance in a continuous cycle of improvement.



7. Immediate vs. Long-Term AI Implementation




With the rise of generative AI technologies, we have access to a whole new world of opportunities to create immersive, engaging, and unforgettable events." — Ketan Pandit, Head of Marketing at Zuddl




Immediate AdoptionFor many event companies, the potential short-term benefits of AI—such as automated workflows, real-time analytics, and personalized marketing—are too compelling to ignore. Implementing AI now can help organizers remain competitive, optimize costs, and deliver superior attendee experiences. However, immediate adoption requires an upfront investment in technology and training.



A Gradual ApproachOthers might find a phased roll-out of AI technologies more sustainable. This allows teams to adapt slowly, reducing errors caused by drastic changes. Small-scale pilot programs—like using AI chatbots in customer support or trialing AI-driven marketing campaigns—can gather valuable feedback to ensure a smoother transition in the long run.



8. How the Events Industry Could Look in 10 Years



Seamless, Integrated ExperiencesIn a decade, the entire event experience will likely feel unified and personalized. Attendees could rely on AI-powered wearable devices or augmented reality glasses to guide them through venues, receive targeted notifications, and network more effectively. Personal digital assistants might handle mundane tasks like scheduling and note-taking in real time, freeing up participants to focus on making meaningful connections.



Greater Global AccessAs hybrid and virtual events gain traction, AI will facilitate seamless translations and real-time subtitling, making conferences globally accessible. This will open up unprecedented networking possibilities, allowing attendees across continents to come together without language barriers or scheduling conflicts.



Predictive Event ManagementAI systems could eventually predict everything from attendee satisfaction levels to potential issues like overcrowding. Organizers might set up contingency plans for different scenarios before they even occur, creating smoother events with minimal downtime.



Conclusion



The adoption of Artificial Intelligence in the conference and exhibition industry is no longer a futuristic dream—it’s already underway. By automating repetitive tasks, refining marketing strategies, and providing unparalleled attendee personalization, AI empowers organizers and exhibitors to create richer, more data-driven events. While some companies will embrace these technologies immediately to stay ahead of the curve, others will adopt them more gradually to minimize risks. Either way, the transformative impact of AI is unmistakable, and in the next 10 years, we can expect conferences and exhibitions to become more immersive, efficient, and accessible than ever before.



Implementing AI in the short term can generate rapid returns on investment, and it also provides a foundation for leveraging even more advanced technologies in the long run. As the industry continues to evolve, staying informed about AI’s potential—and incorporating it wisely—will be critical for anyone seeking to remain competitive in the dynamic world of events.

### Reviewing The Event Mobile App; Features, Benefits, and Top Recommendations

In the modern era of event management, a well-designed event mobile app has become an essential tool for enhancing the experience of attendees, speakers, and exhibitors alike. These apps serve as a hub for information, communication, and engagement, simplifying event logistics and creating opportunities for meaningful interactions. Whether you’re hosting a small conference or a large-scale expo, the right mobile app can elevate your event to new heights.



In this guide, we’ll explore the critical features and benefits of an event mobile app, discuss the must-have vs. nice-to-have features, and recommend five top event mobile apps with detailed reviews.



Why an Event Mobile App is Essential







A well-crafted event mobile app streamlines the attendee journey while delivering value to organizers, speakers, and exhibitors. Here’s how:



For Attendees:




Convenience: Access event information, agendas, exhibitors, and floor maps at their fingertips.



Engagement: Participate in polls, surveys, and networking opportunities with direct and group messaging.



Personalization: Create custom schedules, bookmark sessions, and receive notifications tailored to their interests.




For Speakers:




Visibility: Share bios, presentation materials, and schedules.



Interaction: Engage with attendees through live Q&A, polls, and feedback.



Feedback: Collect session-specific ratings and comments to refine their presentations.




For Exhibitors:




Lead Generation: Use lead-scanning tools to capture attendee information.



Exposure: Showcase their offerings through exhibitor directories and branded content.



Networking: Connect with potential clients, partners, and stakeholders.




An event app is not just a tool—it’s a platform for connection, learning, and value creation.



Critical Features of an Event Mobile App



1. Branding and Customization



Your event mobile app should reflect your event’s brand identity. Customizable themes, logos, and colors ensure a cohesive look and feel that resonates with your audience.







2. Agenda Selection and Personalization



Allow attendees to browse event schedules, filter sessions by topic or track, and create personalized agendas. Notifications and reminders for selected sessions are a must-have.







3. Feedback, Polls, and Surveys



Real-time polling and surveys enhance engagement and provide valuable insights. Feedback tools help organizers improve future events by understanding attendee preferences.







4. Exhibitor Directory



An interactive exhibitor directory helps attendees discover and connect with exhibitors. Include booth locations, product descriptions, and contact information to maximize exhibitor visibility.







5. Networking Tools



Facilitate networking with features like attendee matchmaking, in-app messaging, and social media integration. A “Who’s Attending” list with filters for roles or industries can encourage meaningful connections.







6. Lead Scanning for Exhibitors



Lead-scanning tools let exhibitors capture and store attendee details by scanning QR codes or NFC badges. This simplifies post-event follow-ups and boosts ROI for exhibitors.







7. Event and Session Check-In



Digital check-in capabilities streamline entry for attendees and provide real-time data to organizers. Session check-ins ensure capacity management and attendance tracking.







8. Event FAQs and Information Articles



Provide a knowledge base within the app, covering FAQs, venue maps, parking details, and more. Easy access to this information reduces attendee stress and staff queries.







Nice-to-Have Features



Some mobile app features are nice-to-have but not essential to your event or attendee experience. More often than not, these added features are not heavily used. In this case, you're spending money on features that have statistically been proven to yield poor return on investment.



Gamification



Incorporate games, leaderboards, and challenges to increase attendee participation and engagement. These work well if they're backed up with something of value to win e.g. free ticket to next year's event or an Xbox, or some other artefact of tangible value. 



Augmented Reality (AR) Experiences



AR features like interactive maps or virtual exhibitor booths can enhance the attendee experience. This is emerging technology with virtual 3D walk-throughs offering attendee's a more immersive experience. These work well if your event is virtual or hybrid for remote attendees. If your event is in-person only, then these features rarely provide more value than an exhibitor directory, 2D floorplan, and physically visiting the stand or area.



Offline Access



Ensure attendees can access key information even without an internet connection. In the past venue internet connectivity has been poor with attendee's suffering frequent outages due to outdated infrastructure unable to cope with demand.



However, today, venue infrastructure and high bandwidth fiber optic internet has meant connectivity at events is less of an issue. However, it is important to have mitigations for possible outages. Therefore choosing an app like Just Attend that has local app caching capability means attendees can still follow their agenda and your event unaffected.



Social Media Integration



Allow users to share their experiences directly from the app to promote your event organically. This is quite powerful feature, and we would say essential. However, it depends on when the mobile app is going to be used.



If your event platform is app based where everything is driven from the app from the point of registration,  then having social sharing capabilities on the lead up to your event is critical. Nothing promotes your event better than organic social proof / word of mouth. 



But if you have an event platform and the mobile app is a companion app to be used at your event only, then social sharing capabilities within the app are less effective. 



While these features can add value, focus on must-have functionalities first to ensure a solid foundation.



Top Event Mobile Apps: Reviews and Recommendations



1. Just Attend



Overview: Just Attend is a mobile app designed to enhance the event experience for attendees, exhibitors, and organizers. It offers a streamlined platform for agenda management, networking, and engagement, making it a popular choice for conferences, expos, and corporate events.



Source: Just Attend



Key Features 




Customizable Agendas: Attendees can view event schedules, select sessions, and create personalized agendas.



Exhibitor Directory: Exhibitors are showcased with detailed profiles, including booth locations, contact information, and product offerings.



Networking Tools: Facilitates attendee-to-attendee and exhibitor connections through in-app messaging and matchmaking.



Lead Scanning for Exhibitors: QR code scanning allows exhibitors to collect attendee details efficiently.



Push Notifications: Keeps attendees informed with real-time updates, reminders, and announcements.



Event FAQs and Resources: Includes maps, FAQs, and other resources to assist attendees throughout the event.



Feedback and Polls: Offers live polling and session feedback options for enhanced attendee engagement and post-event insights.




Pro's




User-Friendly Interface: The app is intuitive and easy to navigate, making it accessible for attendees of all tech proficiency levels.



Real-Time Updates: Push notifications ensure attendees stay informed about schedule changes or announcements.



Efficient Lead Collection: The QR code scanning feature is a significant value-add for exhibitors looking to maximize ROI.



Networking Support: The app provides solid tools for connecting attendees and exhibitors, fostering engagement.



Event Branding: Organizers can customize the app with event logos, colors, and themes to enhance the event's identity.



Affordable Pricing: Just Attend is competitively priced compared to similar event mobile apps, making it attractive for mid-sized events.




Con's 




Limited Advanced Features: Compared to more robust mobile apps like Whova or EventMobi, Just Attend has less advanced functionalities like gamification or AR integration.



Basic Analytics: While it provides attendee insights, the analytics dashboard is less comprehensive than some competitors.



Customization Constraints: Although branding is supported, deeper customization options (e.g., layout changes) are limited.




Verdict: The Just Attend mobile app is a reliable and user-friendly solution for small to mid-sized events. It excels in providing essential features like personalized agendas, lead scanning, and networking tools, ensuring a smooth experience for attendees and exhibitors alike. 



2. Whova



Overview: Whova is a versatile event management app that caters to conferences, expos, and corporate events. It offers a comprehensive suite of features that benefit attendees, organizers, and exhibitors alike.



Source: Whova



Key Features:




Customizable agendas and session notifications.



Networking tools, including attendee matchmaking and in-app messaging.



Live polls, surveys, and Q&A sessions.



Exhibitor directory with lead-scanning capabilities.




Pros:




User-Friendly Interface: Both attendees and organizers find the app easy to navigate.



Robust Engagement Tools: Networking and interactive features encourage participation.



Comprehensive Reporting: Post-event analytics provide valuable insights.




Cons:




Pricing: Whova’s pricing may be a hurdle for smaller events.



Offline Limitations: Some features require a stable internet connection.




Verdict: Ideal for medium to large events, Whova excels in attendee engagement and analytics but may be overkill for smaller gatherings.



3. EventMobi



Overview: EventMobi offers an all-in-one platform for virtual, hybrid, and in-person events. Known for its high degree of customization, it’s a favorite among event organizers looking for scalability.



Source: Eventmobi



Key Features:




Fully customizable branding and design.



Interactive agendas with personalized schedules.



Gamification features to boost engagement.



Robust analytics and reporting.




Pros:




Customizability: Tailor the app to fit your event’s branding seamlessly.



Scalability: Suitable for events of all sizes.



Customer Support: Responsive support team.




Cons:




Complex Setup: The app’s versatility can make initial setup challenging.



Pricing Tiers: Advanced features are locked behind higher pricing tiers.




Verdict: A flexible solution for diverse event types, EventMobi’s customization options and engagement tools make it a strong contender.



4. CrowdCompass by Cvent



Overview: CrowdCompass, part of the Cvent ecosystem, is designed for large-scale events and conferences. Its deep integration with Cvent’s event management suite makes it a popular choice for enterprise clients.



Source: Cvent



Key Features:




Advanced networking and attendee engagement tools.



Session check-ins and live polling.



Integration with Cvent’s event management platform.



Interactive maps and exhibitor directories.




Pros:




Enterprise-Grade Features: Ideal for large and complex events.



Seamless Integration: Works well with other Cvent tools.



Engagement Options: Offers robust tools for attendee interaction.




Cons:




Expensive: Pricing is geared towards enterprise-level events.



Steep Learning Curve: Requires training for optimal use.




Verdict: Best suited for large conferences, CrowdCompass offers powerful features but may be too complex and costly for smaller events.



5. Hopin / RingCentral Events



Overview: Hopin is a popular virtual and hybrid event platform designed to provide an immersive experience for attendees, organizers, and exhibitors. With a suite of features to host small gatherings, webinars, or large-scale conferences, Hopin aims to replicate the interactive and networking aspects of in-person events in a digital format.







Key Features:




Event Stages: Stream keynote sessions, presentations, and panels to a large audience with live or pre-recorded content.



Networking Tools: Randomized one-on-one networking and attendee chat functions to mimic serendipitous in-person encounters.



Exhibition Booths: Virtual booths for exhibitors to showcase products, engage with attendees, and collect leads.



Breakout Sessions: Host workshops, roundtable discussions, or Q&A sessions in smaller, interactive spaces.



Analytics Dashboard: Access detailed event performance metrics, including attendance, engagement, and lead generation.



Custom Branding: Personalize the event environment with logos, colors, and banners to align with your event's identity.



Integration: Seamlessly connect with platforms like Salesforce, HubSpot, Slack, and Zapier for enhanced event management.




Pros:




Scalability: Suitable for events of all sizes, from intimate networking sessions to conferences with thousands of attendees.



Interactive Networking: The randomized networking feature offers a unique way to connect attendees and exhibitors.



User-Friendly Interface: Straightforward for both organizers and participants, reducing the learning curve.



Comprehensive Features: Offers an all-in-one platform for streaming, networking, and exhibiting, eliminating the need for multiple tools.



Custom Branding: Enhances the attendee experience by reflecting the event's identity across the platform.



Robust Analytics: Provides actionable insights for measuring event success and ROI.




Cons:




Cost: Pricing can be prohibitive for smaller organizations or events with limited budgets, as Hopin's advanced features often come at a premium.



Networking Limitations: While the randomized networking feature is innovative, it lacks customization options for more targeted matchmaking.



Bandwidth Dependency: The platform's performance heavily relies on stable internet connections, which can be a challenge for attendees in areas with poor connectivity.



Learning Curve for Advanced Features: While the basics are intuitive, exploring and utilizing advanced capabilities may require additional training or support.



Occasional Technical Glitches: Some users have reported issues with audio or video during live sessions, which can disrupt the attendee experience.




Verdict: Hopin is a powerful and versatile event platform with an impressive array of features tailored to virtual and hybrid experiences. Its scalability, branding options, and robust analytics make it an excellent choice for mid to large-scale events. However, the cost and occasional technical hurdles might make it less appealing to smaller organizations or those new to virtual events.



Choosing the Right Event Mobile App



When selecting an event mobile app, consider the following:




Event Size and Type: Large expos may require more advanced features like lead scanning, while smaller conferences might prioritize ease of use.



Budget: Evaluate pricing plans and ensure the app’s features align with your budget.



Integration Needs: Ensure compatibility with your existing registration and CRM systems.



User Experience: Test the app from both attendee and organizer perspectives to ensure it meets your needs.




Conclusion



An event mobile app is a game-changer for modern event management, offering features that enhance convenience, engagement, and efficiency. From branding and personalized agendas to networking and lead scanning, the right app can cater to the diverse needs of attendees, speakers, and exhibitors. While Just Attend, Whova, EventMobi, CrowdCompass, and Hopin each bring unique strengths, the best choice depends on your event’s specific requirements.



By prioritizing critical features and incorporating nice-to-haves as your budget allows, you can deliver a seamless and memorable experience for all stakeholders. Embrace the power of technology, and let your event mobile app be the key to your next event’s success!



Let's talk!

### Event Check-In Tips: Best Practices for Seamless Event Management

Efficient event check-in is a critical component of creating a positive first impression for your attendees. A streamlined process not only sets the tone for your event but also prevents bottlenecks and enhances the overall attendee experience. Whether you’re planning a corporate seminar, a trade show, or a large conference, implementing the right strategies can make a significant difference. In this article, we’ll explore essential event check-in tips and best practices to ensure smooth and stress-free entry for all.



1. Choose Fast and Efficient Check-In and Badge Printing Software







The foundation of a successful check-in process is the software you select. Investing in a robust, user-friendly platform is critical for avoiding delays and managing high volumes of attendees effectively.




Speed and Reliability: Opt for software that can process check-ins quickly, even during peak times. Look for solutions with offline capabilities to prevent interruptions in case of internet outages.



Integration: Ensure the software integrates seamlessly with your event registration platform, allowing for real-time updates and syncing of attendee data.



Badge Printing: On-demand badge printing reduces the need for pre-printed badges and eliminates errors. Make sure your printers are fast and equipped with sufficient supplies to avoid downtime.




By choosing the right technology, you can significantly reduce check-in times and create a hassle-free experience for attendees.



2. Prepare Attendees Beforehand







A well-prepared attendee is easier to check in. Clear communication in the lead-up to your event ensures they arrive ready and informed.




Send Reminders: Email or text reminders with event details, including venue address, timings, and any required documents (such as tickets or identification).



Digital Tickets: Encourage attendees to have their digital tickets ready for scanning. QR codes or NFC-enabled passes are excellent for speeding up check-in.



FAQs: Provide answers to common questions in your pre-event communication to reduce confusion on the day.




When attendees know what to expect, the check-in process becomes much smoother.



3. Master Queue Design and Management







Proper queue management is essential for maintaining order and preventing frustration among attendees. Here’s how to optimize your queue design:




Separate Lines: Create separate lines for pre-registered attendees, on-the-spot registrations, VIPs, and troubleshooting. Use clear signage to guide attendees.



Staggered Entry: If possible, stagger entry times to reduce congestion. Communicate these times clearly to your attendees.



Queue Monitors: Assign staff to monitor the queues, answer questions, and redirect attendees if needed.




Efficient queue management reduces wait times and ensures attendees start the event in a positive mood.



4. Train and Prepare Your Team







Your staff is the backbone of your check-in process. Well-trained personnel can handle high-pressure situations, manage technology, and troubleshoot issues with ease.




Rehearsals: Conduct a full run-through of the check-in process before the event. Simulate different scenarios, such as long queues or technology failures.



Technology Training: Ensure all staff are familiar with the check-in software and equipment. They should know how to use badge printers, troubleshoot technical issues, and assist attendees efficiently.



Customer Service: Emphasize the importance of friendly and professional interactions, as your staff will be the first point of contact for attendees.




Well-prepared staff can adapt to challenges and maintain a seamless check-in process.



5. Plan for the Unexpected



No matter how well you plan, unexpected situations can arise. Being prepared for emergencies ensures minimal disruption.




Internet Outages: Use check-in software with offline capabilities or have a mobile hotspot as a backup.



Fire Alarms or Evacuations: Include emergency response protocols in your team training. Ensure all staff know their roles and the nearest exits.



Medical Events: Have first-aid staff on hand and ensure team members know how to contact emergency services.



Technical Issues: Establish an onsite technical support desk to handle check-in queries and equipment malfunctions.




Incorporate these scenarios into your pre-event rehearsals to build confidence and preparedness among your team.



6. Set Up an Onsite Technical Support Desk







Having an onsite technical support desk is invaluable for resolving check-in issues quickly. This dedicated area can:




Troubleshoot technical problems with check-in devices or badge printers.



Handle attendee queries, such as missing registrations or ticket issues.



Provide extra supplies like badge stock, lanyards, or printer ink.




An onsite support desk minimizes disruptions and keeps the check-in process running smoothly.



7. Choose the Right Check-In Location







The location of your check-in area plays a significant role in the attendee experience. Consider the following:




Proximity: Place the check-in area close to the main entrance for easy access.



Space: Ensure there is enough space to accommodate queues without blocking walkways or other event areas.



Signage: Use large, clear signage to direct attendees to the check-in area.



Flow: Design the layout to allow for a natural flow from check-in to the event space.




Selecting the right location minimizes confusion and helps attendees transition seamlessly into the event.



8. Stock Up on Essentials



Running out of supplies during check-in can cause unnecessary delays. Make sure you have:




Sufficient Lanyards and Badges: Have extras on hand to account for lost or forgotten badges.



Printer Ink and Paper: Stock enough supplies to last the entire event, especially for large gatherings.



Backup Devices: Keep spare check-in devices or tablets ready in case of hardware failure.




Planning for these essentials ensures a smooth process and avoids last-minute scrambles.



9. Optimize Staff Allocation



Demand for check-in staff is highest at the beginning of the event and decreases over time. To manage this effectively:




Peak Hours: Assign more staff during the initial rush to minimize wait times.



Flexibility: Have staff on standby to handle unexpected surges.



Reallocation: Once the rush subsides, reassign staff to other roles, such as guiding attendees or assisting with sessions.




Strategic staffing keeps your team productive and responsive to attendee needs.



10. Evaluate and Improve



Post-event evaluation is essential for refining your check-in process. Gather feedback from attendees and staff to identify areas for improvement.




Surveys: Send out post-event surveys to attendees asking about their check-in experience.



Staff Debrief: Conduct a debrief with your team to discuss what worked well and what could be improved.



Data Analysis: Review check-in data to pinpoint peak times, common issues, and trends.




Continuous improvement ensures your check-in process becomes more efficient with every event.



Conclusion



Implementing these event check-in tips and best practices will help you create a seamless and stress-free entry experience for your attendees. From choosing the right software and training your team to preparing for unexpected situations and optimizing queue management, every detail contributes to a successful check-in process. By prioritizing efficiency, preparation, and adaptability, you can leave a lasting positive impression on your attendees and set the stage for a successful event.



Key Takeaways




Invest in reliable check-in and badge printing software.



Prepare attendees with clear communication and digital tickets.



Optimize queue design and staff training.



Plan for emergencies and stock essential supplies.



Evaluate your process for continuous improvement.




Follow these steps, and you’ll master how to run event check-in efficiently, ensuring your event kicks off on the right note!

### Optimizing Event Check-In with Just Attend’s Event Badge Printing Software

Efficient event check-in is critical for ensuring a smooth and professional experience for attendees. With Just Attend’s event badge printing software, you can seamlessly manage attendee check-ins and onsite badge printing, enhancing both operational efficiency and attendee satisfaction.



Why Choose Just Attend’s Event Badge Printing Software?



Our cutting-edge event badge printing software integrates directly with your event registration system. It validates tickets, checks in attendees, and prints personalized badges instantly. Here are its key benefits:




Touch-Free Usability: Attendees can check in without touching a screen or keyboard, ensuring a hygienic and intuitive experience.



Offline Resilience: The software stores your attendee data locally, allowing uninterrupted functionality even with poor internet connectivity. Check-ins and badge printing are synced to the platform once connectivity is restored.



Real-Time Updates: Changes to the attendee list are automatically downloaded every 30 seconds.




Powerful Features for Event Organizers



Our event badge printing software is designed to empower event organizers with tools that simplify operations:




Bulk Badge Printing: Print badges in batches based on ticket type or attendee role, such as exhibitors or speakers.



Admin Overrides: Address issues like invalid tickets with an administrative PIN.



Versatile Scanning Options: Use a USB QR code scanner or integrated webcam for ticket scanning.



Comprehensive Search: Locate attendees by name or email.



Cross-Platform Compatibility: Operates seamlessly on Windows 10 and 11 in kiosk mode.




Setting Up Your Event Badge Printing System



To use Just Attend’s event badge printing software, you’ll need:




A Windows 10/11 laptop, computer, or tablet.



A USB 2D QR code scanner or webcam.



A USB or network-connected badge label printer.



Badge labels (102.5mm x 276mm recommended).




For optimal results, we recommend:




Epson C3500 for color inkjet printing.



Zebra ZD421D for direct thermal printing.




You can source badge labels directly from us, including pre-printed options for branded designs.



Customizable Badge Design



Create professional and unique event badges with our customizable templates. Options include:




Full-Color Inkjet Printing: Print entire badge designs onsite for various roles like attendees, exhibitors, and staff.



Thermal Printing: Use pre-printed labels with variable attendee data added during check-in.




Add details like Wi-Fi credentials or QR codes linking to the event agenda on the back of the badge for added utility.







Setting Up Your Kiosk



You’ll need to set your kiosk up at your registration location at a comfortable height for your attendees to use whilst standing up. A normal table or bar counter will be fine.



Connect your QR code scanner and printer to your laptop. You’ll need to ensure the printer software driver is set up for the badge size you’re printing.



If you’re using our standard inkjet badges and the Epson C3500 printer, the following settings can be used







Install (if not already) the Just Attend Badge Printing Software onto your machine. Then launch the program by going to Start > Just Attend Kiosk







Login with your event admin username and password







Select the conference you want the kiosk to connect to from the drop down list.



Next, you’ll need to configure the kiosk to use the correct printer, QR code scanner, and enter your Kiosk Pin.







Click on Set Printer, and select your badge printer and save.







Next go to Set Camera or Reader and select your camera, or check the box if you’re using a QR code scanner and press OK.







Now, set your Kiosk Pin. This pin number allows you to exit the kiosk mode and also override any validation when a ticket is scanned. For example, if an attendee arrives on the wrong day and their ticket is not valid, you can enter the code when prompted to print and check them in.







Now you’re ready to start using the Kiosk. You’ll notice the Enter Kiosk Mode button is now lit up green.







If you want to change the Kiosk name or turn off ticket validation entirely so the kiosk will print name badges as long as there is a ticket for the person regardless of valid date or if they’ve already checked in, click on conference settings and change them there.



We recommend that you only do this if you’re testing the software.



Now enter kiosk mode. The application will temporarily close and re-open in kiosk mode:







Now all the attendees need to do is show their ticket QR code to the reader and the kiosk will automatically check them in and print their badge.







That’s it! It’s as simple as that. After 5 seconds, the kiosk will automatically return to the home screen ready for the next attendee.



Of course, there will be people who arrive who cannot find their ticket. That’s no problem, they can enter their email address into the kiosk instead.







Override Invalid Tickets



If a ticket has been printed already, or the ticket valid date is out of range, then the kiosk will flag an error.







You can use your kiosk pin to override this warning and print the badge anyway. This is useful if an attendee has lost or damaged their badge and needs a reprint.







Choosing The Correct Badge



A normal attendee will have one role within your event, e.g. attendee. When a single role is found, the kiosk will automatically print the badge design relating to that role.



If the attendee has multiple roles, e.g. they’re a Speaker and an Exhibitor, they will be prompted with a choice. This is the only time the attendee must touch the kiosk.







Bulk Printing



You as the organizer can print badges in bulk using the kiosk. This is useful if you want to pre-print your exhibitor or speaker badges and hand them out manually.



In the kiosk admin area, choose bulk ticket printing.







Here, you can choose which tickets to filter your bulk printing on as well as the roles within those tickets







If bulk printing exhibitors, the kiosk will order the badges by exhibitor name rather than person name to ensure that the badges printed are specifically for the same exhibitor. This reduces the effort in sorting the badges later.



The kiosk splits the results into buckets of 10 tickets. This is to minimize wastage due to error.



You can also choose whether you want to just print badges, or print and check them into your event at the same time.



Reporting



You also get access to comprehensive real time reports on your check-in performance in the event admin area of the platform.







Keep track of your attendance by ticket, instantly see how many people have arrived vs sold tickets and even drill down into the types of attendee, who have arrived based on your registration data.











Additional Badge Printing Solutions



We also offer:




Assisted Badge Printing: We provide hardware, setup, training, and onsite support while your staff manages check-ins.



Fully Managed Badge Printing: We handle everything, including equipment and operations, ensuring a stress-free experience for you.




Conclusion



Implementing Just Attend’s event badge printing software streamlines your event’s check-in process, saving time and ensuring accuracy. Affordable and reliable, this solution suits events of all sizes. For complete peace of mind, consider our assisted or fully managed services.



Ready to elevate your event check-in experience? Contact us today to learn more!

### Choosing the Best Conference Badge Printer: A Comprehensive Review

When organizing a conference or event, one of the most overlooked yet crucial elements is the choice of a conference badge printer. A high-quality printer not only ensures professional badges but also plays a critical role in streamlining check-in processes and improving attendee experience. This guide reviews four popular badge printers—the Epson C3500, Zebra ZD421D, Zebra ZD621, and Primera LX500C—while exploring the complementary role of check-in kiosk software and other essential considerations.



1. Epson C3500 Printer



The Epson C3500 is a robust color printer designed for high-quality badge printing and is used by many event badge printing solutions for it's reliability, performance, and production quality.







Pros:




High-resolution color printing, ideal for branding.



Compact design, easy to transport.



Durable ink suitable for badges exposed to various conditions.



Fast printing (sub 4 seconds for basic badge designs)



Can be networked and be used by multiple event check-in kiosks for optimal usage.




Cons:




30 second automatic head maintenance after every ~30th badge print can slow queues.



High price point.



Slightly higher ink costs.




Performance: The Epson C3500 excels at creating vibrant badges with sharp details, making it a great choice for events emphasizing visual branding. However, with its automatic head maintenance cycles can become a bottleneck at events with high foot traffic. This can be overcome by ensuring you have additional kiosks and printers to evenly distribute your attendee traffic.



2. Zebra ZD421D Printer



The Zebra ZD421D is a versatile direct thermal printer designed for quick badge production.







Pros:




Fast printing speeds, ideal for high-volume events.



Compact and durable design.



Easy-to-use interface and configuration.



Cheaper ongoing costs, requires no ink or waste containers, and cheaper to maintain.




Cons:




Limited to monochrome printing.



Thermal printing can fade over time if exposed to heat or sunlight.



Can leave slight graze marks on badge from the printer feed mechanism.



Print quality is low compared to full color inkjet printing from the Epson C3500.




Performance: This printer’s speed and simplicity make it a top contender for events requiring quick badge generation without compromising on quality, though its lack of color printing may be a limitation, we can supply pre-printed badge blanks that are UV printed in color with your base design. This means you can have a color badge, with thermally printed variable data printed onsite.



3. Zebra ZD621 Printer



The Zebra ZD621 offers advanced features for enhanced functionality.







Pros:




Exceptional printing speed and reliability.



Supports a range of materials and badge types.



Advanced security features and connectivity options including Bluetooth, LAN and WLAN.




Cons:




Higher price point compared to other models means its often out of reach for self-managed badge printing solutions.



Requires a slight learning curve for setup and operation.




Performance: With superior speed and compatibility with various badge materials, the ZD621 is well-suited for large-scale conferences. Its advanced features justify its cost for events that demand flawless operation.



4. Primera LX500C Printer



The Primera LX500C is a compact, full-color printer for premium badge printing.







Pros:




High-quality color printing.



Small footprint, ideal for limited space.



Integrated cutter for precision badge sizes.




Cons:




Slower printing speeds.



Expensive when speed is more important than print quality.



Limited capacity for high-volume events.




Performance: This printer is perfect for boutique or high-end events where badge aesthetics are a priority, though it may struggle with large-scale operations due to its speed.



The Role of Event Check-In Kiosk Software



Choosing the right badge printer is only half the equation. An efficient check-in process depends heavily on the accompanying software. The best event check-in kiosk software should:




Be Self-Service and Touchless:

Modern kiosks should support self-check-in to reduce staff burden and speed up attendee processing.



Touchless options, such as QR code scanning, minimize physical contact and enhance attendee safety.





Ensure Software Reliability:

Offline Capabilities: The software must function seamlessly without internet access to mitigate venue connectivity issues.



Data Backup: Ensure real-time data syncing when connectivity is restored to avoid discrepancies.





Support Rapid Badge Production:

Pairing fast printers like the Zebra ZD421D or Epson C3500 with efficient software ensures smooth operations even during peak check-in periods.










Our event badge printing kiosk software is built to these specifications ensuring a completely touch free check-in experience alongside robust reliability that effectively mitigates venue internet outages with local storage and re-sync of data with our system when connectivity is restored.



Queue Management: Essential for a Smooth Check-In Experience



Effective queue management can make or break the attendee experience. Key strategies include:




Deploy Ushers: Position ushers to direct attendees to available kiosks and maintain orderly lines.



Pre-Scan Preparation: Instruct attendees to have their tickets or QR codes ready for scanning to minimize delays.



Queue Metrics: Use software to monitor queue lengths and deploy additional resources as needed to prevent bottlenecks.








Importance of Effective Badge Design



Badges do more than just identify attendees; they facilitate networking and help manage access. To optimize badge design:




Highlight Attendee Types:

Use color coding, icons, or bold text to distinguish between speakers, VIPs, exhibitors, and general attendees.





Include Essential Details:

Ensure badges display the attendee’s name, title, company, and any relevant event access levels.





Optimize for Scanning:

Place QR codes or NFC tags prominently for seamless scanning and session tracking.










Our event badge printing kiosk can print any badge design you need with different designs for each attendee role. This makes it easy for you to identify your attendees, speakers, and exhibitors from a distance whilst adding that extra level of branding to your event.



Final Thoughts



Choosing the right conference badge printer and supporting software is a pivotal decision for any event organizer. Whether you prioritize speed, print quality, or versatility, the Epson C3500, Zebra ZD421D, Zebra ZD621, and Primera LX500C offer compelling options for different needs. Pair these with reliable check-in software and implement strong queue management practices to ensure a seamless experience.



Invest in the right tools and strategies to leave a lasting impression on your attendees while ensuring operational efficiency. The combination of advanced badge printers, effective software, and well-thought-out processes will set your event apart and keep attendees coming back for more.

### Crafting an Effective Event Agenda: Best Practices and Tips

Creating an event agenda that captures attendees’ interest and ensures smooth execution is a critical component of any successful conference. A well-structured agenda not only entices registrations but also keeps participants engaged and informed throughout the event. Leveraging advanced tools like an event schedule builder, event agenda builder, and robust event agenda management features can make this process significantly easier and more effective.



In this guide, we’ll explore best practices and actionable tips for designing an agenda that meets both attendee and organizer needs, ensures room capacities are adhered to, and accommodates unexpected changes without disruptions.



The Importance of a Strong Event Agenda



A well-thought-out event agenda serves as the backbone of your conference. It helps:




Drive Registrations: A clear and enticing agenda demonstrates the value of the event and encourages potential attendees to sign up.



Optimize Attendee Experience: A well-organized schedule ensures attendees can plan their day effectively and attend the sessions that matter most to them.



Streamline Event Operations: A structured agenda simplifies session management, room assignments, and resource allocation for organizers.




To achieve these outcomes, your event agenda must be both comprehensive and flexible.



Best Practices for Designing an Effective Event Agenda



1. Start with Attendee Needs in Mind



Understand your audience and tailor the agenda to their preferences. Consider:




Content Variety: Include a mix of session types, such as keynotes, panel discussions, workshops, and networking opportunities.



Skill Levels: Offer sessions for beginners, intermediate, and advanced participants to cater to different expertise levels.



Relevant Topics: Conduct pre-event surveys to identify topics of interest and ensure your sessions align with attendee expectations.




2. Use an Event Schedule Builder for Clarity



Advanced tools like our event schedule builder can simplify the process of creating and managing your agenda. Features to look for include:




Drag-and-Drop Functionality: Easily rearrange sessions as needed.



Custom Filters: Allow attendees to filter sessions by topic, speaker, or skill level.



Color-Coding: Differentiate session types for better visual clarity.








3. Provide Detailed Session Descriptions



Ensure each session listing includes:




Title and Abstract: A concise yet compelling description of the session.



Speaker Information: Include bios and headshots to highlight expertise.



Audience Level: Indicate whether the session is beginner, intermediate, or advanced.



Takeaways: Clearly state what attendees will gain from attending the session.








4. Incorporate Features to Help Attendees Choose Sessions



Empower attendees to build their personalized agendas with:




Session Recommendations: Use AI-driven suggestions based on user interests and behavior.



Conflict Alerts: Notify attendees if selected sessions overlap.



Integration with Calendar Apps: Allow attendees to sync sessions with their personal calendars.








5. Ensure Non-Overlapping Similar Sessions



Prevent audience dilution by avoiding overlaps between sessions on similar topics. Strategies include:




Topic Clustering: Group related sessions in different time slots.



Capacity Forecasting: Use historical data to predict the popularity of sessions and distribute them across the agenda accordingly.



Event Agenda Builder Tools: Utilize algorithms to detect and resolve potential overlaps automatically.








6. Plan for Emergencies with Real-Time Adjustments



Unexpected changes, such as speaker cancellations or technical issues, can disrupt even the best-planned agenda. Mitigate these risks with:




Flexible Event Agenda Management: Use platforms that allow real-time updates and notify attendees of changes immediately.



Backup Sessions: Have pre-recorded or alternate sessions ready to fill gaps.



Communication Tools: Send push notifications or app alerts to inform attendees of updates.








7. Optimize Room Capacities



To prevent overcrowding or underutilization of spaces:




Capacity Tracking: Use registration data to allocate rooms based on anticipated attendance.



Live Monitoring: Employ tools that provide real-time attendance data for each session.



Overflow Plans: Arrange additional seating or streaming options for popular sessions.








Handling Challenges in Event Agenda Management



Challenge 1: Session Overlaps




Solution: An event schedule builder can identify and flag overlapping sessions, enabling organizers to rearrange them.




Challenge 2: Last-Minute Cancellations




Solution: Maintain a pool of backup speakers and pre-recorded content to fill gaps seamlessly.




Challenge 3: Overcrowded Rooms




Solution: Implement pre-registration for sessions and use real-time tracking tools to adjust room assignments as needed.




Challenge 4: Attendee Dissatisfaction with Agenda Changes




Solution: Communicate updates proactively through mobile apps, email notifications, and digital signage at the venue.




Advanced Features for a High-Performing Event Agenda Builder



When selecting tools for your event agenda, prioritize platforms with the following features:




Real-Time Updates: Allow instant adjustments and notify attendees of changes automatically.



Collaboration Tools: Enable multiple team members to work on the agenda simultaneously.



Data Integration: Sync with attendee registration platforms and CRM systems for seamless operations.



Analytics Dashboard: Gain insights into session popularity, attendance trends, and engagement levels.



Mobile-Friendly Design: Ensure attendees can access and interact with the agenda on their smartphones and tablets.




Case Studies: Success with Event Schedule Builders



Case Study 1: A Tech Conference’s Smarter Agenda Management



A leading tech conference used an advanced event schedule builder to:




Reduce session overlaps by 80%.



Provide attendees with personalized agenda recommendations, increasing session attendance by 35%.



Handle last-minute speaker cancellations with pre-recorded backup sessions.




Case Study 2: A Healthcare Event’s Capacity Optimization



A healthcare conference leveraged event agenda management tools to:




Track live attendance and reroute participants to overflow rooms.



Send push notifications for room changes, reducing confusion by 50%.



Offer attendees AI-driven session suggestions, leading to a 20% increase in engagement.




Conclusion



An effective event agenda is not just a schedule; it’s a strategic tool that drives registrations, maximizes attendee satisfaction, and ensures operational efficiency. By leveraging tools like event schedule builders, event agenda builders, and robust event agenda management features, organizers can create a seamless and engaging experience for all stakeholders.



Remember to prioritize attendee needs, maintain flexibility, and use data-driven tools to optimize your agenda. With careful planning and the right technology, you can deliver an event agenda that stands out and ensures the success of your conference.



Ready to elevate your next event? Invest in the right tools and best practices to build an agenda that truly resonates with your audience.

### Best Practices and Importance of Self-Service Exhibitor Management in Exhibitions and Conferences

In the dynamic world of exhibitions and conferences, seamless coordination between organizers and exhibitors is paramount. Self-service exhibitor management portals have emerged as an indispensable tool for streamlining operations, enhancing exhibitor satisfaction, and ensuring event success. These digital platforms empower exhibitors to manage their participation independently while reducing the administrative burden on organizers. This blog explores the best practices for implementing self-service exhibitor portals, their importance, and the challenges that arise without them.



The Core Functions of Self-Service Exhibitor Portals



Self-service exhibitor portals offer exhibitors a centralized platform to manage essential tasks such as:




Staff Registration: Simplifying the process of registering team members.



Lead Capture with Custom Questions: Enabling exhibitors to capture and analyze valuable attendee data.



Brand Awareness: Providing tools to upload logos, banners, and promotional materials.



Task Tracking: Ensuring exhibitors complete necessary tasks on time through task lists and reminders.




These features not only improve the exhibitor experience but also contribute significantly to the overall success of the event.



Best Practices for Implementing Self-Service Exhibitor Portals



1. User-Friendly Design







A user-friendly interface ensures that exhibitors of varying technical expertise can navigate the portal effortlessly. Prioritize intuitive design with clear instructions and logical navigation paths.




Use clear labels and icons for key functionalities.



Provide a simple dashboard summarizing pending tasks and deadlines.



Optimize for mobile devices to cater to on-the-go users.




2. Streamlined Staff Registration







Efficient staff registration tools should enable exhibitors to:




Add or update team members easily.



Assign roles to ensure the right people have appropriate access.



Access printable badges or QR codes for event check-ins.




3. Customizable Lead Capture Forms







Allow exhibitors to create custom questions for lead capture forms, tailoring data collection to their business goals. Include features such as:




Pre-designed templates to save time.



Drag-and-drop question creation.



Analytics dashboards to review collected data.




4. Integrated Branding Opportunities







Self-service portals should offer ample branding opportunities. Encourage exhibitors to:




Upload company logos and banners for display on event websites and materials.



Customize booth layouts using 3D visualization tools.



Share promotional content directly through the portal.




5. Comprehensive Task Management Tools







Task management features ensure exhibitors complete all necessary preparations. Best practices include:




Automated reminders for approaching deadlines.



Detailed checklists for booth setup, material submissions, and technical requirements.



Progress tracking to highlight completed and pending tasks.




6. Robust Customer Support







Even with self-service tools, exhibitors may need assistance. Provide multiple support channels, including:




Live chat for instant problem resolution.



Comprehensive FAQs and video tutorials.



Email and phone support for complex issues.




Importance of Self-Service Exhibitor Portals



1. Efficiency for Organizers



By empowering exhibitors to manage their participation, self-service portals drastically reduce the administrative workload for organizers. This allows organizers to focus on high-level planning and enhancing the attendee experience.



2. Enhanced Exhibitor Satisfaction



Exhibitors value autonomy and efficiency. A well-designed portal enables them to manage their responsibilities on their own schedule, leading to increased satisfaction and higher retention rates for future events.



3. Improved Data Collection and Analysis



Customizable lead capture forms help exhibitors gather precise data about attendees, enabling better follow-ups and ROI measurement. For organizers, aggregated data from exhibitors can provide valuable insights into attendee preferences and event performance.



4. Brand Promotion



The ability to upload logos, promotional content, and booth visuals enhances exhibitors' brand presence before, during, and after the event. This ensures exhibitors achieve maximum visibility and engagement.



5. Streamlined Communication



Centralized communication through the portal reduces the likelihood of miscommunication. Organizers can send updates, share resources, and address queries directly through the platform.



Pitfalls of Not Implementing Self-Service Portals



Without self-service exhibitor portals, organizers and exhibitors face several challenges:



1. Increased Workload for Organizers



Organizers must manually handle exhibitor queries, registrations, and updates, diverting time and resources away from strategic planning.



2. Exhibitor Frustration



Without autonomy, exhibitors may feel frustrated by delays in communication or errors in manual data handling. This dissatisfaction can impact their participation in future events.



3. Inefficient Task Completion



Manual tracking of tasks can lead to missed deadlines and last-minute chaos. Exhibitors may arrive unprepared, affecting the overall quality of the event.



4. Missed Branding Opportunities



Without a portal, exhibitors may struggle to showcase their brand effectively. This limits their ability to attract attendees and generate leads.



5. Data Management Issues



Manually collecting and analyzing lead data is time-consuming and prone to errors, diminishing the value of attendee insights.



Case Studies: Success with Self-Service Exhibitor Portals



Case Study 1: A Tech Expo’s Journey to Efficiency



A leading tech expo adopted a self-service exhibitor portal, resulting in:




50% reduction in organizer workload through automated processes.



Higher exhibitor satisfaction scores, with 90% praising the portal’s ease of use.



Improved lead quality for exhibitors thanks to customizable lead capture forms.




Case Study 2: A Healthcare Conference’s Branding Success



A healthcare conference introduced a portal with robust branding features, enabling exhibitors to:




Showcase promotional videos and interactive content.



Achieve 30% more attendee engagement compared to previous years.



Reduce setup errors through virtual booth previews.




Conclusion



Self-service exhibitor portals are no longer a luxury but a necessity for successful exhibitions and conferences. By streamlining exhibitor management, enhancing brand visibility, and enabling efficient data collection, these portals empower exhibitors and organizers alike. Conversely, the absence of such tools can lead to inefficiencies, frustration, and missed opportunities.



Investing in a robust self-service exhibitor portal is an investment in the success of your event. By following best practices and leveraging the full potential of these platforms, you can create a seamless and engaging experience for all stakeholders.



Ready to elevate your next event? Book a demo below.

### The Ultimate Guide to Event Registration: Ensuring Seamless Conversions and Maximizing Attendance

Event registration is a critical stage in planning a successful event. It's the first touchpoint where your attendees actively engage with your event, setting the tone for their overall experience. A well-executed registration process can lead to higher conversions, increased attendance, and satisfied participants. On the other hand, a poorly designed system can deter potential attendees, reducing the overall impact of your event.



In this comprehensive guide, we'll explore essential considerations to ensure a seamless event registration process, highlight common mistakes and pitfalls, and provide practical solutions to maximize attendance.



Why Event Registration Matters



Event registration is more than just collecting participant details; it’s about creating a frictionless experience that ensures potential attendees complete their registration. A seamless process:




Builds trust and credibility.



Reduces the likelihood of drop-offs during registration.



Increases attendee satisfaction from the outset.



Provides you with crucial data for event planning and marketing.




Key Considerations for Seamless Event Registration



1. User-Friendly Interface



A complex or confusing registration form is a surefire way to lose potential attendees. Ensure your interface is intuitive and mobile-friendly, with clear navigation and minimal steps to complete the registration.



Best Practices:




Use clear call-to-action (CTA) buttons like "Register Now" or "Sign Up Today."



Break long forms into manageable sections.



Test the form’s functionality on different devices and browsers.




How We Help:



Our event website is fine tuned for quick and easy use across desktop and mobile devices that allow attendees to purchase their tickets without friction.







2. Data Privacy and Security



Attendees are more cautious than ever about sharing personal information. If your registration process lacks transparency or security measures, you risk losing trust and registrations.



Best Practices:




Clearly state your privacy policy and how attendee data will be used.



Use SSL certificates for secure transactions.



Comply with data protection regulations like GDPR or CCPA.




How We Help:



Just Attend allows you to upload your own privacy policy to comply with your own data privacy regulations that your attendees must read and accept before purchasing their ticket. 



In addition, we have our security controls that prevent your data being used or accessed by unauthorized people. All of our website and data transfer is secured using SSL as well as comprehensive code and network security which is tested regularly.







3. Personalization



Personalization can make attendees feel valued, increasing the likelihood of registration completion.



Best Practices:




Use attendee names in email communications.



Offer session or ticket recommendations based on their preferences.



Allow group registrations for team events or conferences.




How We Help:



All transactional emails that are sent from our platform are personalized to the recipient for you. This ensures that your attendees receive the most personal experience possible. 



If using our contact list and marketing email feature, you can create personalized emails tailored to each of your attendees based on their attendance profile. This means that you can minimize or completely eradicate miscommunication.



4. Payment Flexibility



For paid events, providing multiple payment options is essential. A lack of flexibility can lead to abandoned registrations.



Best Practices:




Support multiple payment methods, including credit/debit cards, PayPal, and digital wallets.



Offer early-bird discounts or group rates.



Provide clear refund policies.




How We Help:



With Just Attend you can connect your own payment gateway to collect monies from ticket purchases directly. Unlike other platforms who withhold your revenue or take a commission, you receive your ticket revenue immediately into your bank account as soon as the ticket is purchased. If you do need to make a refund, you can do this directly from the event admin portal.



We also allow you to create discount codes that can be associated to an exhibitor or general use that can be applied to specific tickets. Or, create loyalty schemes that automatically apply discounts to attendees based on their previous attendances at your event.







5. Automation and Integration



Manual processes can lead to inefficiencies and errors. Automating key aspects of your registration process can save time and resources.



Best Practices:




Integrate your registration platform with CRM and email marketing tools.



Automate confirmation emails and reminders.



Use analytics to track registration trends and identify drop-off points.




How We Help:



We have our own 'Mini CRM' capability within Just Attend. You create your Organization and within this you can upload your contacts. Then create different contact lists for different types of email communication as well as creating segments for specific cohorts within each list. 



We also have intelligent segments which automatically segment contacts based on specific criteria e.g. if they are an attendee of a certain event, if they have a certain ticket or role etc. 



Then you can create your own email template and campaigns to send to these segments to ensure they receive the right information.







In addition, Just Attend also automates some email communication for you. If a user abandons their registration, we will send them an email to remind them to complete it. If they haven't completed their registration, we will remind them and force them to complete it on next login.



A nice automated feature is resending their ticket to their email address 4 hours before your event opens. This means their ticket is at the top of their inbox and easy to find which makes event check-in and badge printing a much quicker experience for all.



Common Mistakes and Pitfalls in Event Registration



Despite the best intentions, many event organizers fall prey to common mistakes that hinder registration success. Here’s what to avoid:



1. Overcomplicated Registration Forms



Asking for too much information upfront can overwhelm attendees, leading to abandoned registrations.



Solution:




Only request essential information during initial registration.



Offer the option to complete additional details later.




How We Help You Avoid:



Just Attend requires only the attendee's name and email address before requiring them to make payment. When payment is received, they are then required to complete your registration form. Their ticket is secured at payment, but withheld from them until they have completed your registration fields.



This ensures that attendees commit to your event before being asked to complete overwhelming registration forms, reducing your abandonment by over 90%.



2. Ignoring Mobile Optimization



With the rise of mobile device usage, a desktop-only registration form is a missed opportunity.



Solution:




Ensure your registration site is mobile-responsive.



Test mobile functionality regularly.




How We Help You Avoid:



Our website is responsive for all screen resolutions. It will automatically optimize itself to mobile and tablet screens.







3. Lack of Confirmation and Follow-Up



Failing to send confirmation emails or reminders can leave attendees unsure about their registration status.



Solution:




Use automated systems to send immediate confirmations.



Schedule follow-up emails with event details and updates.




How We Help You Avoid:



When attendees purchase their ticket, they will receive their ticket by email immediately to confirm their attendance. Just Attend will also send them their ticket again closer to the event to ensure they have it ready for check-in.







4. Poor Communication of Event Details



If attendees don’t know what to expect, they’re less likely to commit.



Solution:




Clearly outline event details on the registration page, including date, time, location, and agenda.



Provide FAQs to address common questions.




How We Help You Avoid:



You can create event information blog posts that can be access controlled from public to exhibitor staff levels. Here you can add information about hotels, travel, exhibitor manuals, speaker guides, and attendee participation information. These are available to view on the website or on the mobile app.







5. Hidden Costs



Unexpected fees during the checkout process can frustrate attendees and lead to drop-offs.



Solution:




Be transparent about costs upfront, including taxes and service fees.



Offer a summary page before final payment.




How We Help You Avoid:



All ticket prices are shown to attendees inclusive of taxes. Therefore, attendees know the full price they are going to pay. 



Practical Solutions to Maximize Attendance



Maximizing attendance goes beyond a seamless registration process. It involves proactive marketing, engagement strategies, and ongoing communication. Here are actionable tips:



1. Leverage Early-Bird Discounts



Encourage early registrations by offering discounted rates or exclusive perks for those who sign up early.



Actionable Tip:




Use countdown timers to create a sense of urgency.




2. Promote on Multiple Channels



Expand your reach by marketing your event across various platforms.



Actionable Tip:




Use social media ads, email campaigns, and partnerships with influencers or industry leaders.




3. Engage with Registrants



Keep attendees excited and informed leading up to the event.



Actionable Tip:




Share behind-the-scenes content or sneak peeks of keynote speakers or sessions.




4. Offer Group Discounts



Incentivize organizations or groups to attend by providing special rates for bulk registrations.



Actionable Tip:




Highlight these offers prominently on your registration page.




5. Utilize Retargeting Campaigns



For those who abandoned their registrations, retargeting ads can be a powerful tool to bring them back.



Actionable Tip:




Use personalized messaging to address their hesitation (e.g., "Spots are filling up fast! Complete your registration today.").




Metrics to Measure Registration Success



To continually improve your registration process, monitor these key metrics:




Conversion Rate: Percentage of visitors who complete the registration.



Abandonment Rate: Percentage of users who start but don’t finish registration.



Source Tracking: Identify which marketing channels drive the most registrations.



Engagement Rate: Measure interaction with confirmation emails or event updates.




Analyzing these metrics can help you identify bottlenecks and refine your approach for future events.



Conclusion



Event registration is a cornerstone of successful event planning. By creating a user-friendly, secure, and engaging registration process, you can enhance attendee satisfaction, improve conversions, and set your event up for success. Avoid common pitfalls like overcomplicated forms, poor communication, and hidden costs, and implement practical strategies like personalization, payment flexibility, and automation.



Remember, the registration experience sets the stage for your event. Make it seamless, engaging, and memorable, and your attendees will thank you with their presence.



By following these best practices and continually optimizing your process, you’ll not only maximize attendance but also build a strong foundation for future events.

### Understanding The Benefits Of Using a Dedicated Event CRM

Do you need an event CRM?



As an event organizer, managing attendees, exhibitors, and speakers can quickly become a complicated task. As your event popularity grows, so does the number of people you need to contact and manage and the need for an event CRM.



Let me explain.



When you start your very first event, you’re starting from scratch. All your efforts are put into advertising your event to get people to attend. An event CRM at this stage is the last thing on your mind or budget.



As you acquire registrations for your event, you’ll need to communicate effectively with your attendees on the lead up to, and during your event.



Some of these communications may be tailored based on the attendee type (exhibitor, attendee, speaker, VIP etc.) and to avoid confusion, you want to ensure that these tailored communications are only sent to the attendees that need them.



After your event assuming it all went well, you’ll want to start planning for your next one. But this time you’re not starting from scratch. You have a pool of existing attendees you’ve worked hard to acquire that you can leverage for your next event.



These can be used to invite them to register as an attendee, speak, or even sponsor your next event.



This is where a CRM can help you.



What is a CRM?



CRM stands for Customer Relationship Management (System). It’s a contact database that allows you to create customer records and track your relationship with them. These could be emails sent, orders received, or events attended / sponsored etc.



Over time, this gives you insight into your most loyal attendees and exhibitors which you can use to great effect when planning your next event.



The CRM also allows you to create sales campaigns to send to your contacts. These could be emails inviting them to register to your next event as an attendee or exhibitor.



A CRM is an extremely valuable system for event organizers like yourself. It will help you organize your contacts, tailor your communications, track conversions & conversations, and make your life a whole lot easier!



What CRM Should I Use?



There are many CRMs on the market, so the world is your oyster as they would say. Typically, you could use any CRM, but to really make your life easier you should use a CRM that is purposefully built for events and has integration with your event management system.



Using a CRM that is purposely built for events will be easier for you to use with minimal workarounds to make certain things work in the way you need them.



Zoho CRM  Zoho offers a comprehensive suite of applications and integrations that can be tailored to suit events. Zoho also have their own event management system called backstage allowing you to run your entire event and contacts management with one provider.







Here is a list of CRMs that have been built for events:



Planning Pod  Planning Pod allows you to manage multiple events within one system. For $59 per month, you can plan up to 10 events that includes ticket registration. It also has a good contacts management module that enables you to track your leads and deals across all events.











Pipedrive  Pipedrive is a modern CRM that turns deal tracking and contacts management into kanban style boards. Its sleek design has an instant attraction and appears easy to use at an affordable price. Currently Pipedrive only integrates with one event platform, Eventilla.







Veeva CRM Suite The Veeva CRM Suite enables you to automate your event marketing and sales pipelines with their contacts management. Their solution seems to be tailored towards the pharma and medical industries, but their features appear to meet most event organizer needs.







Krayin For event organizers who truly want to customize their CRM and integrate it into their own event management software. Krayin is an open source CRM that can be installed on your own servers and extended by your developers to integrate with your systems.







Monday.com Probably one of the most common and well-known CRMs for its customization, Monday can be tailored for events management. Monday also has an extensive app marketplace where you can integrate with 100’s of other systems including event management systems.







Just Attend Ok, we’re probably pushing it to call our contacts management system a CRM, but we do offer a basic CRM style experience for event organizers where contacts can be imported, categorized, and communicated with via email campaigns. For your event CRM needs, we could just provide enough capability for you for no extra cost.







Which CRM you choose will depend on your needs. The important thing is that whatever you choose, you should not have to be the human automation platform to keep your CRM and event management system up to date.



Seamless bi-directional integration is a must. You’ll want your CRM updated when a customer registers for your event on your event platform, and your event platform updated when a status changes or new contact is added in your CRM.



What Are The Benefits Of Using a CRM For Events?



Aside from the centralized contact management, using a CRM gives you structure and enables to use your data in a way that will extend your ROI from your event activities.



Contact Organization



Keep all your contacts acquired through all your event activities in one centralized place enables you to track your relationship with them across your organization.



You’ll be able to organize contacts into company entities to make future outreach more tailored to their historic interactions with you.



For example, you’ll be able to see which events people attended, what their buying habits are, and how loyal they are to you. You can then use this information to convert future deals with them quicker by tailoring your outreach.







Tailored Contact Distribution Lists



Using the information you gather from your contact engagement and by tracking the events they sign up to, you’ll be able to create distribution lists that can be used to promote events that they will be interested in.



This will lead to a higher conversion rate and quicker event sell out as your communications become more targeted towards their interests.



Automated Campaign Marketing



Unleash the power of distribution list categorization by creating automated outbound email campaigns that are branded and customized for their audience. Include event specific information including direct sign-up links that will entice your contacts to register.



You can also track your contact click through and conversion so you’ll know which contact signed up by which campaign, what event they signed up for and the ticket they purchased.



Of course, an event CRM isn’t just for attendee registration tracking. You’ll be selling exhibitor / sponsorship packages, and you’ll want to create campaigns to entice existing exhibitors to sign up again.



Being able to send campaigns to exhibitor contacts and create deals with tracking to a win state with automated onboarding to your event management system will be a great time saver and efficiency driver.



Grow Your Contacts Through Event Registration



Many event organizers gather attendee interest through associated activities for example, industry news outlets, magazines, research, and other means. They use these platforms to bring awareness to their events.



Being able to automatically update CRM records and add new contacts when attendees organically sign up to events will maintain continuity between your event management system and your CRM and you won’t have to periodically export and import between systems.



Using Just Attend As Your Event CRM May Just Be What You Need



Here at Just Attend, we’re not trying to compete with a full CRM system like Salesforce or any of the other systems we’ve mentioned in this article.



What we do offer you as an event organizer is a way to manage your contacts and communicate with them using a mixture of direct email and marketing campaigns.



When you sign up for an account you will have the ability to create your organizations. An organization is an entity that will contain your contacts, distribution lists, and events that belong to that organization or brand.



You can create as many organizations as you need. This is useful for event companies that run different events in targeting multiple industries.



Within an organization you can add your contacts. You can add simple contact data:




Name



Email Address



Job title



Company



Phone number




You can add this via the add new contact form, or import these via CSV file. Once in the system you’ll be able to categorize them with tags.







If any of your contacts already have a Just Attend account, these will be matched to your contacts. When matched the contact record will be enriched with additional data if they’ve attended one of your existing events within your organization.



You’ll get to see the tickets they’ve purchased, the amount of revenue they have generated you, the enhanced registration data you’ve collected between events, the sessions they’ve attended, feedback left, and where their badges have been scanned.



This will allow you to build a holistic understanding of their involvement within your event.



Within the contact record can create deal registrations, add the potential deal value and track the deal through to closure. Giving you and your event team a simple view of your current potential and realized revenue.



Within the organization you’ll be able to create campaign lists. Campaign lists will allow you to structure your email campaigns based on the criteria you set.



For example, you can create a list for attendees at a particular event, another list for speakers, another list for exhibitors. The number of lists you can create are limitless.



You can use these lists to create email campaigns.



Email campaigns allow you to send highly personalized and targeted emails to your campaign lists.







These could be new event notifications that invite them to register for it, issuing discount coupons, inviting them to submit their sessions, informing them of key activities and call to actions etc.



Emails can be constructed using a drag and drop email template builder. Templates can be saved for reuse and when you’re ready to send, you can schedule when the email should go out.







With emails its important to ensure GDPR compliance. With every email, your contacts will have the option to unsubscribe. If they do, they will only unsubscribe from emails sent to the campaign list they unsubscribed from.



They will not be removed from your contact list in the CRM feature.



What We Don’t Provide With Our Event CRM



We think our event CRM capability is very light weight but very powerful when combined with the event data we generate through event registration and participation that challenges the norm of selecting a specific CRM app for relationship management.



What other CRM platform gives you immediate access to all your attendee data across all your events instantly and combines that with lead management and email marketing?



I think we just gave you 3 platforms in one with no integration or data synchronization delays.



That said, our event CRM would never replace a fully featured CRM. So, if you wanted to have contract management, product ordering, quote building, and purchase ordering capabilities, then we can’t do that, yet.



However, we do think that as far as the needs of an event organizer goes, our event CRM capability sure does pack a punch. You should check it out.



How Much Does Just Attend’s Event CRM Cost?



Our CRM functionality is available to all our users free of charge. This means that you can import your contacts, build your campaign lists, and access the data your contacts generate at your events.



However, the email campaign and sending capability are not enabled for free plans. These is only available on paid plans and limits apply.



PlanSending LimitsFreeNot availableSeed500 email sends per monthSprout1000 email sends per monthGrow2000 email sends per monthBloom5000 email sends per month



If you need to increase your sending limit, you can purchase buckets of 1000 emails for $15.00 each.



You must have an active paid event plan to continue to use the email sending functionality.



How To Get Started With Our Event CRM?



To get started with our event CRM feature, simply go to your Just Attend global account page, create your organization, and then start using the CRM functionality.



If you’re not yet a Just Attend customer, please book a demo with us below and we will gladly show you around.



Frequently Asked Questions



Q: Does your event CRM integrate with other CRM systems?



A: Currently no, our event CRM is a platform product, but you can export your contacts from your CRM and add them to our event CRM periodically. We may introduce integration with other CRMs in the future. If you do need integration now, please contact us to discuss your individual needs. We might be able to help!



Q: What happens when my event is over, will I lose access to the event CRM?



A: No, you won’t lose access to the event CRM capability. The only features that will be limited will be the ability to send emails unless you have a multi-event contract with us, in which case the subscription will roll over to the next event plan.



Q: Can I export the data from the event CRM?



A: Yes, you can export your contacts from the event CRM feature to CSV file at any time.



Q: Can I use the event CRM feature without using Just Attend as my Event Management System?



A: Technically yes, but you will need to purchase at least one event plan with us each year to keep this feature active.



Q: Can I send email from my email address?



A: Yes, we can authenticate your email domain with our email sending provider so emails will be sent from your chosen email address.



Q: Can I add team members to my CRM?



A: Yes, you can add your entire team to your event CRM. We don’t charge a user fee.

### Bilingual Event Management System - Improving Diversity & Inclusion At Events

We are pleased to announce that we're launching multilingual support for our event management platform. From January 2025 you will be able to manage your event in any language.



Rydym yn falch o gyhoeddi ein bod yn lansio cefnogaeth amlieithog ar gyfer ein platfform rheoli digwyddiadau. O Ionawr 2025 ymlaen, byddwch yn gallu rheoli eich digwyddiad yn unrhyw iaith.



As our platform is increasingly being adopted in multiple countries it is important that our global clients and their attendees don't feel like second class citizens in their own country. Therefore, we're enabling event organizers to create multilingual events on our platform.



Wrth i'n platfform gael ei fabwysiadu fwyfwy mewn gwahanol wledydd, mae'n bwysig nad yw ein cleientiaid byd-eang a'u mynychwyr yn teimlo fel dinasyddion eilradd yn eu gwlad eu hunain. Felly, rydym yn galluogi trefnwyr digwyddiadau i greu digwyddiadau amlieithog ar ein platfform.







To celebrate this milestone we are launching bilingual support for the Welsh language. Our founder, Mark Vale was born in North Wales and has deep Welsh roots. Therefore, it is only right that our first translation for our event platform is Welsh.



I ddathlu'r garreg filltir hon, rydym yn lansio cefnogaeth ddwyieithog ar gyfer yr iaith Gymraeg. Cafodd ein sylfaenydd, Mark Vale, ei eni yng Ngogledd Cymru ac mae ganddo wreiddiau Cymreig dwfn. Felly, mae'n gwbl briodol mai'r Gymraeg yw'r cyfieithiad cyntaf ar gyfer ein platfform digwyddiadau.



We will be adding more translations in quick succession following on from Welsh, Swedish, then Spanish to suit our existing client base. After these more and more will be added.



Manage Events In Your Own Language



When you create your event you will be able to choose the default language of your event on our platform. 



If you select Welsh for example, whenever anyone navigates to your event portal, all text will show in Welsh. They will have the option to select alternative languages from the language settings in the event portal. 







Once selected, the user will be able to navigate the site completely in their own language. All transaction emails, for example, ticket emails will also be sent in their selected language providing them and end to end experience in their native tongue.



AI Language Translations



For dynamic content such as session abstracts and event information, you will be able to use our AI translation tool that will translate your content into the languages you need. 



For example, if you write all your content in Welsh, you can use the AI translation to translate this to English or vice versa.



We know that computer based translation is not always accurate, so any translations will be editable by you, so you can override any grammatical or contextual errors before you publish.



Multilingual Call for Content



If your event offers call for content / call for papers, prospective speakers will be able to submit their session proposals in their native language. 



For example, if a speaker's native language is Welsh, they will be able to submit their content in Welsh even if they're viewing the site in English. 



When they save their submission, we will automatically detect the language used in the submission and convert it to English for content review. In the conference admin portal, you'll see the submission in its original language and the English conversion.



We hope this will allow speakers where their primary language is not English to have a fairer chance at being selected for a speaking session.



We are committed to ensuring all our clients and attendees feel integrated and at home at your event and this small change to our platform we hope will have a big impact to improving inclusion at events.

### Easily Capture & Retrieve Leads At Events Using Our Lead Scanning App

Whether you're an exhibitor who wants to scan leads at an event, or the organizer who needs to provide lead scanning and retrieval apps to your exhibitors, one thing is for certain, whatever you choose, it needs to be easy and simple to use.



When you want to scan leads, the best and cheapest way to do it is using a lead scanning app that is installed on your mobile phone.



The smartphone is essentially a ready made lead scanning device. It has a camera to scan badges, the operating system to run software, and is internet enabled so it can store and retrieve your lead scanning data in the cloud.



As everyone owns a either an iPhone or Android phone these days, there really isn't a need to rent or buy dedicated lead scanner devices. Therefore, the cost of lead scanning technology for an event organizer is greatly reduced.





Benefits of Using a Mobile App For Lead Scanning




Accessible to all exhibitors on-demand from the app store



No additional rental cost of dedicated lead scanning devices



Seamlessly integrated into your event management platform



No penalties for lost or broken scanning devices



Easier to use by exhibitors



Can be installed and used with little to no preparation time






Disadvantages of Using a Mobile App for Lead Scanning




Only QR codes can be scanned by mobile phone devices. Barcodes are difficult to detect.



QR code detection is slower than laser scanners due to image processing



Device compatibility



App support










5 Essential Lead Scanning Features For Exhibitors



We believe that our lead scanning app for events is the best on the market. Unlike many other providers who have separate apps for their attendee event participation and exhibitor lead scanning needs, our mobile app is multi-functional.



When you login, our system recognizes your active roles within an event. If you're an attendee, you see just the attendee features. If you're an exhibitor, you see the attendee features and your lead scanning features in one app experience.



This means that you don't have to switch between multiple conference apps and gives you a much nicer and trouble free event experience.



1. Super Fast QR Code Detection For Frictionless Lead Scanning



We have worked hard to refine our technology to make QR code detection as fast as possible when compared with laser scanning barcodes.



When you launch the lead scanning feature, your mobile camera will automatically open. All you need to do is point your camera at the attendee's QR code on their badge and it will auto detect without you needing to press a 'capture' button.



Our QR code detection will work efficiently for for QR codes within 1.5 meters of you, but for best results with 1 second detection, hold your camera approximately 15-45 centimeters from the attendee's badge.



Once the app has detected the QR code, the attendee's information is retrieved and you can save your lead.



2. Increase The Quality Of Your Lead Scanning With Custom Questions



Imagine you've had a 20-minute conversation with a new lead, they seem really interested in what you have to offer. You scan their badge and save their details in your lead scanning app. 



You go home after the event, perhaps its now the weekend, and come Monday you go to follow up and make contact. However, you can't remember exactly what they wanted... Sound familar?



With our lead scanning app you can create your own lead qualification questionnaires. In the exhibitor portal, you can define what additional questions you want to complete when you scan a lead. These can be set by the exhibitor administrator and pushed out to all staff with the lead scan app.







You can include free text input questions, mutliple choice, or single select questions and whether they should be mandatory or optionally completed.



If you make a mistake or want to add more context to your lead notes, you can at any time by editing a saved lead.



In addition, our lead scanning app will also allow you to take freestyle notes about each lead so that when you return to follow up, all the notes are there for you to read to make your first contact email a bit more professional.



3. Start The Conversation Immediately After Scanning Your Lead



With other lead scanning apps there is no way to capitalize immediately after scanning your lead. Instead you have to export your leads to CSV and them import them into your CRM. 



You can of course also do this with Just Attend. However, we have a small but incredibly useful feature for exhibitors in the app that allows you to immediately strike up a follow up email directly from your own business email account installed on your phone.







It is well proven that following up a conversation within the first 2 hours of breaking the ice is more likely to solidify a relationship and end up with a sale quicker than leaving it longer.



4. Export Leads In Real Time



Each staff member with the lead scanning app can export the leads they have generated at the event to their registered email address. The export will contain all the lead profile data the event organizer has permitted the exhibitor to see along with any custom lead questions and notes taken as part of the lead capture.



Exhibitor managers can login to the event portal and navigate to their exhibitor self-service area and see a list of leads their team have scanned. 







The managers can also expand each lead to see their profile and information collected at the time of scanning, who scanned them and when.







They can then export all leads in one CSV at any time to import into their CRM.



5. Self-Register Staff As Lead Scanners



As event organizers, we know the challenge of chasing exhibitors to register their staff for the event. The fact is that most large businesses won't actually know until a few days before your event which people from their organization will be attending.



This can be frustrating because exhibitors will give you the names of the people they think will attend, you will register them on whatever platforms you need, only to be emailed a few days later asking for them to be swapped for someone else.



With our platform, exhibitors can register their own staff members who will be attending at any time using the self-service registration. When they register an event staff member, they will automatically get access to the lead scanning feature on our mobile app. Nothing else is required from the exhibitor or you as an organizer.







This means that if you're also using our badge printing, exhibitors can self-register at the entrance to your event on the day of the show without any hassle or problems.



5 Critical Lead Scanning & Management Features For Event Organizers



Enabling your exhibitors to scan leads at your event is a critical component and one that should never be overlooked. Exhibitors will measure your event by their return on investment (ROI). Their ROI will be measured by a few factors, most commonly:




The number of conversations they had on stand



The quality of those conversations and how they align to their product offering



The number of qualified lead scans



The level of engagement / pipeline generated by those leads post event



The money earned from these leads in post event closed business




Whilst neither you or we can guarantee event ROI for each of your exhibitors, we can give you the tools and insights to make it easy for the exhibitor and give you the data you need to prove you've done all you can to help them achieve their ROI objectives.



We do all this in ways that make your life as an event organizer as simple as possible.



1. Limit The Number of Lead Scanning Staff Per Exhibitor



Depending on your chosen venue or budget you might have restrictions on the number of people you're allowed at your event. To adhere to these restrictions it will be important to control how many staff members from each exhibitor are allowed to register.



You can do this by setting the number of booth staff an exhibitor is allowed to register based on their exhibitor level. 







This is also a good way to restrict the number of people who can scan leads via the app too as each booth staff member will have this capability.



Don't worry though, if some exhibitors want to bring more staff to your event and you have capacity, you can upsell them additional tickets. This can be a good way of earning some, or all of your event platform costs back by selling 'lead scanning licenses' of your own.



2. Empower Exhibitors to Self-Register Their Lead Scanner Staff



A big focus of ours is self-service. Our platform is designed to relieve the reliance on event organizers to complete admin tasks so that you can run large scale events with a small team.



One of these efficiencies is the ability to allow exhibitors to self-register their event team to your event. 







They can register their presence, complete all registration steps, and also setup and manage their staff profiles so their brand and presence is properly represented at your event.



3. Allow You To Step In And Manage Lead Scanning Setup



As exhibitors ourselves we get frustrated by the lack of flexibility in lead scanning apps. Sure they scan and save the lead, but when we want to add notes or even add our own questions to qualify the lead better, we can't.



With Just Attend however, you can let the exhibitor decide what questions (if any) they want their staff to complete when a lead is scanned. This allows them to collect additional lead scoring metrics that will help with their post event follow up.







By default, our scanning app will always allow the exhibitor to write their own lead notes. 



The exhibitor (or you on behalf of them) can add questions and order them in the correct manner. If you or they change their mind, they can delete the questions at any time and any data that was saved against the deleted question isn't lost. They retain it and it can be exported through the lead export.



4. Allow You To Control What Attendee Profile Data Is Provided



When you register attendee you can create your own registration data capture form. This form can be as long or as short as you need in order to profile your attendees.



Some of the data fields may not be for exhibitor consumption. Questions like "what is your next of kin name?" etc.







When you create your registration fields you can choose whether each field is exportable by exhibitors when they've scanned a lead. This way you can supply an enriched profile to the exhibitor beyond name and email address.



5. Track Lead Scanning Activity Across All Your Exhibitors



Understanding how many leads are generated at your event is a critical data metric for you to measure your event success and provide data insights to help sell your next event.



With our lead reporting in your conference admin portal you can check at any time how many leads are being generated overall.







You can drill down into each exhibitor and see how many leads they have scanned, who the most active lead scanner is, and which attendees have been the most open to having their badges scanned ay your event. 



The reports also provide you deeper insight into when your exhibitors were the most busy by looking at the lead scans over the duration of your event.







At the end of the event you can use the leaderboards to issue prizes to the most engaged exhibitor, lead scanner, and attendee.







How You Can Offset Lead Scanning Costs For Your Event



When you look for event platforms that include lead scanning features, you may find that some will sell 'lead scanning license' add-ons. These licenses can cost anywhere from $50 to $250 per person.



It is important that when evaluating the costs of these platforms that the base platform cost may appear cheap, but beware of the hidden add-on.



Some will say the license cost for lead scanning can be passed onto your exhibitors. They will pay if they need it. 



However, as exhibitors ourselves at events we showcase Just Attend, we find it increasingly frustrating when we've paid $10,000 for a space at the exhibition we have to pay $250 per scanner on top just to be able to have the opportunity to build a pipeline of leads.



Some event companies will provide at least 1 license for us to use, which for us is adequate enough for our needs. But this license will need to be paid for by you, the organizer.



For example, we have been quoted in the past for an event platform for $1,750 to give us ticketing, exhibitor management, and session agenda planning. If we wanted lead scanning, we had to pay $150 per license on top. 



We had 51 exhibitors at our event that year, which if we were going to provide 1 lead scanning license per exhibitor would push our event platform cost to $9,400.



With Just Attend we don't do this. We have one price for the size of your event. You can add as many lead scanning exhibitor accounts as you want and all you will pay is the same fee as if an attendee was registered. 



If you took our unlimited registration plan at $15,000 and registered 3,000 attendees and 500 exhibitor staff all requiring access to lead scanning, your per person cost for your event would be $4.29 per exhibitor person. When you compare this cost to what you could be paying elsewhere, the savings are considerable.



That said, we do offer you a way to offset your platform costs by allowing you to limit the number of exhibitor staff you want to each exhibitor by restricting their exhibitor level.



For example, you can prevent exhibitors from registering more than 2 staff per exhibitor. This protects your event plan from being over consumed by exhibitor staff, allowing for more attendees to sign up within that plan.



You can then sell additional tickets to exhibitors through their exhibitor self-service portal which they can buy at a cost that is completely up to you. 



As long as you're selling them for more than $5 per ticket, you're making profit which could ultimately end paying your entire event platform cost!



If you'd like to find out more about Just Attend and what we can offer you, please book a demo.

### Save $11,113 By Using Our Event Platform Compared To Alternatives

Unlike other event tech providers, we're not shy in telling you just how much our solution is based on your event size. 



As organizers ourselves, we were frustrated by having to "contact sales to discover pricing". Whenever we see this, we cringe. We know that we're going to talked into something by some slick sales person promising their platform can do everything we need and more, only to be hit with a price tag we can't afford.



Had they been upfront and told us that their solution would cost us $15,000, we wouldn't have wasted our or their time on a tech demo that was out of our price range, even if it was exactly what we needed.



When we launched Just Attend, we did so with complete transparency. We wanted you to know upfront how much you'd be charged for your event with us. 



If it puts you off booking your demo, that's great for both of us! 



This isn't because we don't care about you, not at all. We just don't want you in our position where you see everything you need and more, but ultimately at the end of it all we cannot come to an agreement on price. It's just not good for either of us.



With that said, we do feel we offer the best value event platform on the market at a price tag that is cheaper than anyone else. 



We know it can be confusing to understand what event tech costs, what features are included, what are add-on costs, and those super secret transaction fees that 'slipped' the mind of the salesperson to mention.



So, we want to break down our pricing and compare it to the alternatives on the market so you have a clearer idea of how much value for money we really are.



Understanding Our Pricing Model



We offer a simple pricing model based based on your event size. We offer plans that are suited to annual events and others that are suited to event companies who run multiple events per year. 



Our per event plans are based on the number of registrations you're expecting at your event, while the event company plans are priced by how many events you're running a year. 



Within these plans there are no feature restrictions. We don't sell software add-ons. All features you see on our website and demo platform are available in all plans, whether you end up using them or not.



Our per event plans start from free. We don't mean free trial, we mean free. If your event is less than 50 people, you can use our platform for your event without owing us a cent. If you run 20 events with each less than 50 people, then these are all free. 



You only start paying when you exceed this number. When you do, you can upgrade through each plan level as your event grows, so you end up paying a fair price for the amount you're using the platform.



How Is This Fair?



You might think paying more to use the features you already have access to seems unfair. After all what are you getting for the extra money you're now having to pay us? 



We can empathize with you. However, the larger your event grows, the more you, your attendees, speakers, and exhibitors rely on our platform and services. You as organizers will start to use more of the features you hadn't previously used. The platform will be getting used more by your users, more transactions, more emails, all increase the cost of operation. 



In addition, the larger your event, the more reliance you're going to place upon us to support your event. Something we are more than happy to do, but this takes employees time, and they cost money.



We like to think we offer a fair balance between cost and value so you get the best possible return on your investment in us.



Hidden Fees



So many times we find other event tech providers fail to disclose the hidden costs of their platform. Whether that is having to pay more to access a feature, or transaction fees on e-commerce purchases like tickets and exhibitor infrastructure add-ons.



A great example of this was from one of our customers who signed up to a competitor platform to host their events for a year. 



At $1,500 for the event platform which included session agenda, mobile app, exhibitor promotion, and attendee engagement for up to 1,500 attendees seemed a great deal. 



Only afterwards when they wanted to use the platform to sell tickets did they realize they would be charged $20,000 in transaction fees based on their ticket price.



This forced them to look for an alternative solution for their ticket sales.



Some competitors charge up to 8% commission on e-commerce transactions which can seriously impact your bottom line. Some withhold your revenue until after your event has passed before paying out, others withhold a sizeable percentage between 20 and 40% depending on who you choose.



These are the details that you won't really find out when you sign-up, but they can have serious impacts on your ability to host your event.



With us there are no hidden fees. Zero. Zilch. If you sell tickets or offer e-commerce purchases you use your own payment gateway and you pay those fees which are already known to you. We don't take a commission on top of our platform cost.



How Our Pricing Compares To Whova



In 2019, our founder used Whova for their event. At that time it was a single event with no more than 400 attendees anticipated. The price paid for the platform was $2,200 which worked out at $5.50 per attendee.



They wanted to sell tickets to their event at $200 per ticket. To access the Whova registration module was a commission fee based on the value of the ticket price. 



We can't remember what this was back in 2019, but today's fee is 3% plus $0.99c per ticket would cost $2,796 on top bringing the total to $4,996 or $12.49 per attendee.



The comparable cost for our platform for 400 attendees would place us in our Sprout plan at $3,750 or $9.36 per attendee. 



We don't process payments on your behalf, so you're free to use any payment gateway you want e.g. Go Cardless. 



With Go Cardless they charge 1% plus $0.25c per transaction. So using the same calculation as before would cost a total of $1,130 in fees. When added to our platform cost, the total cost you'd end up paying would be $4,880 or $12.20 per attendee.



Ok, so saving $116 verses Whova doesn't seem like a compelling reason to switch. However, don't forget, our platform offers a ton of features Whova doesn't that you would have to find alternative solutions for.



Additional Software Required



Call for Content and speaker self service session management. Although Whova offers basic Call for Content features (as of Sept 2024), for events that rely heavily on content submissions from their community you'd need a more robust solution like LineUp Ninja. 



LineUp Ninja charge per speaker annually. For 100 speakers, their platform cost is $4,000.



We don't actually charge any fee for call for content, you can run your entire call for speakers on our platform before crossing the registration payment threshold. This means you could create your entire event agenda for free. 



In feature capability comparison, we provide the same capabilities as LineUp Ninja including automated communications to Speakers, content distribution, digital signage, drag and drop scheduling, clash detection, and rules based session scheduling.







Total saved by using Just Attend so far: $4,116.



LineUp Ninja doesn't have a mobile app so relies on integrations to other platforms that have attendee agenda creation capabilities such as entegy and grip.



One of the biggest problems with Whova is that everyone needs to use the Whova mobile app. Not using it essentially excludes the attendee from any form of participation. In our events over 85% of attendees engage in the event without using a mobile app, instead relying on our responsive event portal. 



As an organizer using Whova, you'll need to invest time in communications to ensure that as many of your attendees as possible download the app, otherwise they're not going to be able to leave feedback.



This might force you to consider using another system for capturing session feedback.



Maybe you'll look at something like eventify which costs from $1,427 per event.



With Just Attend you can create your own feedback surveys for sessions and your event as a whole. Attendees can leave their feedback using our mobile app and our responsive event portal website inclusive of your platform cost.







Total saved by using Just Attend so far: $5,573.



If you're using Whova then you'll know their event app also allows exhibitors to create virtual booths within the app and scan leads. That's great, so do we! But unlike Whova, we also display those virtual booths on your web event portal to attendees and prospective attendees.







If an exhibitor is speaking, attendees will see their session in their booth, whereas Whova won't. We also allow each exhibitor to upload brochures and integrate their corporate meeting booking system so that attendees can get in touch with them and find out more about what they do.



We also have a better self-service event portal for each exhibitor where they can manage their staff, view their leads, create custom lead qualification questions, track their assignable tasks, read your exhibitor manual, and a whole lot more.



Whilst not a direct saving verses Whova, we believe we offer better value and a better experience for exhibitor managers and attending staff.







You might now be thinking, exhibitor task management is something you need. Making sure that exhibitors complete all required tasks from uploading health and safety or insurance documents to completing activity tasks needed to ensure they are ready to exhibit.



Whova doesn't have this feature, but you could use a ffair. Ffair allows you to assign tasks to exhibitor staff and track their completions. They charge $9 per user per year. They determine a user as anyone with a task assigned to them. 



At our event we have 50 exhibitors. If each exhibitor had one user assigned a task, this would cost us $450. 



This isn't a huge cost, but many exhibitors will have multiple event managers who need access to systems in order to complete their tasks. The license cost can be a bottleneck for the exhibitor where only one specific person at that exhibitor can track and update tasks. What if they're on holiday when a critical task is due?



With Just Attend, exhibitor task management is included by default. We don't charge a license fee and any exhibitor manager can view and complete tasks assigned to their company account.







Total saved by using Just Attend so far $6,023.



Having all the event tech in place to manage your event is just part of the puzzle. You need to communicate with your exhibitors, speakers, and attendees. You need to publish event manuals, notices, and information about attending such as travel, parking, and check-in processes etc. 



Now you're using Whova and other apps you might find you need to duplicate some or all of this content into each place an attendee could potentially require it as well as your event marketing website.



With Just Attend, you can upload this information in one place and it is instantly available on our event portal and mobile app, right where the attendee needs to see it.







With all this information at your attendee and exhibitor fingertips it can be overwhelming for them to find the right information they need quickly. Perhaps they're travelling or pre-occupied and need to find answers about your event quickly. 



They could reach out by posting in a forum in the Whova app. But you might not see it, you might be busy too. You may have answered the same question 100 times previously too. 



So you look for better ways for attendees to find the answers they need quickly and without you being responsible for answering each question. You look for an event aware artificial intelligence chat bot such as eventumbot that can ingest your event information and provide answers to your attendees on your behalf.



Implementing eventumbot on your website will cost you $1,050 and can be a real time saver for you and your attendees.



But with us a Just Attend, you get Jeronimo, our event aware AI bot that will do just the same included in your chosen plan.







Jeronimo will be able to answer any question based on the information you add to your event from tickets, sessions, speakers, exhibitors, event manuals, information posts, and previous questions you've already answered.



Unlike other platforms where you need to connect in your data sources, Jeronimo 'just works'.



Total saved by using Just Attend so far: $7,073.



Now we're into the day of your event and you need to start thinking about attendee check-in and badge printing. 



Whova has a built-in badge designer where you can design your badges and create PDF files with variable data from its registration database. 



However, this requires you to print your badges in advance of your event. This might be fine for events under 100 attendees, but any larger and this process isn't scalable. 



Whova does allow you export your registration data to CSV, so you can provide this to your chosen onsite badge printing partner and they can use their software, equipment, and people to handle this for you.



For a 1-day, 400 person event we were quoted $5,640 back in 2019. 



Using Just Attend, you can run your own onsite badge printing solution using our software for no extra software charge. 



You can use laptops you might already own, or purchase low cost computers, a label printer, and a QR code scanner. You can build your own badge printing kiosk station for less than $800.







Our check-in and badge printing solution is lightweight, resilient to internet outages, and fast. It can scan a ticket, validate, check-in, and print a badge in less than 5 seconds. It is completely hands-free, all attendees need to do is walk up and scan their ticket.



For a 400 person event, 2 check-in stations are needed at a cost of $1,600 and they can be monitored by volunteer staff that are already at your event.



Of course you can still design the badges you want in any badge size your printer supports. We can even design the badge for you for free and supply you with the badge media and lanyards at very competitive prices. 



Grand Total saved by using Just Attend: $11,113.



Summary



As we've hopefully demonstrated, our pricing is not expensive. In fact, we're probably under-charging you. But that's OK, we're here to make your life easier and for you to benefit from increased profit margins in your event budget. 



But does cheapness come at a price?



Not in our case. Unlike our larger competitors we have very little company overheads beyond our employees wages. For this reason we can afford to offer the best prices in the industry that no one else can get close to without compromising on our service.



We pride ourselves on being a value first technology provider. Your customer satisfaction and experience comes first in at all times. 



When you join Just Attend, you'll get your very own Event Success Manager who you can call upon any time you need. Whether you want to find out how to do something, need some help and support managing the platform, or just want to blow off steam with a general chat. Your ESM will be there on the phone, by chat, or e-mail for you.



We also provide unrivalled event support. Unlike our competitors who'll disappear behind shared inboxes and 'online universities' after they've got your money, we take your event 1st line support calls.



If your attendees, exhibitors, or speakers have questions about how to use our platform, or have problems with it, they contact us through our live chat on your event website. We handle the call from start to finish. You don't need to be the middle-man support person.



If you'd like to chat more about how we can help you save money and what a technology partner should be like, then book a demo with us today.

### What We Learnt At Event Tech Live 2024 - Customers Want Customer Services

Last week, November 20 & 21 2024 we were proud exhibitors at Event Tech Live, London. This was an event of many firsts for us, our first time exhibiting at the show, our first time speaking, and our first time doing any public marketing. For us, Event Tech Live was in some ways our launch event into the events industry, and it didn't disappoint.



Being a small and youthful company we arrived with much excitement about the possibilities but also at the same time a humbling experience, being in the same room as all our competition who have been in the event tech industry for many years.



Our objective for the event was to have as many conversations with people as possible. If we came away with one good conversation that would've been enough validation for us to know we have a product and proposition the industry needs.



To our surprise, our stand was more popular than we could've imagined. It took a bit for the first conversation, but after that, our stand was so busy both days that when the event ended, people were told they had to leave!



AI Took Center Stage - Transforming The Event Industry



As if you needed to guess! It seemed every tech vendor came to the event with an AI story. There was a lot of focus on how AI could be used to improve the attendee experience. 



To us, it seemed like every tech vendor had reached for the low hanging fruit when it came to implementing AI into their product. We saw vendors with AI assisted chat bots that can answer event related questions, something we've been doing months. 



Others were live transcribing sessions and video which is a bit cooler, but as 85% of event sessions aren't recorded, will this make an impact on the event industry as a whole? Probably not.



A handful of vendors were taking a bigger leap and live translating audio into native languages, but again, unless you're recording / live streaming an event, this is both expensive and low impact, in our opinion.



It seems the event tech vendors have missed the most important elements of where AI can be of genuine assistance to event organizers across multiple event types. Great news for us, because we know exactly where our AI journey is focused.



As we turn into the new year, our focus is going to be on implementing meaningful and impactful AI into our platform in the following areas:




Multi-lingual Content Submissions - We're going to be releasing an update soon that will allow prospective speakers to submit their session proposals through our call for content in their native language and then automatically detect their language and translate it into the language of the conference organizer. This will allow the Speaker to pitch their session more confidently and concisely and the organizer to evaluate submissions with fairer judgement.



AI Powered Hosted Buyer Matchmaking - Soon you'll no longer need to trawl through lines of Excel data to match attendee profiles to suitable exhibitors as part of your matchmaking service. With our upcoming release in 2025, our AI matchmaking service will analyze your attendee profiles against your exhibitor product and service offerings and create matched profiles you can use to set up your hosted buyer meetings.



AI Automated Meeting Bookings - We're working on our own meeting booking service where attendees can pre-book meetings with exhibitors. When released, attendees will be able to automatically book meetings with their matched exhibitors using our AI matchmaking service that will guarantee your exhibitors footfall ahead of your event.




Customer Service Is What Customers Wanted More Than Tech



Sharing an event with so many competitors who generally offer similar solutions (albeit not as good in our opinion :)) one question was asked of us time and time again, "What is your USP compared to all the others?"



It's a fair question. Many who asked that seemed to brace themselves to be mansplained on some uber niche technical detail about how we register attendees vs the other vendors. But we simply said "Us".



You could see the resistance and pessimism leave their shoulders, almost a relief that we valued our own value as a differentiator rather than technical semantics.



We explained our company ethos is about providing customers with value for money first and technical capability second. We explained that we wanted to be their event partner they can trust and rely on to help them through their event. Whether that is by providing 1st and 2nd line support to their attendees on their behalf, taking on organizing tasks to support their team, or just being someone to pick up the phone to let off steam at the end of a stressful day.



This came across as a relief and we ended up having 20-30 minute conversations with event organizers about our platform, capabilities as a company, and our values. 



Many told us they were upset with the way large event tech companies are delivering poor value for money by either referring customers post sale to off shore support or left to read technical documentation to find answers to their problems.



With Just Attend we take a human first approach and we're with you whenever you need us, any time of day. 



We came away from the event beaming knowing our customer first approach to the market was the one the industry is really looking for.



A Smorgasbord Of Ideas & Possibilites



Talking with event organizers from various event sizes from charities, corporate, and trade shows was a great learning opportunity for us as well.



Sometimes we can find ourselves quite insular to our own needs and ideas which left unchecked can lead towards developing features nobody needs.



Talking with other event organizers we were able to understand what features we have that really can make impact on how other events are run and where we could improve as a platform to appeal to a wider event style.



It was awesome to have the interaction with fellow event organizers who offered their unconditional feedback which has set our minds racing with ideas on how to improve the system.



Such A Nice User Interface That's Simple To Understand



As we mentioned, event tech live was our first public trade show and our first real opportunity to find out what others thought of the platform.



The feedback was overwhelming. Event organizers loved the user interface for attendees, speakers, and exhibitors likening it to familiar social networks like LinkedIn and Facebook.







By offering a familiar interface people can navigate their way through your event and stay engaged in your event longer and organizers could really see that and the attention to detail we've given to each part of the system.



From an event administration perspective we were complimented countless times on how easy it is to manage an event and the level of detail in the reporting capabilities offered by the platform.







Watching their smiles beam from ear to ear as we went through each report was nothing short of amazing to witness.



Industry Recognition



To end the show on a high note, we were surprised and delighted to announce we've been officially recognized in the industry flagship event tech awards. We won in the category of "The Best Technology Startup" for 2024!



That's not all! We also entered a competition for startups and new products to the event tech industry where we were competing with 8 other tech vendors. After a round of voting we got through to the final and pitched live on stage to a judging panel.



We're pleased to announce that we were awarded bronze place in the launchpad event, narrowly missing out on silver. Congratulations to the winner Visual Hive who provide AI assisted chat bot services to events.







As we start to come down from all the excitement of last week and take stock of the conversations we've had and the feedback from the event as a whole, we're extremely excited about what's in store for us in the future.



We're still a young company and the path in front of us is long and we're sure will have many turns. However, we will always look back at this moment with fondness of where it all began.



Thank you to everyone who voted for us, supported us, and stopped by our stand and we look forward to support you and your event in the future, whenever that may be.

### Just Attend Wins Best Technology Startup In The Event Technology Awards 2024

Nov 22nd 2024.



We are thrilled to announce that we've been awarded The Best Technology Startup in the prestigious Event Technology Awards 2024!



Hosted by Event Tech Live, the Event Technology Awards has been consistently recognizing event industry leaders and suppliers who excel in their profession for the past 12 years. When it comes to event technology, the Event Technology Awards are like the Oscars, celebrating industry excellence across the globe.











We officially launched our platform and services this year when we exited our rigorous 3-year beta program running events in the UK, Sweden, Mexico, and USA. 



Our mission is simple. Provide the best value event platform with more usable features per dollar than anyone else, underpinned by our event services and superior customer support that you cannot find anywhere else.



This award is a testament to all our team who've worked tirelessly to ensure complete event and customer satisfaction throughout.



Whilst this award is a tremendous achievement to be recognized within the industry so early in our journey, none of this would've been possible without the support of our customers, friends, and of course all the attendees, speakers, and exhibitors who have used our platform throughout the development years.



Thank you to all of you for your patience, feedback, and willingness to provide input and support along our journey to market. 



A special thank you to the team at Comms vNext who were our very first customer and beta event back in 2022 who allowed us to run their event for the first time outside our own controlled events we had run previously. 




To be recognized as the Best Technology Startup of 2024 is an incredible achievement and a testament to the commitment and dedication from every member of my team and those who have supported us voluntarily to get us to this point. I am very proud of everyone and even more motivated to continue to provide excellent software and customer services to all our customers, new and existing. - Mark Vale, CEO




That's not all! We also entered this year's Event Tech Live Startup Competition, Launchpad. It's an opportunity not only to introduce new brands to the event industry, but also the potential to win prizes that can help springboard a company into the event industry market.



We were one of 7 company's shortlisted, and after vigorous rounds of voting and pitching live on stage, we're delighted to announce we were awarded the Bronze medal! 



As we move forward on our quest to become the most trusted and complete event management system in the industry we're more motivated than ever. The next 12-months are going to be incredible. We've got a healthy roadmap of features that will benefit managers of all types of events and push the boundaries of what's possible. 



Thank you to everyone again who've supported us. Have a great 2025!

### Why Using AI In Event Management Is Like Hiring 2 Additional Staff

AI, AI, AI... it's all we hear in the technology industry, including events. Is it a fad? is it hyperbole? or can it actually be the catalyst that transforms event management forever?



For the last 3 months our engineers here at Just Attend have been experimenting with artificial intelligence trying to find practical use cases where it can really benefit our customers. Some of our experiments, although cool, we felt had limited to no impact on the day to day challenges faced by event managers. But they didn't give up.



One of our first implementations of AI in our event platform was to, ironically detect AI generated content. 



Our founders who run their own tech event saw a huge increase in session submissions to their event containing content generated by AI. Some were easy to spot with the trained naked eye, some far more subtle.



As an event organizer who allows public call for content, their event success depends on selecting high quality sessions. With many prospective speakers choosing to use AI to create their session proposals without checking its accuracy or deliverability within their skillset, choosing the wrong sessions because at the surface they looked good is a huge risk to the integrity of their conference.



To help them make more educated decisions and to be more aware of the content authenticity, we looked to see if AI could detect itself.



We tested many different AI LLMs (trained algorithms) from ChatGPT4, 4o, Perplexity, Sapling, Originator, Content Detector, and GPTZero. The results were surprisingly inconsistent.



We found that all of the ones we tested performed well detecting content that was generated by AI. However, we struggled to find agreement between the models on test content we knew was 100% human generated. 



We eliminated ChatGPT4, 4o, Content Detector, and Originator from our testing as supplying these models with over 100 samples of human generated test content produced over 40% false assertions where these models believed they were created by AI.



We moved forward with Sapling (25%) and GPTZero (3%) models as they produced less false assertions with the same test data.



Further testing on new sample data proved that GPTZero was by far the most accurate AI model capable of differentiating human generated content from AI.



We have now implemented GPTZero AI content detection into our call for content module as standard. Every content submission a prospective speaker submits is evaluated with AI to determine if the content was AI generated or human.



In the conference management portal you can review the submitted content and see instantly which sessions have AI generated content and how much of it by percentage.







We're not saying that you as an event organizer should use this as a decision maker to approve or reject a session. We're giving you this information so you can make more informed and speedier decisions when evaluating your session content.



Using AI As Your Event Assistant



Using AI to help organizers make more educated decisions in their content evaluation is a nice value add, but overall its impact to event managers as a whole is limited to a specific point in time in the event planning process. After that, its done its job and no longer benefits you.



Looking further into how we can implement AI into our platform, we decided that we should train AI on our user documentation. Providing a chat bot experience in our admin portal for event admins to use should they need to.



Unlike traditional chat bots that rely on prescribed questions to produce pre-defined answers, AI enabled chat bots are able to contextualize and understand your question in your own natural manner, then search its data sources for the most likely answer to that question, then offer it as its answer.



This benefits you as the user because you don't need to ask your question in a very specific way to generate a usable response, and we as the platform owners, don't have to write the same answer multiple times to suit the specific question being asked. We can simply 'train' it on our knowledge base instead.



Training AI is a term used in the industry that describes the process to fine tuning the AI program to give the right answers. This process involves giving the AI program access to structured and unstructured data and then prompting it questions that will produce correct and incorrect answers. Then 'informing' the AI program if it answered correctly or not. It'll 'remember' its training when it graduates.



Of course, AI is not fool-proof, and its not always correct. There are times where you have to use your human gift of common sense. If it sounds wrong, it probably is.



That said, once we had trained AI on our knowledge base we are getting 98% accuracy in its responses to questions on "how do I do [insert question]" about our platform.



This we believe will save our customers on average 8-minutes of their time per query verses searching our knowledge base for articles using traditional web search algorithms that rely on word matching. In addition reduce your reliance on our support services for intervention which enables us to streamline our costs and pass them back on to you. It also means you get to do what you need to do quicker which could lead to more ticket sales faster. It's a no-brainer and a win-win for us both.



But this journey got us thinking. What if it wasn't just capable of answering questions on how to use our platform. What if it is capable of answering questions about your event? What if it was event aware?



Jeronimo, The World's First Event Aware AI



We realized that we could produce a data model using your event information and train the AI on it so that it can answer your attendees, speakers, and exhibitor questions about your event.



Imagine how powerful this can be for you as an event organizer?



Think beyond the simple uses case questions like "when is your event?" and "where is your event?".



When you organize an event you spend a lot of time creating documentation like exhibitor manuals, information blog posts targeted towards attendees that contain information like parking, access, how to check-in etc., communicating these out to different attendee cohorts, and answering by email the same questions over and over again.



Don't you get tired of replying "yes, this information can be found here"?



As an attendee do you feel frustrated not being able to find simple information lost in an event website or email? Attending and exhibiting at an event should be painless, not painful.



What if AI could give you the answer you need right now?



How good would life be for organizers if they could answer a question once and for that answer to be reused by AI when others ask similar?



Jeronimo, Just Attend's Event Aware AI Chat bot can legitimately save countless hours of time for all types of users, attendees, exhibitors, and you as event managers by acting as your first line support agent on your event site.



When an exhibitor asks you a question, the question and answer is inserted into the AI's virtual brain to be reused as a possible answer to any other questions from anyone in your event who has a similar question.



When you create your event manual, publish your attendee information, these are inserted into Just Attend's Event AI agent's brain ready to answer your customer's questions.







Imagine exhibitors that need to find information quickly to complete tasks without having to read a 40 page event manual.



Imagine the freedom and self-service this type of technology can bring to your event management that will delight your users and also save you countless hours repeating yourself.



It's quite amazing.



What information can our AI answer question on?




Your event dates, opening times, venue



Your tickets and current availability



Your speakers including their biography



Your sessions



Your exhibitors



Your event information blog posts like exhibitor manuals, venue facilities, check-in, and other attendee attendance information



Your responses to inquiries from your attendees, exhibitors, and speakers custom questions




We have now implemented Jeronimo into all our paid event plans for event managers to use with their event planning. Jeronimo is trained nightly on any new or changed data so your attendees, exhibitors, and speakers will always have access to the right information when they need it.



Feedback in our trial events has been amazing with event organizers saying "Jeronimo is like having an extra member of staff" and "Since using Jeronimo the number of emails asking questions that have already been answered is practically zero".



If you'd like to see a demo of Jeronimo and to understand more about how we can help you with your next event, book a demo with us.

### How To Save Money With Self-Managed Badge Printing

Being in the event business ourselves we know how much things cost with some costs higher than others. Badge printing is one of them, but it's a necessary component. Its necessary because you want to be sure you're admitting legitimate attendees who have a right to be there, allows your exhibitors and other attendees to network easier, and in many cases required by event insurance and venues.



You may see badge printing as an unavoidable expense. To a degree this is correct, but you can optimize your expenditure in this cost center.



If you're reading this article then perhaps you're facing the same challenges we've faced in the past where event costs have escalated beyond what was budgeted due to world events and excessive inflation. Or perhaps your event is undersold versus where you'd hoped to be at this moment. Whatever your reasons, perhaps you're looking at ways to save costs but still deliver the attendee experience and legal responsibilities at your event.



The good news is that I am going to show you how you can potentially save some cost with badge printing and event check-in. 



How Much Is Badge Printing At Events?



The cost of badge printing depends on several factors, so there isn't a definitive answer. For an event of 1,000 people you can expect to pay around $10,000 to $15,000 for this if provided by a specialist company.



When it comes to pricing lots of variable are taken into consideration.




Where your event is located in relation to the badge printing supplier's office



Venue restrictions on the supplier's permitted



The duration you need badge printing services overall



The number of people per hour for check-in



The materials used for printing badges



The day and time you need your event check-in to operate



What infrastructure must be supplied by the badge printing supplier e.g. counters / booths etc.




All these variables need to be taken into consideration to produce a quote. The largest variable that can make the most impact to overall cost is the number of staff required to run your check-in and badge printing service.



If you have an event with 7,000 attendees, you may expect 5,000 of them to arrive within a short time frame and the remaining 2,000 to be more staggered. You may only have a small window of time for check-in too especially if your event is starting soon after the venue opens for business. Getting your attendees checked-in with their badge printed fast and efficiently sets them up for a good experience.



To accomplish this, your badge printing supplier needs to provide enough staff and kiosk stations to support the demand of your busiest hour. For example if each printing kiosk was able to print 4 badges per minute, you'd need approximately 22 kiosks, 22 kiosk staff members, and approx 8 queue management staff.



Using this example, let's build an example quote for a 1 day, 7,000 attendee event based on a few assumptions:



ItemEstimated PricePre-Event Planning (venue visit, meet with organizers, plan requirements)$1,800Hire cost of equipment (3 day hire)$6,950Cost of consumables (ink, badge labels)$2,800Pre-Event Setup and Testing$2,000Pre-Event Training and Sign-off for agency staff$3,000Agency staff for event day (30 x 6 hours + 12 x 8 hours) ~$25 per hour$6,300Technical support staff presence$1,400Software Licensing$1,500Post Event Teardown$1,000Travel and expenses (100+ mile trip with overnight stay)$2,500Total Estimated Cost$29,250



Sure, staff can be retired from service once the queues have died down, but they will all have a minimum cost, usually billed in half-day increments.



Running an efficient and smooth process underpinned by optimized technology can help to reduce the amount of staff required.



How To Save Money On Badge Printing?



There are a few ways to save some money on badge printing. However, be aware that with every cost saving exercise, there will be pro's and con's.



Badge Via Mail



You can lessen the cost of onsite badge printing by offering to mail your attendees their event badge at the point of sale. 



When attendees register for your event, they leave their home address and that triggers a fulfilment order that will print, label, and post their badge directly to them in advance of your event.



Within the package you can include additional marketing or merchandise such as exclusive offers and even their lanyard so that when they arrive at you event, they simply just need to walk in.



Without mail fulfilment all of your attendees would have to queue and check-in. If you're expecting 1,000's of attendees that's a lot of equipment and people resource to staff the check-in area.



If your attendees arrive with their badge already around their neck, you need less check-in kiosks and less staff to run your badge printing service.



Just Attend offer a badge via mail fulfilment service where we can send your attendees their badge from just $3.99 per attendee.



Sending badges in the post to every attendee can be costly, especially for international attendees. To mitigate this you could selectively send badges to domestic attendees, attendees with a certain badge type, or even attendees who may pay an additional premium to beat the queues.



In our experience attendees are happy to spend $2-$3 more for a ticket if they're able to get something in return, like being fast-tracked. 



Let's assume that your 7,000 attendee conference charges $2.50 premium on an attendee ticket to be mailed, and that you only offer this to your domestic attendees which account for 70% of your total attendee base, and 60% of them take up the offer. That's 2,940 people or $7,350 in revenue. 



Using Just Attend's badge via mail service at $3.99 per ticket leaves you -$4,380.60 out of pocket.



But wait...



Out of the 2,940 people, approximately 90% (2,646) will remember to bring their badge with them because they have paid for the specific privilege of skipping the queues. This leaves you with a balance of 4,354 people to print badges on site.



Let's revise that quote. Instead of 5,000 people arriving at the same time to check-in within your first hour, you're now expecting approximately 2,500. With 4 badges per kiosk per hour, instead of 22 kiosks and staff members, you need 11. That's a 50% reduction onsite in resources.



ItemEstimated PricePre-Event Planning (venue visit, meet with organizers, plan requirements)$1,800Hire cost of equipment (3 day hire)$3,950Cost of consumables (ink, badge labels)$1,400Pre-Event Setup and Testing$2,000Pre-Event Training and Sign-off for agency staff$1,500Agency staff for event day (30 x 6 hours + 12 x 8 hours) ~$25 per hour$3,300Technical support staff presence$750Software Licensing$1,500Post Event Teardown$750Travel and expenses (100+ mile trip with overnight stay)$1,500Cost of Badge to Mail$4,380Total Estimated Cost$22,830



Compared to doing it all onsite on-demand, you save a potential $6,420 overall.



Early Check-in For Exhibitors and Speakers



Exhibitors and speakers can make up a good portion of your overall attendee numbers. In some events these can equate to 10-15% of your entire attendee base. They're also most probably going to be onsite during your setup day, or within the vicinity.



You could open your badge printing service early the afternoon before your event to check as many of these people into your event. You might offer this out to attendees also who arrive early, or even offer a check-in at the hotel option.



Having one or two check-in kiosks available at a specific time reduces the burden placed upon you at event opening and can save you some resource and rental costs. 



Two things we do at our events that Just Attend's kiosk software supports are pre-printing exhibitor badges and place them on exhibitor stands so they can be collected by the exhibitors as they arrive on setup day and pre-printing speaker badges and delivering them to their hotel. 



This significantly reduces the amount of badges needing to be printed within the first hour of the event.



Let's see how much extra money you can save on your quote. With badge via mail you've already saved $6,420 on your 7,000 attendee event. Assuming 7% of these are exhibitors and 3% speakers, you can pre-print 700 badges into total.



You now need to print 3,654 badges on your event day and approximately 2,000 in your first hour bringing the total number of kiosks and staff required from 11 to 9.



ItemEstimated PricePre-Event Planning (venue visit, meet with organizers, plan requirements)$1,800Hire cost of equipment (3 day hire)$3,250Cost of consumables (ink, badge labels)$1,400Pre-Event Setup and Testing$1,800Pre-Event Training and Sign-off for agency staff$1,300Agency staff for event day (30 x 6 hours + 12 x 8 hours) ~$25 per hour$3,000Technical support staff presence$750Software Licensing$1,500Post Event Teardown$750Travel and expenses (100+ mile trip with overnight stay)$1,500Cost of Badge to Mail$4,380Total Estimated Cost$21,430



Saving you an additional $1,400 which brings your total to savings to $7,820.



Volunteer Staffing



Depending on who you choose for your badge printing service, they may allow you to provide your own staff resources to help rather than agency staff that need to be paid. Here at Just Attend we allow this because our software is so easy to use that it runs itself!



Using volunteers is a great way to realize significant cost reductions in your badge printing expenditure. In many cases, volunteers could cost you nothing as they might be attending anyway and happy to lend you a free hour of their time to get you over the line.



However, as enticing as this option is, it comes with risk. With volunteers they have less commitment and are free to change their minds at the last moment leaving you with thousands of people to check-in and no-one to help them. 



Therefore, it is always best to 'hire' more volunteers than you actually need. It is better to say 'thanks, but no thanks' to people than not to ask in the first place.



Using volunteers means the badge printing company can reduce their quote by removing all staff costs related to agency (front of house) but retaining the technical support oversight. 



Let's see what difference that makes to the quote.



ItemEstimated PricePre-Event Planning (venue visit, meet with organizers, plan requirements)$1,800Hire cost of equipment (3 day hire)$3,250Cost of consumables (ink, badge labels)$1,400Pre-Event Setup and Testing$1,800Pre-Event Training and Sign-off for agency staff$500Technical support staff presence$750Software Licensing$1,500Post Event Teardown$750Travel and expenses (100+ mile trip with overnight stay)$1,500Cost of Badge to Mail$4,380Total Estimated Cost$17,630



This saves another $3,800 on costs bringing your total savings to $11,620.



Hopefully with these tips you can streamline your badge printing costs when using an external supplier. But what if you ran your own badge printing?



Self-Managed Badge Printing



With Just Attend you get access to our kiosk software so that you can run your own self-managed badge printing solution. This is inclusive of your platform license purchase.



Our kiosk solution is tailored for self-service use so attendees can print their own badge with zero touch. All they need to do is scan their ticket QR code.







Our software is lightweight, reliable, and resistant to poor or congested venue internet connectivity and can run on any Microsoft Windows PC, laptop, or tablet.



For badge printing, there are plenty of options:




Full color dual or single sided print on site where the entire badge design is printed on demand on to blank heavy duty badges



Direct thermal printing on to pre-designed, UV color printed heat sensitive badges (tear off and fold)



Direct thermal printing on sticky back labels 




The size of badge is down to you. The kiosks can print to any printer or media type. We're able to supply you with our recommended media sizes of:




Color print badge blanks - 102.5mm x 276mm fan folded, pre-punched for single and dual clip lanyards, with 96.5 x 134mm printable area both sides



Direct thermal UV printed design 101.6 x 266.7mm fan folded perforated edge, pre-punched for dual or single clip lanyards, with 101 x 133mm printable area both sides




The cost for the print media ranges from $120 per 500 pack color print blanks to $300 per 500 for direct thermal UV printed badges.



What Equipment Do I Need?



To run the kiosk software you need any PC, laptop, or tablet that runs Windows 10 or 11. The hardware specifications are very low:




1Ghz CPU



4GB RAM (application requires less than 100MB of RAM)



1GB Hard Drive



Wireless or Wired Internet connectivity




The kiosk can use the integrated webcam on laptop and tablets to detect QR tickets. However, we recommend that you also purchase a USB QR code scanner similar to a checkout at Walmart.



If you want to use full color printing, we recommend the Epson C3500 label printer as this is heavy duty, fast, and can be networked to share between kiosks. It also has a built-in cut tool that can slice off badges from the reel.



If you're using thermal badges, we recommend Zebra direct thermal printers, our model of choice is the ZD421. If you're using our perforated badges, then you don't need the cutting tool add-on.



If these models don't fit within your budget, you can of course purchase any label printer and any badge size to suit your needs.



Here is a bill of materials for budgetary pricing:



Economy Kiosk



ItemCostDell Inspiron 15" Laptop with Windows 11, 8GB RAM$279.00Eyoyo 2D Barcode Scanner USB$45.99Zebra ZD421 Direct Thermal Printer$487.00Total$811.99



How Many Attendees You Can Check-in Per Kiosk Per Minute



Provided that attendees arrive at the kiosk with their ticket QR code in hand ready to scan they can be checked-in with badge printed in less than 15 seconds end to end. 



The actual check-in kiosk performance will find the attendees ticket in less than 1 second. The Zebra ZD421 printer will take approximately 6 seconds to spool, print, and tear off the badge once the data has been sent. The Epson C3500 takes approximately 4 seconds. 



That's a maximum of 7 seconds of technology processing time. The more prepared your check-in team and the attendees are, the more efficient your process. 



How Many Kiosk Printers Do I Need?



If you're using direct thermal printers, we recommend a 1 to 1 relationship between kiosk and printer for usability and performance. If you're using the Epson C3500 printer a kiosk to printer ratio of 2:1 can be achieved very easily.



How Many Badges Do I Need



You will have some wastage in printer calibration, print testing, and attendees who need to reprint their badge for various reasons. 



If you're expecting 7,000 attendees, you'll need to purchase between 7,500 and 7,750 badges due to pack sizes.



Badge TypeCost for 7,750Direct Thermal pre-printed with event design$1,995Blank Badges for full color onsite print (Epson)$2,548



Staffing Self-Managed Badge Printing



Our kiosk software is designed to be self-service and attendees require no assistance from staff to perform tasks. At most, staff are required to usher attendees and prepare them into a ready state before stepping up to the kiosk.



You may choose to have a handful of ushers to move them on once they have their badge or assist with the occasional query like missing ticket or lost badge.



With self-service badge printing using Just Attend you can staff kiosks with ushers at a ratio of 4:1, so 1 staff member for every 4 kiosks assuming they are in a line.



With your self service kiosks you can also do your own badge via mail service for the cost of a stamp, label, and envelope which can cost you about $1.20 per badge including domestic postage.



How Much Does Self-Managed Badge Printing Cost?



Let's put this altogether. You have 7,000 attendees and you're going to offer do it yourself badge via mail to 2,940 of them. You're also going to pre-print and offer early check-in for 700 speakers and exhibitors, leaving 3,360 people to check-in on your event day. 



Out of these you estimate 2,500 will arrive within the first 90 minutes of your event opening. 



Assuming a worst case check in rate per kiosk of 4 badges per minute, you need a minimum of 7 kiosk stations. You're going to staff the check-in using a combination of your own staff and volunteers.



You decide to use Just Attend's self-service kiosk software and purchase the economy kiosk specification with pre-printed direct thermal badges.



Line ItemCostEconomy kiosk x 7 units$5,6847,750 pre-printed badge labels with your own design$1,995Cost for sending badges via mail at $1.20 per attendee$3,528Total$11,207



That's a potential saving of $18,043 compared to the original quote for completely outsourcing the process to a supplier.



The savings increase year on year too. If you divide the cost of the hardware over a shelf life of 5 years, each year would cost you just $6,659 which gives you an on-track saving of $112,955 over the 5 year period.



Is Self-Managed Badge Printing Worth It?



Financially I think the results speak for themselves. However, if you're relying on charity for volunteers to augment your team, then you will face challenges with last minute staffing. If you plan and mitigate you can still make a considerable saving.



As attractive as the savings might be, doing your own badge printing and taking responsibility for it could be one responsibility too many for you, so you're happy to pay the premium to outsource the task.



If this is you, then we have a few other solutions for you.



We offer fully managed badge printing services for events hosted on our platform as well as other third party apps.



We also offer a hybrid solution where you can purchase your own hardware and run a self-managed badge printing service with your own staff and volunteers but we are onsite to augment your team to give them the technical support they might need and the comfort that your check-in process is running efficiently.



With this service you can still save significant sums of money verses the traditional outsourced way whilst still ensuring that you're not neglecting one of the most important aspects of your event.



Talk to us today to find out more.

### Teamsdagen Use Just Attend To Streamline Their Event Management

Oct 1 2024, Teamsdagen, a Microsoft Teams focussed tech conference took place at the Filadelfia Convention Center in Stockholm, Sweden.



Welcoming over 450 attendees in-person and 100's more online for their unique hybrid event dedicated to the Swedish community, 2024's iteration of Teamsdagen was the largest yet by selling out weeks before the event was scheduled.




https://www.youtube.com/watch?v=k26ekUwyL_g




Teamsdagen is run by 5 volunteer event organizers, Linus, Marten, Caroline, Amanda, and Michaela who work within the Microsoft industry and spend their spare time putting their heart and soul into organizing Teamsdagen. 







In previous years they had put up with using a mixture of free event tools such as Sessionize, WordPress plugins, and a lot of manual data management to try and give attendees the event experience they needed to attend Teamsdagen.



As the event has grown year on year and combined with their daily work commitments, their time has become the scarcest resource. 



For Linus and his team, streamlining their event technology use by searching for a event management system that would offer them everything they needed in one platform was a necessity if Teamsdagen was to continue to grow.



Linus and Amanda had seen Just Attend being used at another conference and approached us to see how we could help them organize their event within the free time they have to do so.



We were happy to help.



We gave Linus a trial of the system and invited his feedback to see what components of Just Attend would be useful for Teamsdagen, and if any component was missing.



The feedback was extremely positive. Linus liked the fact they could request content to be submitted by speakers, sell tickets, manage and publish their agenda, and give exhibitors a way to self-service their participation by registering their own staff and scanning leads via the mobile app.



There were a couple of components missing that Teamsdagen would need. These were the ability for attendees to buy tickets but pay by invoice rather than directly using Stripe and a way to integrate Just Attend to their WordPress site so they didn't have to manually add exhibitor logos to their main site.



We took on this challenge and created 2 new components for them to address their needs.



Linus and his team also liked some of the additional features of the platform they hadn't considered and identified improvements to their event that weren't possible before.



These were live digital agenda displays and the ability for them as organizers to run their own self-managed on-site check-in badge printing service using Just Attend.







Teamsdagen worked with their venue AV team to connect their in-house digital signage solution to Just Attend's web based room displays. 



These showed the sessions live and upcoming in each room so attendees could easily find the sessions they wanted to attend.



Our wallboards are responsive to both horizontal and vertical screen orientation and dynamically update in the background so content is always up to date, even when unplanned changes occur. 







Previous Teamsdagen events, Amanda has been painstakingly printing attendee badges at home in the evening, then handing them out to attendees as they arrive.



As the event is now approaching 500 people, that isn't sustainable for her or for the environment, so being able to implement onsite badge printing became a must have feature for Teamsdagen this year.



When talking through the requirements for badge printing, we presented a few options including a fully managed solution run by us at their event as well as self-managed badge printing.



Self-managed badge printing was chosen by the Teamsdagen organizers. They utilized their existing laptops to install the Just Attend check-in kiosk and purchased low cost thermal printers to create their check-in kiosks.



Amanda wanted attendee badges to be high quality, durable, and with a laminated finish beyond what could be easily produced on demand within a few seconds of an attendee scanning their ticket.



This is no problem for us, Amanda was able to design and source the branded badge blanks from a local supplier and used our check-in kiosk connected to thermal printers to print the variable attendee data onto sticky labels which could be attached to the branded badge blank.



Using the kiosk settings, the variable data can be printed in any format giving them complete flexibility on how the finished badge would look. Having the ability to change the language of the badge types into Swedish was a nice feature they took advantage of.



On the day, the kiosks were placed at the venue entrance and were staffed with 2 volunteers who handed out attendee lanyards and greeted them with a smile. The check-in was seamless, intuitive, and trouble free.







We also went the extra mile to ensure Teamsdagen went off without a hitch. We sent one of our team members to Stockholm for technical support and to assist the organizers with any query relating to our system. 



Whilst there, out of 456 people, we helped just 5 people who had forgotten their email address or hadn't registered for the event. It was an amazing experience to see Just Attend being used so freely and trouble free. 



This is not something we have seen at other events who use other event tech that isn't Just Attend.



We're incredibly grateful to Teamsdagen for their business and trust and we look forward to supporting their future events.



If you would like to streamline your event technology and make your organizing life a whole lot easier, let's talk!

### Teamsdagen



### How To Stop Attendees From Booking Too Many Sessions

If you're running an event with multiple sessions you may find yourself with a capacity problem, especially when seating in your session rooms is limited.



As an event organizer it can be impossible to predict how popular some of your event sessions will be with your attendees. This makes scheduling sessions in appropriately sized rooms a big challenge for you.



So what can you do to ensure that you schedule sessions into rooms that are fit for purpose?



1 - Separate Your Sessions Into Categories



When people attend conferences with sessions, they typically attend to follow a particular product line, topic, or industry area.



Rarely do they flip-flop in between different topics because they're usually coming for a purpose driven by a company or personal need to learn about a particular topic.



Categorizing your sessions into topics can help your attendees make more sense of your agenda and they can find sessions that are appropriate to their needs.



Categorization gives your agenda structure, but also limits the possibility of attendees mistakenly adding sessions that sound like something they're after, but actually aren't to their agenda. In doing so, frees up a potential seat for attendees who actually should and need to be in that session.



Separate sessions into categories



Using Just Attend, you can create up to 2 category levels. The first category topic is called a "track". This represents a learning pathway for attendees to follow. If they're interested in employee wellbeing, you can associate sessions that match this criteria to that track.



You can also add a track description so that attendees can learn what types of sessions are expected to be available when following the track. This helps them decide if the content is going to be relevant to their needs.



The 2nd category is Level. Level is a measurement category and usually used to describe session detail or depth. 



Some sessions may be targeted towards beginners, while others to more advanced practitioners. An attendee who is just getting into the subject area may not want to be bombarded with acronyms and jargon they don't have a foundational understanding of.



Setting the level allows the attendees to select the sessions more appropriate to their level of understanding. In turn this means that attendees get more value from your event and speakers get less walk outs.



2 - Don't Schedule Similar Sessions At The Same Time



As we now know, attendees prefer in the main to follow a particular session track. Therefore, it is important that when it comes to scheduling sessions on your agenda that you avoid scheduling sessions in the same track at the same time.



Doing so creates conflict in the attendee mind. They will see 2 sessions at the same time that they really want to go to and will make them anxious.



There are a few ways the attendee might try to mitigate this. If you're recording sessions for on-demand viewing, they'll more than likely pick the session they really want to see live and then return post event to catch up on the session they missed.



If you don't record sessions, then they're more than likely going to add both sessions to their agenda and then make their mind up on the day of which one to go to.



This can be totally fine if you have large sessions rooms where capacity isn't an issue.



However, if you do have room capacity constraints then double booking sessions on a personal agenda can create the following problems:




You could end up moving a session you think is going to be busy to a larger room, only to find that it is poorly attended and another sessions could've benefitted from being in that room.



You might have excellent attendance in 1 session and poor in the other spoiling your speaker's experience.



Attendees may feel they were at a disadvantage and have had less value from your event than they'd hoped.




Drag and Drop Agenda Scheduling



Here at Just Attend we understand these challenges and this is why we've created a drag and drop session scheduler that color codes sessions by their primary category.



Using unique color codes for each session topic, you can quickly identify if you have any sessions in the same topic running at the same time.



Make quick and easy adjustments simply by moving sessions around the calendar until you're happy with the outcome and press save.



3 - Schedule Sessions Based On Attendee Attendance



Some events cater for different types of attendee demographic. For example your event could attract business buyers and technical engineers.



If your event is multi-day, you may find that a certain demographic purchases more tickets on day 1 vs day 2.



You can use this intelligence to load your agenda with content that meets the desires and demands of the dominant attendee demographic in attendance each day.







When you sell tickets using Just Attend you can see what types of attendees are planning to attend based on their ticket purchased.



You can then use this information to structure your agenda to appeal to them and make sure they don't miss out.



4 - Prevent Attendees From Double Booking



Even if you've done all this it may not be enough to prevent attendees from squatting on sessions. You may want to take a more restrictive / admin controlled stance.







With Just Attend you get real time data on the number of attendees that have reserved their seat at a session versus the seat capacity in the room scheduled.



You can use this to take proactive action to re-room a popular session. However, we know that there it is more than likely that some of the people who've reserved their seats will change their mind.



If they do, they may not remove their reservation and may simply add another session to their agenda.



This means you won't know the true expected capacity.







One setting you can enable is 'Prevent Agenda Overlap'.



When enabled, if an attendee attempts to add another session to their agenda that conflicts with another that is already present in it, they will be prevented.



They will need to remove the conflicting session first before adding the session to their agenda.



Of course, no system is fool proof and you will have to contend with late decisions on the day, walk-ins and walk outs etc. However, using these strategies effectively give you a better chance of ensuring your agenda is structured and attended to its best ability possible.

### Stop Floor Pirates From Ruining Your Event App Experience For Attendees

One of the biggest turn offs for me at events is the attendee mobile app. I've used them all at the events I've attended, Whova, EventMobi, Cvent, SwapCard, and plenty more.



They all suffer from the same problem. Too much noise from unsolicited chat messages!



It's so bad, especially at large exhibitions that I just don't download them anymore and rely on just turning up and finding my way around using the various digital agenda screens.



Don't misunderstand, I am not dissing the aforementioned providers. It's just how its used at events.



Event Mobile Apps Are Abused



There are 3 types of people that use chat in event apps.




Legitimate exhibitors who are trying to canvas attendees.



Disguised exhibitors who are attending as attendees and are there as floor pirates.



Like minded attendees that genuinely want to connect just to learn from each other.




As soon as you login to the app you're going to be bombarded with messages of people 'wanting to explore synergies' or 'would love to chat to discover more about what you're up to' 🙄



It's compounded when the event also creates social forums for different purposes. You end up having 1,000s of unread messages and are bombarded with app notifications.



Actual screenshot from a 2,000 attendee conference using Whova



It makes using the app for any other purpose like finding out what's on, or important information about access and travel etc. really hard to find.



I get the sentiment of what event mobile app chat is about. But left un-policed, it really puts a downer on the event even before its started!



Are Event App Chat & Social Features Required?



Ok, so my opinion above is based on my own feelings when I am in 'attendee' mode. That doesn't mean that others feel so passionately about it.



Putting my event organizer head on now, I would say that there are benefits for having an event mobile app that can support direct messaging and social networking. But only if you:




Absolutely believe your event needs it



You moderate and control it




First, I think a lot of organizers think they must have this feature baked into their event platform because they get pressure from exhibitors to enable attendee outreach.



In reality your event may not even need the feature. If your event is relatively small, in a confined space where your attendees are captivated, then arguably the feature isn't needed as everyone will meet everyone in-person anyway.



By having it, all you're doing is prioritising exhibitor desires for early contact at the expense of attendee satisfaction. 



However, if you're running a large expo over multiple exhibition halls and days with lots of events going on, then the social networking aspect of an app could be valuable when properly moderated.



Be sure when enabling it that you're committed to managing it.



From experience, as soon as you unlock this feature, your exhibitors will get excited. Back in 2020 when I explored this for the very first Commsverse I thought it was a great idea. I spent time setting up social groups for different purposes.



As soon as I gave access to exhibitors and attendees it became facebook. Every other post was just an advert for something. 



Very little conversation happened within the topic that the group was meant for.



As the event went on and towards the final few hours, the level of spam increased exponentially as exhibitors aggressively promoted themselves in every group going.



Even worse were the floor pirates.



You as an event organizer have a duty of care to protect everyone at your event and this extends to social activity on your chosen event app.



You need to actively moderate it with your staff. Delete inappropriate posts, warn users, and even ban them if needs must. 



Otherwise your attendees will just delete the app and you may as well not have subscribed to it in the first place.



How To Make Event App Networking That Works For All



Over the past 4 years I have spent hours talking to exhibitors and attendees on what they prefer from an event app.



Overwhelmingly attendees just want a mobile app that allows them to find their ticket, browse the schedule, and find important information. They don't want to be bombarded with messages.



Exhibitor staff who are physically attending your event do want the opportunity to connect with attendees and have long lasting conversations.



Remote exhibitor staff like marketing want to market and any communication surface is a potential platform.



The Just Attend mobile app brings what I feel is balance and offers everyone the best experience and opportunity possible without over stimulating the attendee.



We don't have in-app chat. Direct messaging is not planned for the app. Even if we created a message firewall where the attendee must confirm acceptance leads to an unwanted list of 'friend requests' and message indicators.



Instead, we have a feature called 'Connect'.







With connect attendees can search for the person they want to connect with by name, or scan their attendee badge if using our badge printing solution.



They can then send their contact card details to that attendee via the app. Think of it as you sending someone your digital business card.



The contact can then choose themselves if they want to share their digital business card back with you. If they don't, then future contact with that attendee is down to them to initiate with you.



If someone has shared their contact card with you, then you'll be able to initiate a conversation with them.







We're aware that most conversations outlast the event and will soon turn to off-platform email anyway, so rather than build a complicated chat function, the start conversation button launches their default mobile email client and opens a new email to you.



After that, you continue your conversation via your email address and not Just Attend.



This feature keeps the app clear of unwanted notifications and message spam whilst giving attendees the power to decide to contact exhibitors who've shared their contact card, or not.



As the sharing is not mutual, this effectively stops any floor pirates from poaching attendees away from paying exhibitors.



For exhibitors who want to capitalize on their newly acquired leads via the app, they can do the same. Once they have scanned an attendee as a lead, they can open an email conversation with them directly from their business email account.



This removes the obstacles for easy post event follow up and having to switch conversations from one app to another, especially when its hotting up. 



There is nothing worse than having half of the conversation in the event app and the other half in your inbox!

### Top 10 Tips To You Boost Your Attendee Registration

As an event organizer myself, I get anxious with attendee registrations on the lead up to my event. I've promised my exhibitors I'll get X number of attendees at my show, but right now I am falling way short of what I had hoped for by this time.



Do you also feel that pressure and anxiety?



In the past I have made many expensive mistakes by reacting to sign up numbers with knee jerk actions on things like adverts and media coverage in areas that in hindsight may not have been the most target rich. 



In the end, it all came good, but not without its failures. In this guide I am going to be sharing my top 10 tips that will help you boost your attendee registration with guaranteed results.



1. Delay Your Ticket Sales



Delay selling my event tickets? Are you mad? This might sound counter-intuitive but having a long ticket sale window works against your objective and ends up costing you more money that you should spend.



You want to delay ticket sales until approximately 90 days before your event if you want to be safe, or 60 days if you want to see a bigger return on your marketing investment.



Using my own research through selling tickets to my events, 80% of all tickets that I sell happen within 60 days of my event.



Report of ticket sales over time in Just Attend



Why? Because 60 days out, attendees are more sure of what their plans are vs 100, 180 days away.



If you open your ticket sales too far in advance you're going to be working hard to market your event into an echo chamber. Your cost per acquisition will skyrocket and you'll end up wasting your energy, resources, and marketing budget chasing hares.



Delaying your marketing push until 60 days before your event gives you a better chance of reaching your target audience and convincing them to commit to registering because both sides are able to engage better.



You'll get more registrations per dollar spent this way.



2. Use National Days As Incentives



We've all heard of Black Friday, Cyber Monday etc. These are days which industry comes together to go to market aggressively with special offers.



You can use the same concept to boost your registrations. Within your event vertical you might have special days on the lead up to your event that your target audience celebrate.



Use these to your advantage by offering lightning or one day only deals that are too good to miss out on.



These can create a sharp increase in registrations and also increase overall market awareness.



Report in Just Attend showing spikes in ticket registration aligned with timed incentives.



You can offer incentives by offering discounts in use limited coupon codes or by setting time limited ticket sale prices.





Adding a coupon in Just Attend





Creating a ticket special offer in Just Attend





If you don't have any industry days to celebrate, use any national days such as Easter Monday, Boxing Day. These days come at the end of a national break and people will be bored and scrolling through social. 



Turn their boredom into ticket sales!



3. Reward Loyalty



This tip has a big impact. Show your appreciation to attendees who sign up to your event year after year.



If you're going to spend $40 per head on attendee registration acquisition through marketing, offering a loyalty discount that saves someone $20 on their ticket actually makes you money and drives early registration adoption.



You can offer loyalty discounts easily by sharing out one time use coupon codes that are individually created for each loyal customer.



Or you can use Just Attend's automated loyalty discount feature that rewards attendees automatically when they enter their email address to register eliminating the need for bulk coupons and mail merge.



Automatic Loyalty Discount In Just Attend



You can select the number of previous events the attendee must've registered for to qualify for the discount and the amount of discount to apply as a fixed or percentage amount.



It goes further so you can select the past events that qualify and the role they participated in at those events to offer larger discounts based on their contributions and also which tickets the discount will apply to.



Then when they register, their loyalty is automatically rewarded at checkout.



This generates early registration interest. At the end of their purchase they're able to share their registration with their social network that can highlight your event to others in your target audience.







This is important because you have rewarded them, they are more likely to share their registration to their network as way to thank you for it.



4. Mobilize Your Exhibitors



Your exhibitors combined network has access to the largest pool of target attendees and being able to leverage that can really boost your registrations.



Exhibitors can sometimes be quite resistant to promoting events to their network because they're concerned that their network is going to be exposed to their competition. 



This can be overcome by offering incentives to exhibitors that help to mitigate their fears.



One of the most effective ways to energize your exhibitors into sharing their participation to your event is through incentives.



By giving them their own referral URL you can track how many registration conversions are attributed to each exhibitor. You can then use this to reward the exhibitor with the most conversions with an enhanced benefit, like dedicated access to a room for private meetings with attendees.







Other incentives you can run to boost share-ability is to create promotional materials for them to use. These include:




Email Signature Banners



Website advert banners



Social media posters tuned to be the perfect size for each social platform




Using Just Attend you can even upload an image to an exhibitor's landing page so that when their URL is shared to social media, the link preview card is automatically populated with a branded image.







5. Use Your Speakers



As well as using your exhibitors, your speakers are also invaluable to your event promotion. Perhaps they are the single most important outlet for it.



A speaker is going to have technical authority in their topic and industry domain. It is highly likely that they are well known and respected within your target community and therefore carry considerable decision making power.



Being able to leverage their community 'pull' is a great free way to generate visibility and registrations for your event.



Just Attend makes it really easy for speakers to share their participation at your event. 



Each session on your agenda can be deep-linked so that speakers can share their own session page. These also benefit from the same ability to upload custom graphics that generate in the URL preview links on social media.







Speakers also have their own dedicated profile page on your event portal so attendees can find out more about them and what they're speaking about.







Just Attend goes even further by allowing anyone on the platform to enable their own 'Event Resume' page. This is a public profile page that showcases all the sessions and events speakers have and are speaking at as well as their speaker rating.



Although not directly associated with your particular event, this offers an indirect opportunity to attract attendees to your event.







6. Show Your Market Value



Lots of businesses including events spend too much time on social media selling. They post constantly with the same message, just written differently which boils down to "register now".



Eventually doing this your target audience are going to mute or block you. If they mute you or use the report post to say they're not interested, then its as good as a permanent block.



When was the last time you unmuted someone?



One of the most effective ways to engage and remain followed in your community is to share your industry experience.



If you want to attract end customers a news / media website or publication, podcast, video series, or other content can be valuable. Even a social newsletter to subscribe to.



If you want to attract businesses, then an awards program and ceremony might be a good option and offer you increased revenue potential to boot.



The main problem to solve is how to keep in your audience's mind when you're not actively promoting your event registration?



7. Use Social Algorithms To Your Advantage



Don't waste your energy and money posting on social media randomly and hoping for the best. Instead think about when it is most likely that your target attendee is going to be scrolling through their social feed.



There are many articles online that promise they have the secret to the optimal time, but the reality is that it depends on your own environment as to what works best.



It is proven statistically that on average across all of social that people are more likely to be on social media early mornings around 7am, 11am - 1pm lunch time, mid afternoon 3pm to 4:30pm, and late evening 8pm to 10pm. 



Many businesses write off the weekend, but I have seen good engagement posting on a Sunday evening too.



But it isn't just about posting at the right time, its about two-way engagement. If you're only posting in hope of getting likes and clicks, you're only doing half a job.



Social algorithms love conversations. When it sees a comment, it pays attention to that post in order to decide if it should promote it. It waits for reply. The more conversation the post has the more it is promoted to others.



Some will say you need to comment within the 1st 15 minutes. To a degree this is true, but don't be the 1st comment on your own post. Doing that will kill your chances.



It is important to get an organic comment within the first 15 minutes by someone who isn't linked to the company employment.



You should respond within 10 minutes to the first post, but then slow down your replies over time.



Another tip is not to over post on social media. Contrary to belief posting many times a day or even over a week hurts your own social effectiveness. With each post, the algorithm has to choose which one of your posts to promote.



Instead, don't make it choose and use the time to drip feed your replies over several days to a single post to promote its effectiveness within your social community.



Using this method you will get more eyes on your posts on social than before without spending any money on marketing adverts.



8. Reward Engagement



Gamification is a good way to involve and encourage attendee promotion of your event. The vast majority of registrations in my experience have come from either organic social engagement or recommendation by word of mouth.



With Just Attend you can set up an affiliate scheme that rewards the attendee with points for each time their affiliate link is used to register for your event.







At your event you can offer prizes and rewards for people whose link has been used the most.







9. Build Your Network



As part of your social strategy it is important to also contribute to your network and build it over time. Its not all about you leading the conversation with your posts. 



Follow your target attendees, make connections but also contribute to their posts by adding your own value and perspectives.



It is important not going in straight for the product pitch kill into these conversations. That's not going to end well for you. It's about connecting with them on their level and showing alignment and building that connection with them.



The more you engage in conversations others have started, the more your own content social strategy will pay off.



Its a case of "You scratch my back, and I will scratch yours".



Because you've supported them in their conversation and social goals, they're more likely to reciprocate with yours and thus extending your reach organically.



Having a constant social presence is a commitment in time and resource. If you need help building your network or marketing your event, we can help.



10. Strategic Advertising



My last tip is if you feel you need to spend money on adverts, then do so wisely. My personal view is that if you implement tips 1 to 9 effectively then you will never need to spend a dollar on online adverts.



Adverts are universally hated by everyone.



But they are sometimes a necessary evil and can be used for your last minute push to reach your registration goals.



If you do want to use adverts, then they must be carefully created for the intended person you're trying to attract and have 1 clear call to action that spells out what they should do.



Behind the advert should be a very clear, simple conversion flow that makes it easy for them to complete their call to action, which is to register.



Then you need to consider what medium and platform your target is most likely to use. Then where they are most likely located based on volume.



For example if your target audience's business vertical centers around London, UK, you want to focus your energy on advertising within London.



This could be through social media and search engine advertising, using their targeting tools to drill down to the right audience. Could it be digital advertising on billboards, a particular tube station like Canary Wharf if your target audience is finance or buses on a particular commuter route.



What you're trying to do is spend the least amount of money possible to get in front of as many critical target eyes as possible. 



There is no point spending £5,000 on advert budget to advertise to 9 million Londoners. But you can spend £5,000 to target 5,000 Londoners who you actually want at your event. Your money will go further and your cost of acquisition overall will be less.



Conclusion



Hopefully these 10 tips will help you get more attendees at your event. Just Attend is a great tool that can help you promote and encourage organic engagement as well as streamline your registration experience. But when combined with your enthusiasm, commitment, and strategy, unstoppable.



If you'd like to see how we can help you get more attendees to your event, why not send us a message, or book your demo below?

### Just Attend Combats AI Generated Session Content With It's AI Detector

So far this year (2024) we have seen a massive increase in the use of AI to generate content for conference session proposals.



Unchecked AI generated content being submitted in call for papers places a huge burden on conference organizers that costs them time in session evaluations and can leave them hoodwinked.



Left unchecked, AI generated session content will have a negative affect on events and attendee satisfaction as speakers struggle to deliver sessions their content promises or worse, the content makes no factual sense.



We believe AI should be used as an assistant, not a replacement. Using AI responsibly to set out a framework you can build upon we see as a good thing.



Simply using AI to generate session proposals without adding any human input or validation is not.



Just Attend is excited to announce the release of our AI content detector for session submissions, available to all customers in all plans.



Our AI detector will evaluate each session submission and determine how much content within that submission has been AI generated vs human generated.



This is shown in a percentage score.







Using our AI Content Detector organizers are better prepared to evaluate sessions against their criteria and can perform the necessary checks to ensure authenticity and accuracy of a session proposal, applying extra validation where needed.



The aim of the detector isn't to influence the Organizer's decision making process but to enrich it and make it fairer to assess sessions. 



Ultimately if an Organizer wishes to approve a 100% AI generated content submission because it meets their criteria, that is their prerogative. 



Read more about our AI Content Detector.

### Use AI To Create Session Content For Conferences

There is no doubt that AI is disrupting the way we create and trust digital content. 



One area I am seeing an increase in AI being used in the event industry is content submission by prospective speakers.



At Commsverse 2024 we received over 300 session submissions and with just 60 content slots available, the competition for those places was intense. 



This made our session evaluation even more important to get right.



But unlike previous years where session abstracts were varied in the way they were written, this year we had 57 sessions submitted that had been created using AI without any editing from the submitter.



This made our evaluation task even harder this year than it has ever been.



Why Is AI Content Creation A Threat To Call For Speakers?







As an event organizer, I have a responsibility to ensure that the content put on offer at my event is:




In keeping with the event theme and purpose



Is what attendees want to consume



Is actually deliverable by the speaker to the best of their ability




There is nothing worse to an attendee that being pitched an amazing session that promises great learning potential, only to find out the speaker cannot actually deliver on the promises their session description portrayed.



To the attendee they feel let down and disappointed in the speaker, but also by the event organizers for selecting the content in the first place. 



This leads to negative feedback and in the worst possible case, impacts their decision to return to your event in the future.



It's ultimately not great for the speaker either. They might think that AI assisted them in getting a session selected at an event, but actually, unless they are confident they can deliver on the promises, this leaves then vulnerable at delivery time.



For a speaker, there is nothing worse than struggling through a session and watching their audience disengage, lose interest, and walk out. 



Who's To Blame?



Fundamentally the speaker must shoulder most of the blame for these types of session outcomes. They chose to put their faith into AI to generate them a session abstract that sounded great. 



But failed to check if they could deliver on output AI produced or if indeed it was an accurate description of their session topic and outcome.



Some of the blame must sit with the organizer, or the people who are evaluating sessions. 



They may not be subject matter experts on the topic so can fail to spot inconsistencies, but they can sense check submissions to determine whether what is being proposed can actually be delivered by the speaker in the time permitted.



How Did We Know Content Was AI Generated?



The first clue we had that submissions were generated by AI was the way they are written. The grammar that is used and the formatting / construction of the submission is a key giveaway.



A typical content submission written by a human looks something similar to this:







But AI generated submissions are suspiciously perfectly curated, like this:







There were a few alarm bells with this submission that raised our concern on its validity as a genuine sesson:




The 2nd paragraph is not written how a human would write it in the context of this topic



There are 7 key topics promised in the session. Each one would take a lot of time to delve into properly



The takeaways promised seem too much to be real gains of any value




The main objection we had was that in the duration available for this session being only 25-minutes long, there is no way even the world's best speakers could deliver this session even to 10% of what the description promised in that timeframe. 



Even in 45-minutes, this type of session would be hard to execute. 



You might say well this is your bias and interpretation, maybe the speaker genuinely wrote this themselves?



I did put my theory to the test by asking the one thing that would be able to tell me if it was generated by AI, and that was AI itself aka Chatgpt.



I asked chatgpt "what the probability was that the following text is generated by AI as a percentage".



Let's have a look at the genuine session submission first.







As we can see, we're 100% confident that this content was created by a human.



Now for the content we suspected was generated by AI.







Conclusive evidence that AI thinks that this content was created by AI. 



But wait, if we can't trust AI then how can we trust the result? Well, after our call for content was completed and our sessions chosen, I was contacted by the submitter of this session to ask why it hadn't been chosen.



I responded with my reasoning that the session description appeared to be created by AI without any sanity checking on whether they could deliver on the session promises in the time given. Therefore, their session was rejected.



The speaker candidly admitted that they did use AI to create the session submission and on reflection they agreed that it seemed overzealous.



Should We Ban AI Generated Speaking Content?



In a word, No.



AI is a great tool for ideation and giving you a starting point to work from. The hardest part of any story is the idea and the first sentence. 



AI gives you that assistance in kick starting your ideation process and setting you off on the right track. Using it as a framework for your content submission gives you a better chance of standing out in a crowded submission pool.



But using it wholly and on its own, taking its output and pasting it directly into your submission and hoping to be selected is going to let you, your audience, and the event as a whole down if it is inaccurate or undeliverable.



You should take the content as a baseline to set your session objective from, check that it is factually correct, that you can deliver on the promises effectively within the timeframe, and it appears genuine to your target audience.



You should edit it, reword or rewrite sections that improve its submission quality so it hits everything content reviewers are looking for and also when read by your target audience, resonates with them.



Circling back to the AI example in this post. Had the submitter spent 5 minutes reading the AI content and refining it into a description that made sense and felt deliverable, they could've been selected. 







Here I have taken their submission and changed a few words and phrases to focus in on the session topic of Microsoft Teams and simplified the key points and takeaways.



The outcome is that both human and AI have contributed to this session submission.



As an event organizer, evaluating this submission I would have no hesitation on approving because:




It is on topic and clear what the session is about



It appears to be genuine and deliverable within the session parameters



Even if AI has been used, the submitter has taken the time to refine the submission to ensure that it meets the submission criteria and that they know their topic




How Can Organizers Detect AI Content?



You could copy and paste submissions into AI content detectors like I have done here in this article. However, that is going to be laborious and not scaleable. 



Or you could use Just Attend for your event management and use our AI content detector in the call for speakers module.



The AI detector evaluates each submission to determine whether AI has contributed to the creation of the content, and how much.







You can then use this as a guide when evaluating sessions.



What's a good balance?



This question is quite hard to answer as it depends based on the topic and the content depth. That said, in my opinion you should accept into consideration any session with an AI score of less than 60%.



If at least 40% of the submission is human input, then they have at least sanity checked the content to make sure they're comfortable with the submission. 



Do 100% human submissions carry more weight? That is up to you, but I don't think that is necessarily fair judgment.



At the end of the day you as an event organizer want the best content your community has to offer. Some speakers find it hard to write good session abstracts but deliver content excellently, others can write confidently, but speak poorly.



Using AI along with increased intelligence where it has been used and in what quantity offers you as an organizer a better chance at choosing the right sessions.



If you'd like to find out more about our AI content detector for call for content, book your demo below.

### How To Manage Your Event Using Software Tools That Don't Cost You A Dime

From registration, ticket sales, lead generation, event promotion, and attendee feedback. These are some of the challenges event organizers have to deal with every day.



Unless you have other sustainable income streams, when you begin your event journey, money is tight. You're either spent up from your previous event, or if you're doing this for the first time, you need that ticket sale to generate income.



To solve this problem, you need event software that offers attendee registration. Software costs money, which you don't have.



How do you solve this problem?



You could do what others do and loan the money and buy into an event management system from the outset and trust you will get this back in time.



Or you could look to see if you can run your event using free software. As you're here, my guess is this is your preferred choice?



So what are your options to run your event for free?



Use Just Attend



I'm going to come straight out with the product pitch here to save you the time and hassle of trying to do it yourself and bolt several software systems together with CSV exports and imports and a whole bunch of time.



Just Attend is an all-in-one event management system that allows you to run your event for free* and includes all the features you will need:




Event website and portal



Event registration



Ticket sales



Mobile App



Call for content



Session Agenda / listing/ building



Attendee engagement



Exhibitor management



Lead generation



Event check-in and badge printing



Event and session feedback



Reports and analytics




You get all these features and more completely free to use without credit card or commitment to run your event effectively.



So what's the catch?



Our free plan is limited to 50 registrations. However, this does mean that you have full access to the right event software to run your event properly right at the beginning and you avoid mistakes by prioritizing free over features you desperately need.



Once you get to 50 registrations you should be well on your way to proving your event and have revenue in your bank account ready to upgrade to our paid plans. 



What happens if your event isn't going to be larger than 50 people? Simple, you get to use our platform completely free. This isn't a one time introductory deal either. Your first 50 registrations per event are free.



OK, so now the plug is over and hopefully you've realised that Just Attend is the platform you should use to run your event. Right?



If not, then read on and I will share with you how you can run your event completely free.



Free Event Website



The first piece of software you need is your website to market your event and be the online home for your attendees and e-commerce. 



Most of the world's websites are run on a CMS platform called WordPress. You can create your WordPress website for free directly on the Wordpress website







If you want to attach your event domain name to this website, then you will need to pay for an addon, or choose their starter plan which also comes with a free domain of your choice (subject to availability).



If not, your event domain will be yourname.wordpress.com 



This option is great if you're going to be using other tools and software to run other parts of your event like registration because you can build a good, SEO optimized website quickly using a fairly intuitive user interface. WordPress.com also have an active community that can help you with any issues you might be having.



One downside of the free WordPress plan is that you will have limited theme choices which could affect the look and feel of your brand and if you want to use any plugins to extend functionality, then you will need to upgrade.



Free Event Registration Software



Now you have your front end event website sorted for free, it is now time to turn to ticket sales and allowing your attendees to sign up to your event.



Being upfront, there is no platform on the internet that allows you to sell tickets for money without either first signing up to a paid plan, or a commission based pay as you go scheme. Except for Just Attend. Our 50 registration free plan enables you to sell tickets without any commission, limitation, or subscription charge.



But if your event tickets are free, the most common event site that allows you to list your event and sell 'free' tickets for free is Eventbrite.







They do limit the free version to just 25 attendees. After that you pay a small fee per event. Alternatively, if you want ticketing only, you can use Ticket Source.







Although ticket source is free to use for ticket sales if your ticket cost is $0 you will need to pay for modules you might need at the time of your event, like check-in and scanning etc.



Call for Content / Session Agenda



If you want to run seminars and open the door to request session submissions from your community, you will need a system that can handle speaker submissions, evaluation of those submissions, approval and rejection, the ability to add sessions manually, and then to schedule approved sessions and display them to your attendees.



One platform that can do all this is Sessionize. 







Sessionize offer a free plan for any community event. For commercial events, the cost is $499 or more. 



Using Just Attend its free for everyone. Even when you've reached your 50 registration limit you can still collect session submissions, evaluate, and schedule them without restriction.



Sessionize offer widgets which you can embed into your event website to show speakers and your event agenda. However, if you choose the free WordPress plan, embedding is restricted so you have 2 options.




Pay to upgrade your wordpress hosted website



Use Sessionize web URLs behind buttons in your website menu to redirect to the sessionize pages.




Sessionize also have a mobile app attendees can use to browse the sessions available at your event, but this is limited to just the agenda and not their ticket, event information, guides, exhibitors, or offers any form of lead generation or attendee networking.



Free Lead Generation



Your exhibitors will want the ability to generate leads at your event. Conventional method usually involves scanning a bar code on the attendee's badge with a device or mobile app that locates the attendee's profile, allows the exhibitor to make notes or answer qualifying questions, and save the contact as a lead.



If you're looking for a free tool that does this, then sorry, you're fresh out of luck.



They're all paid, except Just Attend. If your event is under 50 registrations, you get access to the lead generation tool in the mobile app for free!



If you're still going for 100% free, then you have a few low-tech options.



You could use a plugin for Google Sheets to create a vCard for every registered attendee. The store these in your online storage e.g. Google Drive and set them to be shared with everyone.



Sign up to rebrandly for free so that you can simplify the URL and redirect a friendly URL to the deep share link for each vCard. 



Create a rebrandly link for every attendee's personal vCard.



Then use a free QR code generator to create a QR Code for each rebrandly link.



Download and save these QR Codes. Then all you need to do is print the QR code onto the attendee badge they will wear at your event and tell exhibitors to use their smartphone to scan the QR code.



When scanned, the exhibitor will be able to save the vCard to their phone.



This is very labor intensive for you because you have to export your attendee data from your ticket system and then use several tools to create the opportunity to generate a lead.



Its not great for the exhibitor either as the lead is stored on the device of the person scanning the QR code and not easily shareable or visible to others within the same company, not to mention GDPR concerns.



Another option is to simply give the exhibitors your ticket list, or tell them to come up with their own solution for capturing warm leads at the event. Via web form for example.



Free Session & Event Feedback



You and your speakers want feedback on their session and your event. You need to capture your attendees attention and seize the moment.



If you use Microsoft 365 you have access to Microsoft Forms where you can build your own surveys. Or if you want completely free, you can use Google Forms with a limit of 100 submissions per form.



Create your feedback forms and generate a QR code. Print and display this QR Code on to signs around the venue and give to speakers to include in their session presentation.



If you're an advanced technology user you might even be able to export your sessions from Sessionize and make your own little power application that can customize the form with the session title. 



if not, you will have to either create a form for each session, or put the responsibility of identifying the session onto the submitter.



After you receive your data you can use charting tools in your spreadsheet software to model your feedback.



Or you can let Just Attend handle all this feedback for you and collect it within the mobile app with full analytics in your event portal. Just saying...



Event Check-In and Badge Printing



Now its time to run your event live. How are you going to check-in and identify your attendees?



For this, you can use Jibble.io who purport to have a totally free check-in app coming soon.







You'll need to export your attendees from your ticket system and into this platform.



When attendees arrive at your event, simply scan their ticket with the app to check them in. 



For badges, there are no free options to print badges onsite or remotely, so there will be a cost of materials for this. 



You can limit the expense by pre-printing ready made badges ahead of your event. However, be aware of the challenges that comes with. Read our blog article on the pro's and con's of pre-printed badging.



You could combine check-in and badge printing onsite with a 3rd party. Or you can do it yourself with Just Attend's badge printing software that is included even in our free plan.



Alternatively you could hire us to run your badge printing solution for you.



Conclusion



Although there are many tools and methods out there that can enable you to run your event on free software, there is one person we haven't yet talked about. The Attendee.



Attendee experience is paramount. Remember for every separate piece of software the attendee has to use creates disparity and confusion. 




Where do I need to go to buy a ticket?



Where do I need to go to find my ticket?



What app do I need to use to access the agenda?



Where do I get information about the event's opening times or attending info?



Who is exhibiting?



How do I engage with people like me?




Separate systems cause a lot of overall event negative sentiment for the attendee and the exhibitor. It leads to long queues and missed opportunities. 



For you as an organizer trying to run your event, you're going to spend an awful long time managing data between systems and filling in technology gaps with manual tasks. Hours you could better use elsewhere. 



In the end, after all your effort, you receive negative feedback on your event experience from your stakeholders and put into jeopardy your future events.



Why take the risk to save a couple of dollars?



For these reasons, choosing Just Attend to run your event is a no brainer. You have a single experience for your attendees and exhibitors with all the features they need to engage and attend your event autonomously. 



You have one system to manage and don't have to waste valuable time fighting to keep systems in sync.



Software should enable you to run your event seamlessly and not limit you. If you agree, then let's talk about running your next event. Book your demo below.

### Free vs Paid Entry : What To Expect At Your Event

There are 3 attendee registration models to choose from when organizing a trade show or conference, free, paid, and a hybrid of the two.



How you choose to price your event is entirely down to you. However, there may be expectations based on your event industry that set precedents, but that doesn't mean you have to conform to them!



Let's take a look at each of the pricing models, their benefits, and their drawbacks.



Free Entry



For trade shows, this method of entry is by far the most common. Trade shows are about volume of people and offering free entry removes any event cost barrier to your prospective attendees.



This makes their decision to sign up one they can make immediately before seeking approval from their manager to attend.



The biggest benefit to you as an event organizer is that you have to work less to attract registrations as a whole.



But that doesn't mean that simply offering free entry is a guaranteed winner. Your exhibitors will want the right people for their product and service at your event and not just a bunch of random people who are there for a day out and the free swag on offer.



In my experience as an exhibitor at free to enter events, the audience demographic is very diverse which makes it really hard to find the diamonds amongst the coal from a lead perspective.



So it is important that whilst offering free attendance that you work hard to grab the interest of attendees your exhibitors actually want at your event.



If you don't do this, then you will disappoint your exhibitors and they won't return next year.



When planning a free to attend event it can be very hard to predict how many attendees will actually turn up on the day of your event.



A lot of attendees will simply register for an event in order to add it to their diary. Their decision to actually attend will come later. 



When later arrives there could be many things that have happened that could affect their decision to attend or not, from moving jobs, health, or work related pressures that simply don't allow them to, even if they intended to attend.



The decision not to attend for free events is an easier one for the attendee to make simply because they have no investment in your event. They stand to lose nothing by not attending, but you stand to lose a lot.



How much does this affect your actual turnout?



Our data shows that overall free events see an average attendee turnout of 55.34% based on their registrations.







Your event itself might achieve a higher turnout percentage. We have events that offer free tickets that attract a turnout percentage in the region of 60-65%. 



So what can you do to make sure that your turnout percentage of attendees equal or exceed your goals?




The simplest thing you can do is over subscribe your event. If you want 1,000 attendee to turn up, register 2,000.



Invest in strong marketing tactics that build anticipation and fear of missing out to convince those who are on the fence to commit to attend.



Create reasons to attend. This could be a celebrity speaker, fun activities, or other opportunities that attendees couldn't get anywhere else.



Enlist the support of your exhibitors to boost your sign up chances by them marketing into their subscribers and followers.



Take registrations at the door of your event. If you're in an exhibition venue, there might be people there attending other events that may also find your event interesting for them.




Paid Events



Choosing to charge a fee to register your event isn't something to be scared of doing, even if your competition offers free entry.



When you charge for entry you're telling your attendee that your event is premium and the only way they're going to get access to that premium is to pay for a ticket.



This does set the attendee expectation higher vs a free event. 



Attendees will expect things like:




food and drink



access to seminars and workshops



access to other content (on demand, digital, literature etc.)



access to VIP events like networking parties etc.




all to be included in their ticket price. Seminars and workshops are the most valued asset an attendee will pay for. The opportunity for them to benefit from these makes the ticket price worthwhile.



However, with paid events, these will often attract less in terms of volume of attendee registrations than free events.



This is because to attend they will need to justify their reasons to their manager, secure budget, and have space in their diary free to commit to attending. 



If they aren't able to attend, then they lose money. This makes their registration decision a lot more cautious.



When you offer free tickets, your registrations happen with regular peaks that are usually off the back of specific marketing activities. 



With paid tickets, registrations happen in a hockey stick movement. A short burst at the beginning for early birds, then slow and steady with not much growth for a number of weeks and then a burst of activity in the weeks before your event.





Free ticket registration graph









Paid ticket registration graph









Don't get fooled into thinking that because paid events attract less registrations vs free events overall that they are a worse option. Far from it.



What you get from paid events other than a revenue stream is quality attendees. 



As attendees will need to spend money, their decision to register is more qualified. They have to have a reason to attend and not just going for a day out.



Exhibitors prefer paid to enter events because they know this. They know it will be easier to find their ideal customer and that attendees are there specifically for a reason and will be more engaged.



Attendee turnout therefore is much higher than free to attend events which makes planning and budgeting for your event much easier to do.







Overall paid events using Just Attend with our event check-in achieve an average of 87.33% attendance vs registrations.



Even with paid events it is still important to over sell your event as some will inevitably have to cancel or not turn up. However, with a higher guaranteed turnout, the magnitude of this is a lot less vs free entry.



Hybrid Entry Events



Hybrid entry might be an option for you to split the difference. If your event is a trade show and conference, exhibitors will still want good footfall through the exhibition floor while seminars are going on. 



Offering tiered tickets with a mixture of free entry to exhibition and paid entry into VIP areas and seminars is a good way to offer something for everyone.



When organizing a hybrid entry event it is important that your event check-in system is capable of matching tickets to access benefits and then your onsite check-in system can determine if an attendee has the right permissions to access the area or seminar they're trying to get into. 



Fortunately, with Just Attend you can do just this and we can also supply the staff and technology at your event to control access to these premium areas.



Planning attendance for a hybrid entry event is not much different than any other, the same rules and turnout expectations remain the same for each part of your attendee demgraphic, paid and free tickets.



You can use the hybrid nature of your event to upsell to exhibitors exclusive access to premium attendees through matched services, meeting bookings, and networking opportunities with your paid clientele whilst also providing good overall foot fall and flow through your event.



Many trade shows around the world employ this method with great success.



Aside from the technical challenges around controlling attendee access to VIP areas you also need to consider other things to help distinguish paid and free attendees.



Here are some tips to help you do this:




Consider printing different badge designs to distinguish between different types of attendee



Arrange your check-in area with distinct queues for free and paid attendees for a more check-in premium experience 



Arrange welcome packs for paid attendees that offer benefits that free attendees don't get to make them feel valued



Scan in and out every attendee who attends your event each time so that you get a good data that you can use in your foot fall analysis



In your event system ensure that you limit visible access to things like seminars based on the purchased ticket access rights. This way your attendees won't be confused on which seminars or events they have access to



Offer clear upgrade paths and options on your event platform that allow an attendee to easily upgrade their participation



Have technicians on site ready to help your attendees. Should an attendee want to upgrade their experience to access an area, have someone available to help them do this to capitalize on their spontaneity. 




Which Model Is Right For You?



Hopefully by now you're able to make the right choice for your event and are armed with the insight to that gives you confidence in your decision.



We can help you with your choice no matter which option you choose.



If you choose the free ticket entry you don't have to start paying for the platform license until you reach 50 registrations. This allows you to start accepting registrations whilst you're busy trying to secure your first few exhibitors.



If you choose paid tickets, we don't charge a commission, transaction fee, or withhold your ticket revenue. All payments are processed using your own Stripe account.



If you choose hybrid, you can set up multiple ticket access groups that will restrict what the attendee can see on your agenda based on their registered ticket and you can use our mobile app to validate tickets directly from the attendee badge outside each VIP area.



In all 3 options we offer full onsite badge printing services and even do it yourself by using our software on your own PC. 



If you'd like to find out more about Just Attend, book a demo below.

### Just Attend Shakes Up The Industry By Exhibiting At 2 Event Organizer Trade Shows

We are pleased to announce that we're exhibiting at 2 trade shows especially created for event organizers to discover and meet new technology partners.







November 20 and 21 2024, we exhibiting at Event Tech Live at the ExCel London. Event Tech Live is an exhibition where event organizers come discover the latest in event technology.




"We couldn't be more excited to choose Event Tech Live as our inaugural exhibition to launch our product to the market." - Mark Vale CEO




At Event Tech Live we will be participating in their industry recognised Launchpad competition for startups.







Launchpad offers new startups the opportunity to introduce themselves to the market by showcasing their product to buyers and industry experts. 



As part of our Launchpad activities we will be demoing our product live on stage at Event Tech Live. You don't want to miss it.



We will be on stand A7 showing our platform and capabilities, so if you're attending Event Tech Live London, come and swing by and say Hi! - Register Here.







February 25 - 26th 2025 we will also be exhibiting at International Confex, again at ExCel London.



International Confex has been established 40 years and has become a household name within the events industry attracting 1,000's of event professionals from around the world.







We are super excited to be exhibiting there in our tech pod close to the event technology stage.




We want to reach as many event professionals as possible to open their eyes to a new way of running their event using one single management platform. I can think of no event larger than International Confex 2025 to do that and we're really excited to be there!" says Mark.




We're hoping to be showing our A.I organizing assistant at International Confex and how it can help you make better, smarter, and faster decisions to boost your event.



Register here.

### How Much Does Onsite Badge Printing Cost And What Are My Options?

When running your event you'll need to check your attendees in. For this you need a check-in systems and a way to identify each person, usually with an ID badge.



Most event organizers have no way to do this in-house without assistance from suppliers.



If you're looking for onsite badge printing for your event, what are your options?



1. Outsource To An Event Check-in Specialist



This is the most common option that event organizers choose. Outsourcing their entire event check-in and badge printing to someone who specializes in it offers piece of mind knowing that it will all be taken care of. From technology, materials, process, and staff resource.



The major benefits to you as an organizer are that you don't have to take on the responsibility to running the operation and you don't need to invest in hardware and systems to perform this activity.



There are many specialist companies out there who offer this service. However, it is surprisingly hard to obtain an estimate or price guide without first contacting them to discuss your needs.



The reason for this is because every event is unique in terms of numbers, duration, time of operation, location, and any event specific restrictions you may have that the company has to plan to work around.



That said, as we at Just Attend are such a company that can help you, let me share our costs with you to give you an idea.







For a 500 person event in the UK over 1 day we would charge roughly $6,500 (£5,100) to run your event check-in solution.



This includes:




Hire of all equipment and service costs



All consumables e.g. ink and badge labels



Full onsite setup, testing, and derig



Fully trained staff to help with the check-in process




You can find out more about our onsite badge printing service here.



2. Pre-Printed Badges



A budget option is to pre-print badges ahead of your event with a print manufacturer. Using this option you're able to supply complex designs and have your badges created to a higher quality standard with heavier material and lamination that gives you ultimate control over design, look, and feel.



All you will need to do is supply your print partner with your design and an export of your attendee data.



Just Attend can offer you this service where we will print and ship your badges to you 24 hours before your event for as little as $1.73 (£1.34) per badge including shipping.



When you receive them, they are pre-sorted by attendee type (attendee, exhibitor, speaker, staff) and alphabetically to make it as easy for you to distribute as possible.



Whilst the production alone of your badges will only cost you $865 for 500 badges, you're not saving $5,600 vs onsite badge printing.



You will need to factor in your own staffing costs to help check-in attendees using the Just Attend mobile app, then find and issue them their badge. 







However, you need to be aware of some of the major disadvantages of this solution. I wrote another article on the pro's and con's of remote badge printing, but for brevity, I have listed the main points below:




You need to ship your attendee list to your printers 2-weeks or more before your event



You may not have badges printed for late registrations after the print submission deadline



You can't make any changes



Print production errors can't be corrected in time, what if your lead gen scan code is wrong?




I used this option in my first event before creating Just Attend and I had to hire agency staff to help with the check-in process. My badges cost me roughly $650 for 300 and I hired 6 agency staff for 14 hours in total each for training and the morning of my event which cost $30 an hour with expenses or around $1,176 total. 



This option cost approx. $1,826 (in 2021) overall, which is about $2,100 in 2024 based on inflation.



Be sure that you fully understand the advantages and disadvantages of this option before committing to it. If you're confident this option is for you, then find out more about our remote badge printing solution.



3. Do It Yourself Onsite Badge Printing



Your 3rd option is to run your own check-in and badge printing solution providing all the hardware and resources to execute it.







If you have your own staff available or have the option of using volunteers to help you, then this is a viable solution for you.



With this option you take on the role that you would've ordinarily outsourced to an external company. But in order to be able to do this you need a system that can help you achieve this.



When you use Just Attend, you get access to our event check-in and badge printing software which you can install on your own computer equipment. 



All you need to do is purchase commodity hardware which is readily available:




Windows 10 or 11 PC, Laptop, or tablet ( 2Ghz dual core CPU, 4GB RAM, Wifi or ethernet enabled)



Infa-red USB 2D QR code scanner



Zebra thermal label printer or if you want full color printer, Epson C3500



Badge labels of your choice compatible with your printer 




If you choose a thermal printer option, you can build your own kiosk for approx $1,000 including basic labels.



When using thermal printers, these tend to be USB connected and most don't have an auto-cut option to slice the badge off the label roll after printing. 



For these reasons I recommend that you buy 1 printer for every kiosk PC to avoid congestion and confusion around the printer at check-in time.



If you use the full color inkjet option, the Epson C3500 printer is the weapon of choice. These are commonly used of onsite badge printing (and the ones we use) because they're fast (5 second print), reliable, and can be shared between kiosks due to their ethernet connectivity and post print auto-cut feature which is invaluable.



Although the printer is more expensive than thermal printers, because they can be shared by 2 or 3 kiosks without causing any queue delays due to their connectivity and output performance, the overall cost is comparable.





4 Kiosk Thermal Option




4 x Laptops ~ $400 each



4 x QR Scanners ~ $70 each



4 x Zebra ZD421 ~ $600 each



4 x 1,000 label rolls ~ $40 each




Estimated Total $4,380





4 Kiosk Color Print Option




4 x Laptops ~ $400 each



4 x QR Scanners ~ $70 each



2 x C3500 Printers ~ $1200 each



2 x fan fold labels (500) ~$90 each




Estimated Total $4,460





Whilst there are no additional costs for using the Just Attend Kiosk software when you use our platform, you do have to provide your own staff. 



If these are volunteers, great. But even if you have to hire agency workers you will start to save money vs outsourcing your badge printing from your 2nd event.



3.5 Do It Yourself But Hire The Equipment From Us



The last option you have is a variation of do it yourself, except instead of buying your own hardware, you can rent the equipment from us.



Currently available in the UK and Europe, we will deliver all the equipment to your event, set it all up, and provide a technician onsite for the duration of your event to assist with any issues. 



You provide the staff to run your check-in and at the end, we will pack it all up and take it away.



This options gives you the ultimate in budget flexibility as hiring our equipment costs over 50% less than our fully managed onsite option. This is because we don't have to pay for resources and expenses for lots of staff members.



Conclusion



Hopefully this article gives you an idea of the costs and options that are available to you for onsite badge printing and it helps you come to a decision on which is best for you.



Overall having used all 3 options myself at my events I would say that based on my own experience, choosing a fully managed onsite badge printing solution is the best value for money. Yes, overall I pay more per event than doing it myself, but the convenience and comfort I get from knowing its a big problem taken care of far outweighs any money saving. 



Whatever option you decide is the one for your event, Just Attend will adapt to fit in with your choice. We would love the opportunity to discuss your requirements, so please book a demo with us below to get started.

### 5 Questions Your Exhibitors Will Ask That You Need Answers For

When you're selling your event to exhibitors you will find that they all ask the same 5 questions to you before deciding to sign up.



You can avoid delays in contract signature by ensuring that you have the answers to those questions included in your exhibitor sales brochure.



1. How Many Attendees Will Be There?



This is the pre-qualifier question. Exhibitors use this statistic to estimate how big your event will be and how popular it could be. They won't sign up to you based purely on this number.



It is important not to be over zealous when stating this number. If it is your first event, then this should be your conservative estimate on the number of people you're confident of bringing to your event.



If you have previous event experience, then use the numbers from your last event and your event growth history to project a more accurate prediction.



The worst thing you can do is over estimate. Remember exhibitors will hear whatever number you tell them and that then becomes the minimum target for them. 



I have seen exhibitors cancel their participation at events because the organizers have over cooked their predictions and numbers are far shorter than the exhibitor was led to believe.



When providing this number, it is important not to conflate different types of people that will be at your event as 'attendees'.



Attendees aren't exhibitor staff or your staff, or your speakers. Attendees are people who are there with the sole purpose of browsing the exhibition floor and attending seminars.



Exhibitors will discount staff and speakers from their numbers.



Using Just Attend you can look over your event performance and previous events to see how many people have attended and what their roles are within your event.







This will help you provide better predictions and information to your exhibitors that won't leave you with egg on your face.



2. What Type Of Attendees Will Be At Your Event?



This is the most important question that perhaps carries the most weight in an exhibitor's decision to sign up or not.



Each exhibitor will have their own idea on what type of person is their ideal customer. They will want to know how many of their ideal customers will be at your event.



This is a tricky statistic for an event organizer to produce because each exhibitor has their own idea of what type of customer they are after. 



However, you should be able to provide high level information about your attendee demographics that will at least enable exhibitors to use that information to determine their ideal customer probability.



You get this information from your attendee registration fields. It is important that you construct this form to collect all the information that will enable you to answer this question confidently.



Exhibitors will want to know:




Job titles / job roles



Company Names



Company Size (either number of employees or turnover)



Job responsibility e.g. engineer, business owner, business decision maker etc.



Business vertical e.g. healthcare, logistics, manufacturing etc.



Business operating model e.g. are they B2C or B2B



Reason for attending e.g. for networking or because they have a project need to fulfil




You should work with your exhibitors to find out what information is important for them and then construct your registration form to capture this information.



Using Just Attend you can create your own registration fields to capture the information you need.







As your registration grows you can choose when to share your attendee demographics to your exhibitors through the exhibitor area so they can see at a moments notice the types of attendees that are attending your event.



You can also access this information at any time in your organizer portal to use in any promotional activity you're running or to answer direct questions.







3. How Many Attendees Will Turn Up?



This is quite the estimate if this is your first event and have no data to base it on. 



Using data available to us on events using our platform for onsite check-in, those that charge an entrance fee attain on average 93% attendance vs registrations received.

















Events that offer free registration average around 60% turnout vs registrations received.



You can use these figures to predict your own actual attendance based on your registration model and as long as you promote your event effectively there should be no reason why your stats will be vastly different.



You can use this information to provide more detailed analysis to your exhibitors if you've used Just Attend before. In our platform we break down your attendance by attendee demographic so you can tell your exhibitors exactly how many business owners checked in on day 1 of your event and day 2 for example.



Exhibitors can use this information to ensure that they staff their stand with the right type of people to engage with the type of audience your event days are attracting.







4. How Many Leads Will I Get?



Whenever I get this question I chuckle a bit to myself because this is such an impossible question for an event organizer to answer.



The number of leads an exhibitor will generate will depend on several factors, most of which are within their own control and destiny, such as:




Their stand setup and graphical messaging



Whether their staff members are on their stand at the right time



Whether their staff members are actually looking engaged and not glued to their laptops



Whether their products are on display and easy to see




Other factors that can affect lead generation that are within your control as an organizer are:




Where the exhibitor is on your floor plan. Footfall and flow is a major contributor to lead generation



Who are exhibiting next to them. Too many similar exhibitors together have a negative effect on leads generated by the same type of exhibitor



Overcrowding, if there is a pinch point or a fellow stand is too busy, attendees will bypass the bottleneck



Software used for lead generation can be too difficult to use that takes too long




So what can you as an organizer do to answer this question?



You can use Just Attend to evidence how many leads are generated by exhibitors at your previous events.







You can also break these leads down to show them how many leads are generated by exhibitors with similar product offerings.







This should give them enough holistic information on their chance of generating leads to answer this question. 



All the exhibitors want to know is "are your attendees engaged enough?".



With Just Attend you can also provide them with a mobile app that includes the ability to scan and generate their own leads.



5. When Will Be The Busiest Time For Leads?



This question is asked because they want to know when they need to ensure that they have the maximum number of staff on stand in order to not miss opportunities.



This should be very easy to predict because you can estimate this based on how your event schedule is laid out.



If you're organizing seminars and exhibitions you'll know that when seminars are running lead generation opportunities on the exhibition floor will be lower than when there aren't any running.



You may have dedicated exhibition floor times or you may run exhibition and seminars side by side all day.



If you do, then exhibitors will be concerned about lead opportunities, so using data to your advantage you can evidence when their opportunities are most likely to occur.



Using Just Attend you can showcase your lead generation activity over time to predict when exhibitors are most likely to be busy.







You can also show them the types of attendees by demographic that they're most likely to talk to.







Conclusion



Using Just Attend as your event management tool allows you to answer these 5 common questions confidently when selling your exhibition space.



As a result, the right exhibitors for your event are 70% more likely to sign up directly from your exhibitor pack information rather than asking you for qualifying meetings. 



Having the right exhibitors at your event boosts your overall event satisfaction for attendees and exhibitors that makes selling your next one a whole lot easier.



If you'd like to find out more about how Just Attend can help you plan your next event, book a demo with us below.

### How To Increase Your Event Registrations With One Simple Change

Convincing attendees to register for your event is perhaps the biggest conundrum you as an event organizer have.



For me, it is the most stressful time because I have promised my exhibitors that we will attain a certain number of attendees, yet looking at my registration trend over time, mild panic sets in because it's not at a level I had hoped for by the time I am looking.



Over the years I have learned that there are several factors that influence when attendees are most likely to register for my events and I'm sure that you will experience similar trends.



1. Other Prior Events



This is one big reason why attendees delay their registration to your event. If they are attending similar events before yours, then your event takes second place to that. 



At this moment they are concentrating on what they need to do to attend that event.



Your turn will have to wait until that event has passed and they're home and ready to look at the future.



2. Justification / Budget Approval



Unless your event is just for business owners, the overwhelming majority of your attendees will be employees of a business.



This means to attend your event they must seek approval from their manager before registering. This is especially true if you charge money for tickets.



Approval isn't just for the purchase price of your ticket. Other factors must be taken into consideration:




Cost of travel and accommodation



Cost of allowing the employee time away from their daily tasks



Can the business operate without the employee for the entire period they're proposing to be away?



What is the benefit to the business by letting the employee attend your event?




90% of all rejections prospective attendees receive are down to the business not being able to operate properly without the employee. Rarely are the rejections primarily about budget.



Getting approval takes time, lots of it. Some of my attendees have had to write essays explaining why they need to attend, what they are going to get from attending, and what they can bring back to the business and share with the wider team.



It could be that your attendees are simply wading through corporate red tape and you just need to wait for them.



3. Travel Restrictions



Even if they have business approval, if they're travelling to your event from other countries there could be travel restrictions they have to negotiate before committing to your event registration.



Your country might have entry restrictions that require your attendee to obtain the correct travel visa. Their country may also have exit restrictions that take a lot of paperwork to be in place, for instance, they need to apply for a passport.



Attendees won't register for your event until they're confident they can actually get to it.



Don't be surprised if attendees reach out to you to provide an invite letter to support their visa application.



This template I've used in my events will help you with these requests.



4. They Don't Know Their Plans



Unless you're organizing an event for Taylor Swift, attendees aren't going to come rushing to register as soon as you open your ticket sales.



Most trade shows / exhibitions are a 'nice to go to if I have time' opportunity for attendees. 



If you charge entry on your tickets, attendees will only register if they are certain they can attend, otherwise they face losing money.



Which paid entry events, registrations move in a hockey stick fashion.







When you announce your event, you'll get a small surge in registrations from your biggest supporters that will quickly slow down and stagnate for a while. 



Then when your event is a month away you'll start to see a steady and more consistent registration increase until a few weeks before your event where they will explode.



Here is my registration hockey stick chart from my last event. I announced tickets on sale in January 2024 with my event being at the end of June.







The fun thing is, that this behaviour happens for every event, not just your first.



If your event is free to attend then attendees don't have to worry about losing money if they find they can't attend closer to the time for any reason. 



As a result they're more likely to register spontaneously for your event when they see your advert. Here is a timeline of registrations for an event that offered free attendance.







How Do I Get More Event Attendees?



There are several factors that will influence when your attendees will choose to register for your event. When they do decide it is time for them to register you must make it easy for them to do so.



Once an attendee has been convinced to register for your event and they click that button on your website to register, you want to convert them as fast as possible.



You don't want to give them a reason to change their mind.



The biggest reason an attendee will change their mind at the point of registering for your event is your registration form and check out process.



As an organizer you need to capture information about your attendees so that you can help your exhibitors understand how to present to them. Check out my other article on 5 ways to help generate leads for your exhibitors.



But to the attendee, the amount of information you're asking them to provide simply to get a ticket to your event can be so overwhelming for them that they choose to walk away. 



This is either because they feel they don't have the time to complete it and may return later, or simply because they feel it's too much information and they're happy to walk away.



Here is an example of a registration form that attendees dislike:







The form does well to inform the attendee that there are 6 parts to their registration and that it should take no more than 3-minutes to register for your event.



But these are also attendee turn offs. 



The form is telling the attendee that registering for the event isn't simple, there's going to be lots of questions they're going to need to complete, and its going to take a long time to do what should be a very quick process.



You will lose many prospective attendees by forcing them to complete a complicated data searching form.



The other reason attendee will change their mind is your check out process. 



A lot of event platforms run a standard e-commerce checkout procedure which involves adding tickets to a basket, viewing and confirming your basket, checking out, providing billing information, then requiring registration information on top, then paying, then getting their ticket.



When I first started before Just Attend I used another platform that required attendees to fill out their registration data before purchase. 



When they clicked on register, payment intent was registered with Stripe to expect a transaction to occur. If they didn't complete that transaction, the payment intent was cancelled.



This gave me pretty good intelligence on the number of times an attendee clicked register but actually never made it to paying.







As you can see from my stripe history above I lost 87 attendees during the registration process for what I put down to the registration form fields.



With this event only capturing 200 attendees, losing 87 is a significant number. That's 30% of my maximum possible attendance lost because of complicated registration forms.



Using this as inspiration, Just Attend approaches registration in a completely different way. It captures attendee commitment upfront before asking them for their registration data.



To capture their commitment, Just Attend only asks attendees for 3 pieces of information:




Their name



Their email address



Their card details






Step 1









Step 2









This method ensures that at the critical time when the attendee is committed to registering for your event that there is no friction or opportunity for them to back out of that decision.



Once they commit and pay for their ticket, this is when Just Attend asks them for their registration data.



You can ask them all the same questions at this point. But the difference is, that they must now complete it and cannot change their mind.







Just Attend holds their ticket back until they complete their registration form so they can't skip this step. 



If they do just close out the screen without completing all mandatory fields, when they log back into the platform they will be forced to complete these fields before they can use any other part of the site.



Using this method, I have increased conversions of attendees by 99.9%.







The above screenshot shows the number of pending or cancelled payment intents received in 2024 for my event.



So if you want to make one simple change to boost your attendee registration then book a demo with us to begin your journey to event success.

### 5 Ways To Help Exhibitors Generate Leads At Your Event

You're organizing a trade show or exhibition and its probably been paid for by you selling exhibition stands to vendors within your event area. In return for this spend, exhibitors will want something back from you. Leads.



The first question is "What is a lead?"



What A Lead Is To An Exhibitor



Put simply, a lead is a person that has shown interest in with a need for an exhibitor's products and services. 



Don't confuse this with people who are just intrigued in what an exhibitor does. 



Without a purpose or reason for being interested, an attendee is not a lead of sufficient quality to the exhibitor.



The best type of lead for an exhibitor is a person who has an immediate need for the product or service the exhibitor offers.



That said, exhibitors won't discount interested people without a reason to buy. They will just classify them differently.



Exhibitor Lead Classifications



Exhibitors will usually classify leads into 3 main categories (ordered furthest from conversion to ready to purchase):



1. Cold Leads



A cold lead is someone who has shown no interest in an exhibitor's product up to now but fits your exhibitor's ideal customer profile. In your event these would be general attendees who haven't stopped by the exhibitors stand.



2. Warm Leads



These people already know the exhibitor by name and make have some knowledge of what they do and offer. This could be through previous interaction, reading online material etc. They have stopped at your exhibitors stand for a discussion but have no immediate need for their products or solutions.



3. Hot Leads



A hot lead is someone who has shown increased interest in what your exhibitor offers. They may have spent a lot of time on their stand, had a demo, and returned several times during the event for more information.



Cold Leads Are Exhibitor Last Resort



Being honest, exhibitors don't want cold leads. When you sign up an exhibitor to your event they will want to know key metrics like:




Where the attendees work



What their job roles are



What their purpose for coming to your event is



How large their organization is



What technology areas they're interested in




and lots more depending on your event demographic.



They will usually ask if they will receive the event list. Don't confuse this with the exhibitor's real objective from exhibiting.



Exhibitors want a back stop that if all else fails and they don't attract any leads in your event they will at least get the attendee details.



However, they know that even though they may get this, they will have gone to great expense to obtain it and then taking on all the hard work and risk of trying to find the golden nuggets in a pile of pay dirt.



Exhibitors want to know how your event will guarantee them warm and hot leads. 



Here are 5 ways how you can do that.



1. Be Upfront And Open With Your Registration Data



I have been an exhibitor at other events too and I can tell you it is incredibly frustrating when the conference organizers don't share their registration data with us prior to the event.



Remember, exhibitors and conference organizing is a partnership. You're there to serve each other. You shouldn't be coy about withholding information from them. 



When a conference organizer refuses to share their registration data with paying exhibitors it tells the exhibitor that you may be hiding something. The most probable thing will be that perhaps the number of registrations is below what you're proud of and worried this will encourage exhibitors to cancel.



As a conference organizer, I sympathize with you on this conundrum. Most events only peak registrations 2 weeks out from their event and before then, registrations can be quite stagnant.



But your don't have to share with them your actual numbers or even attendee contact information you may have promised them in contract at this stage.



The main reason exhibitors want to know who is attending is so they can plan their participation. Knowing the audience demographic allows them to:




Tailor their stand graphics and messaging to the right type of attendee. For example if your event is attracting more senior executives than technical engineers, they stand a better chance of generating leads if their stand messaging focuses on business benefits rather than technical 'can do'.



Organize the right type of staff to send to the event to represent them. Again there is no benefit to them if they send sales executives to a technical event or vice versa. 



If they're speaking at your event, they can tailor their talk to appeal to the right attendee types.



Plan their pre-event marketing activities to better resonate with your attendees.




When you use Just Attend for your event platform, you have all this demographic data readily available to answer any exhibitor query without having to hand over too much data or intelligence.



In fact, an exhibitor can login to their exhibitor area and view this data themselves and you as a conference organizer can control when they can see this. 



This allows you to remain in control of your event and spend less time answering the same questions over and over again.







2. Encourage Exhibitors To Engage Early



It can be quite a challenge to get engagement from your exhibitors before your event. There are some which are busy with other events that don't have time, others that believe they've paid you for a service and attendee lead generation potential is your problem, and others who are really eager to participate early to get the most out of their investment in your event.



Our statistics show that exhibitors who begin to actively promote their participation and what they will be showing at your event 1 month before your show generate on average 64% more leads than those that simply just show up.



Here are some tips to spark their participation in your promotion activities:




Create digital social and email promotional templates they can use easily with their branding to promote their participation.



Create email and web banners they can add to their email signatures, websites, and email marketing templates.



Ask your exhibitors to submit news worthy stories to you about what they are offering attendees at your event that you can use in your own marketing activities.



Record video interviews with exhibitors to increase awareness throughout yours and also their customer networks.



Encourage them to update or create an event landing page for their participation on your website or conference platform that you can steer attendees to.



Offer discounts or other incentives that help them promote and encourage registrations.



Make available advertising space on your website or event platform that can highlight promotions or incentives exhibitors are bringing to your event e.g. giveaways and competitions.




In Just Attend you're able to create a landing page for each of your exhibitors, then delegate admin control to their nominated marketing team who are able to add assets like images, videos, and PDFs / Presentations as well as describe who they are and what they do.







This page is visible on the web platform and the mobile app to all attendees. Some assets are protected by ticket so that they're only available to registered attendees.



You can go further by encouraging your exhibitors to integrate with Calendly so that attendees can book meetings with their team in advance of your event which helps them build a pipeline of guaranteed leads.







You can also offer discount coupons to each exhibitor which they can use to help promote their attendance and encourage registrations.







3. Generate Pre-Conference Interest



Now you've grabbed your exhibitors engagement it is time to put that into positive action. The next stage is to tell your attendees and potential attendees who is participating, what they're showing, and what the attendee could be missing out on.



It's your job to educate your attendees about who your exhibitors are and why they should have a conversation with them.



Use the material and engagement obtained from your exhibitors by:




Posting regularly on social media highlighting each exhibitor's participation



Additional posts sharing educational material of each exhibitor, what they do and why people should take notice



Any education material they share, share this through your mailing lists and newsletters with highlight sections



Promote any giveaways or incentives your exhibitors are going to be offering



If your exhibitors are making a world-first announcement, be sure to promote this 



Engage on social media with their social accounts, react and comment on their posts



Use any in-venue digital signage to promote exhibitors adverts and logos



Highlight any seminars that an exhibitor may be delivering at your event



Make it easy for attendees to pre-book meetings with exhibitor staff on your event platform.




When you add exhibitors to Just Attend, the staff they register to attend have the opportunity to add their own personal meeting booking link to their profile. When an attendee logs in, they are able to click on that link and book a meeting with that staff member ahead of your event.







You can also highlight seminars on your agenda as being sponsored by a particular exhibitor.







Our system goes further allowing you to increase brand awareness on digital agenda screens. By default, every exhibitors logo will scroll through a carousel on your room or event agenda board. But you can also enable a dedicated exhibitor for each room so you can promote a sponsored exhibitor.



4. Lead Match Potential Customers With Exhibitors



Work with each of your exhibitors to understand what they do, what they offer to the market, and who their ideal customer is.



Once you know this you can interrogate your registration data to find potential attendees who could be interested in what they have to offer.



In order to do this successfully, you need to ensure that your registration sign up form contains the right data and you're asking the right questions to your attendees.



If you don't configure your registration form to ask the right questions, then it will be very hard to segment your attendees and provide a matching service.



Once you have done a first pass and loosely matched attendee's reasons for attending, who they are, and what types of business areas they work in, you can start to target them to gather interest and qualify their needs and plans for the future.



You can do this in a number of ways:




Send out surveys to your attendees that focus in on different topics



Invite them to virtual events that offer an insight into the industry and use these to take snap polls



Reach out to them to find out more about what they are looking for when attending your event




Once you're able to segment attendees into niche cohorts you can then target them with more interesting and relevant materials. For example, send them a tailored newsletter detailing exhibitors that offer products and services in their interest area, rather than generic advertisement.



You could go a step further and ask your exhibitors to pay for a dedicated meeting room or workshop. Then reach out and promote these workshops to interested attendees to encourage them to engage.



With Just Attend you can add multiple tickets to your event so you're able to sell tickets to workshops and micro-events within your conference and share these with the appropriate sponsor.



5. Use A Good Lead Scanning Tool



Now you've done all you can up to your event, but now it is time for the exhibitor themselves to pick up the mantle of capturing leads.



There will be lots of opportunity within your event for them to spark up a discussion. This doesn't always happen on their stand. I've had million dollar relationship begin in the venue car park just sparked by chance.



Exhibitors will need to be able to capture interest fast. Deals won't be finalised at your event. Your event is just the start of that journey, so they'll need a way to connect and follow-up after your event is over.



This is usually done using a badge scanning tool or capture form. 



Exhibitors expect this tool to be supplied and included with their package. However, I have seen this capability charged for by other organizers.



So what features of the lead scanning tool do exhibitors expect?




The ability to scan a badge quickly and obtain critical contact information like name, email, phone.



The ability to take notes to remind them of the purpose of scanning the badge.



The ability to export leads on demand so they can begin follow up activities immediately.




Just Attend has an extensive lead generation capability that not only allows exhibitors to scan QR codes on attendee badges, pre-populate their contact card with the important data, add notes, and export leads to email, it gives the exhibitor the ability to qualify their leads further.



Exhibitors can add custom questions to their lead capture scan so their staff can qualify the leads into different categories as decided by their marketing goals.







These can be ordered by importance and be marked as mandatory or optional data points.



Exhibitors can also make live changes to these questions as they adapt to your event in realtime. Questions can be edited, added, or removed without losing any previous data entries. 



Exhibitor managers can download all leads generated directly from the event portal.



As an organizer, you can also see in real time how many leads are being generated at your event, which exhibitors are generating the most leads, who is their best scanner, and which attendees are the most engaged.











If you're ready to use Just Attend for your next event, why not book a demo below?

### Offsite vs Onsite Badge Printing For Events, The Pro's & Con's

You're planning your next event and now thinking about event check-in and registration. How are you going to check-in hundreds or even thousands of attendees quickly and efficiently?



You're now thinking about name badges and how you're going to allocate one to everyone. What are your options?




Do nothing - this can be in some cases be the right decision



Handwritten on collection



Pre-printed before the event



Posted to attendee before the event



Onsite badge printing and check-in




Let's explore the each option and their pro's and con's. After reading this article, you'll have a better understanding on which option or combination of options are for your event.



1. Do Nothing



You might think this option is crazy, but in some event types this makes perfect sense. If you don't need a way of identifying individual attendees personally, then why bother with the expense of doing so?



For example, if your event is a closed door event, private, and away from public areas and you don't need a way to generate exhibitor leads, then you can validate people's tickets for entry at your registration and simply wave them through.





Pro's




Free to implement



Less staff required



Less technical issues 



Quicker check-in experience



Save money not buying lanyards



Environmentally friendly






Con's




Harder for people to network



Difficult to manage multiple entry / exits



Harder to spot gate crashers



May invalidate your event insurances



No lead generation for exhibitors



Impossible to control special access areas






With this option the con's far outweigh the pro's of doing nothing. You want your event to be safe, secure, and compliant so that if the worst should happen, everyone is protected, including you. 



Our experiences with event venues, exhibitors, and even attendees all say an identity badge for everyone is important.




Venue require identity badges for health and safety and security reasons



Exhibitors want identity badges so they can spot potential leads and makes introductions easier



Attendees want identity badges because it makes networking a lot easier




So what can you do here if your budget doesn't allow for badge printing? At the very minimum get yourself some pre-printed event badges. They don't need to be personalized for each attendee, just a generic badge they can wear that shows they are part of your event.



Here are some options:




Card / laminated printed badges



Paper tyvek wristbands



Button badges with pin or clip



Stickers




2. Handmade Badges



If you want to provide a basic badge with some identification on a budget you could decide to hand make these onsite when attendees check-in. 



All you need is a roll of labels and a sharpie.





Pro's




Attendees are more visible to everyone



Budget friendly



Relatively quick to produce instantly



Meets the minimum expectations of everyone






Con's




Handwriting can be hard to read



Badges may get smudged



Attendee attire may make locating the badge difficult



Unprofessional look / may hurt branding



Not very durable



Lead generation is difficult






You can boost the appearance of your handmade badges by buying pre-printed laminated badge backing cards. These can be branded in your event colors and logo with an area reserved for placing your hand written label.



You could even remove the need for a label and use a permanent marker to write the attendee's name straight onto the laminated badge.



The advantage of this is that you can pre-attach lanyards to the laminated badge ahead of your event check-in making it quicker to dissipate queues.



The downside of this method is that you need to order more of these template badges ahead of time so you don't run out. Laminated paper and plastic is harder or even impossible to recycle, so this option is not very eco-friendly to produce or dispose of.



3. Pre-Printed Badges



This option is probably most event organizer's starting point for badging. You have the attendee list and your local printer can produce identity badges to your specification very cheaply. Why not just get all your attendee badges pre-printed and bring them to your event?





Pro's




Professional branded look



Easily identifiable



Can include QR codes for lead gen



Durable



Can be worn by anyone



Can be pre-mated with lanyards



Cheap to produce






Con's




Hard to hand out on check-in



Missing badges for attendees



Spelling mistakes can't be corrected



Lots of waste due to non-attends



Longer check-in time



Hard to recycle






Whilst pre-printing your badges with a local print designer gives you the ultimate in badge design and feel control, the disadvantages of using this method far outweigh the postives.



I used this method at my first event before I created Just Attend. It was carnage and I vowed never to use this method again.



Initially I thought it was a great idea until the day I received the badges from the print manufacturers. They weren't in any form of order so I had to spend hours sorting the badges into different types like attendee, speaker, exhibitor and then into alphabetical order.



After sorting I thought that the hard bit was complete and all I had to do is line up the badges in alphabetical order on the check-in desks and they would be easy to find.



Wrong. Lining up 26 rows of badges takes about 24 feet of tables when you factor in spacing for attendees. Then you need 5 or 6 staff members to check-in and find badges for each attendee.



Attendees don't arrive in alphabetical order. Attendees with complicated names are even harder to find, especially when accents are involved.



This caused a lot of panic with the check-in staff and they found themselves tripping over each other trying to sort through different piles of badges. 



They were so busy and rushed due to the volume of check-ins because of the delays in finding badges that piles got mixed up or put out of order which compounded the issues.



Furthermore, to have the badges pre-printed meant I had to submit my order 2 weeks before my event even though I was still selling ticket to it right until the day before the event. This meant I had a good portion of attendees arrive with no badge created, so I had to hand made those badge out of blanks and from ones that hadn't turned up.



At the end of the event I had about 75-100 badges for people who I was expecting who didn't turn up for the event. Somehow I had to find a way of disposing of these responsibly which is harder than you think.



4. Posted to Attendees Ahead Of Event



This is a great option for reducing your check-in queues at your event and offering your attendees a better experience as well as marketing opportunities for you.



When attendees register for your event you could ask for their home address as part of your registration form. Then a week or two before your event post out pre-printed badges directly to their home.



When they arrive at your event, all you need to do is scan their badge and validate their entry.





Pro's




Smaller queues at check-in



Faster entry experience



Mitigates technology issues



Offers additional marketing opportunity



Less resources needed for badge printing






Con's




Attendees will forget to bring them



They may get damaged in transit



Additional cost of production & shipping



May not arrive in time 






Posting out attendee badges ahead of your event allows the attendee to be more prepared for the event and gives them an opportunity to beat the registration queues.



It also offers you the opportunity to increase your marketing and sponsorship options by including a welcome pack and special incentives to attendees when they receive their badge.



When the attendee arrives at your event, they just need to pick up a lanyard, attach it to their badge and then walk into your event. All you need to do is deploy a check-in scanner to scan the badge to validate their entry.



However, you do need a supporting solution onsite because not all attendees will remember to bring them or have received them in the post.



Sending an attendee their badge ahead of the event will incur additional costs, but the cost can often be offset by reducing the amount of resources you need onsite for badge printing and check-in. 



If you're organizing a free event, you could even think about charging your attendee's a fee for this service.



5. Onsite Badge Printing



Your last option is onsite badge printing where you provide the ability for attendees to arrive, check-in and have their badge printed on demand. 



This is the most common method for badge printing in the industry because it is the most flexible, consistent, and easiest option you have. But it does come with some disadvantages.





Pro's




Seamless for attendee and organizer



Queue efficient



Fix display data issues and reprint



Eco friendly



No missing badges



Sell tickets during your event



Less manual work for organizer






Con's




Expensive verses other methods



Badge production limited



Technical outage risk






Being able to offer onsite badge printing to your attendees is a no-brainer. It offers the ultimate flexible experience to both attendees and you as an organizer. 



Attendees don't have to remember their ticket before they leave their home, they can arrive, scan their ticket, and out pops their badge.



You as an organizer don't have to worry about sorting through pre-printed badges or come up with complicated check-in processes for your staff to follow or deal with missing badges and excess waste. 



But this does come at a cost. On average a one day check-in for 1,000 attendees costs between $8,500 and $12,000 for a dedicated onsite badge printing company to run your event check-in. This includes all badges, lanyards, equipment, and staffing. 



To pre-print badges and hand them out at your event with lanyards for the same number of attendees would cost you around $2,500 plus your own staffing costs.



However, the reality is that unless you can staff your check-in with volunteers, then you really aren't saving much using the pre-printed method vs onsite badge printing. Plus the convenience of onsite badge printing is value you can't really miss out on.



Aside from the cost of hire, the disadvantage onsite badge printing has to you as an organizer is that you might not have the perfect badge look and feel. If you want that laminated, high-gloss, heavyweight feel to a badge, then these can only be produced in printing factory, not onsite and on demand. 



Depending on the provider you choose you can have high quality designs printed either in full color or as a custom blank that is used in a thermal printer. But the most quality you're going to be able to get onsite is around 400gsm in paper weight.



Most organizers are fine with this, which leaves the last disadvantage to consider and that is the technical risk associated with any live or on demand service. What happens if the internet connection breaks, or there is a power cut? 



If you're using an external provider with a separate system to your attendee ticket sales platform, do they have any integration challenges that would hinder onsite registration of new attendees, or reprints of badges because an attendee's name is spelt wrong?



These considerations you should work through with your provider in advance of your event.



How Just Attend Can Help You



We can help you in many ways and have multiple badging solutions to choose from. We're confident we have a solution that meets your budget and event needs.



1. Pre-Printing Badges 



If you really want to use the pre-print method, then we are able to print all your badges ahead of your event and ship them directly to you either at your home / place of work, or the venue ahead of time. 



If your event is in the UK we can deliver your badges 48 hours before your event by 24 courier ensuring you have your badges the day before your event. 



We also have an express service that will hand deliver your badges the morning (before 8am) of your event all badges of attendees who registered up to 5pm (UK time) the day before your event. This allows you to continue to sell tickets right up to the final moments before your event.



With all badge types you will have a small number of blank badges so you can account for any late registrants.



For European events we can ship the badges to you, but the cut off date is 5 days before your event. This is because of customs and export delays. The last thing we want is your badges turning up the day after your event!



For rest of the world the cut off is 2 weeks before your event.



2. Print and Post Fulfilment



As long as you add into your registration form fields to capture attendee's postal address, we are able to print and post your attendees their badge ahead of your event. This service is available worldwide and is provided as a fixed cost for UK and international destinations.



For more information, please find it here.



Highlights of this service include:




Choose your own embargo - tell us when we can start shipping badges



Include welcome letter or other marketing materials



Branded paper and envelopes




3. DIY Onsite Badge Printing



Using Just Attend you have the ability to run your own onsite badge printing solution. Using our Windows based kiosk software, you can turn any PC or laptop into a check-in kiosk. This is included with every plan, even if you use the free plan.



Printer options include full color prints that allow you to create your badges from standard badge blanks and print your badge design and attendee data completely on-demand. Or you can use a thermal printer with branded labels or blank labels to print attendee data.



All you need is a PC, QR code scanner, and printer and away you go. Just don't forget to hire staff or volunteers!



4. DIY Onsite Badge Printing With Rented Equipment



If you don't want to buy the hardware and your event is in the UK or Europe, then you can hire our equipment for your event. 



When hired, we arrive onsite to setup each kiosk, provide all the badges, and train your staff.



You then run your check-in yourself with your staff and we arrive at the end of your event to pack it all up.



5. Full Managed Onsite Badge Printing



Finally, if you want complete piece of mind and a major headache off your shoulders, you can hire us to run your event check-in and onsite badge printing.



We arrive at your event with all the equipment and staff to run it as a complete managed service.



Benefits of Just Attend Badge Printing




Full color badge printing onsite with different style based on attendee type making them easier to identify.



Different sized badge options. We are able to offer high quality laminated badge blanks and print on top of them.



Custom badge designs that meet your branding requirements.



Our kiosk software will continue to operate even without internet connectivity



Check in stats and real time wallboards available within your management portal



With our managed onsite badge printing you also benefit from:

5G internet backup incase the venue internet fails



UPS power backup that will mitigate venue power cuts for 15 minutes so we can continue to check-in attendees



Dedicated troubleshooting and support desk for registration issues and app questions






If you'd like to find out more about how we can help you with your next event, book a demo below.

### 5 Event Check-in Best Practices - Learn From Our Experiences

Over the last 3 years we've registered, checked-in, and printed badges for thousands of attendees, so we've experienced every possible problem from no internet, lost tickets, random people turning up, and everything in between.



In this guide I am going to share with you 5 best practices you can apply to your next event.



1. Plan Your Check-In Area Layout



This is one of the most important best practices you can apply to your event. Get your check-in area and layout wrong and you can cause long queues and lots of confusion that really sets your event off on the wrong footing.



It is absolutely critical that you work with your venue to understand their layout and how foot fall naturally moves throughout their building. If the venue has multiple entrances, then you will need to know which entrances will be used for your event, and if multiple, which will be the most dominant.



For example, at the London ExCel, most of the foot fall will come from the Custom House entrance simply because that entrance is next to the train station.



Now that you've established your entrances and anticipated foot fall direction, you need to work with the venue to find the most optimal spot for your check-in area. This may be limited in choice by the venue, but you'll want to take into consideration the following tips:




You need a space large enough to accommodate your busiest 15-minutes. If you're expecting 10,000 attendees, you'll need a space where approximately 100 people can queue at any one time.



Your space must be sufficient for the number of check-in stations you need. For every 1,000 attendees you'll need 3 stations and 2 printers to keep queues at a minimum.



You'll need to ensure that the space the venue suggests you have access to adequate power and internet connectivity to power & connect your check-in kiosks and printers.



You'll need to ask the venue to provide or provide yourself crowd control barriers so you can divide your attendees into separate queues for your kiosks. This will reduce the overall queue time and make your check-in more efficient.



Be prepared for cloaking. If the venue has a dedicated cloaking area, try and check-in close to that to make it easy for attendees to drop off their travel bags and coats. If there are no cloaking facilities, you'll need to be prepared to accommodate suitcases and other bags yourself.



Trash cans / bins. Make sure that each kiosk has easy access to dispose of badge waste material and that the venue are briefed to empty these bins regularly. Your check-in is the first thing your attendee sees. A messy check-in gives a poor first impression of your event.



Make sure the path to registration area is clear and visible to attendees. When they walk into the venue, check-in should be easy to find, if not the first thing they see. If your check-in is set away from the entrance use signs, either digital, roller banners, or better still floor vinyl stickers that guide them to where they need to be.



Walk the attendee walk with your team. This will help you understand where to place signs or people to help guide attendees in. A good tip is to ask one of your team to walk to registration from the main entrance without any guidance or knowledge. See where they end up and use it as intelligence to improve your flow.



Talk to the venue event manager to find out their thoughts on where and how to run your check-in. Remember they will know what works and doesn't in their venue and have lots more experience they can pull from based on other events they've hosted there.



Setup your check-in area so that attendees don't have to cross over each other to complete their check-in. For every one line into your event check-in, you need one line out the other end. If you have kiosks sharing printers, make sure that it is never more than 2 kiosks to 1 printer and ensure the printer is between the kiosks, and not at the end of a table.




2. Make Sure You Have Enough Staff At The Right Time



It doesn't take experience to know that the opening time of your event is going to be the busiest. It is often difficult to know exactly when a rush will occur. With most events they open fairly slow and then build steadily up to peak 20 to 30 minutes before your main kick off seminar or event. 



What you have to remember is that attendees will have spent hours travelling to your event, fought through traffic delays, arrived at an unfamiliar place, and are already having to take business calls. They won't be concentrating on where they need to go or what they need when they get to your check-in area.



When staffing your check-in you need to plan for crowd assistants as well as kiosk concierges. The crowd assistant is the most important job role at an event check-in. They're responsible to ensuring people move into different queues evenly, and get the attendee ready for when its their turn to approach a check-in desk.



How many do you need? The answer is really you can't have too many for your first hour or two. In events we have run, we've supplied 7 to 10 staff members to events of 600-1,000 attendees.



If you don't have this many staff available then you should consider hiring temporary agency staff who will help you. Agency staff won't be trained and they might not have worked at the venue before so you should hire them for a few hours the day before your event to train and brief them.



When hiring temporary staff it can be quite expensive. The average cost is $30 per hour per day to an agency. When you're hiring 10 staff members for 10 hours, you could be spending $3,000 a day.



This means you need to take the time to understand your registration flow as once the rush has passed you have the opportunity to reduce your staffing needs as your demand reduces.



Typically if your event starts at 9am with doors open at 8am and you're expecting 1,000 attendees, you'll need to hire around 8 staff members from 7am to 10am, then reduce to 4 from 10am to 12pm, then 2 from 12pm until your registration closes.



Whatever happens you must ensure that your registration area is resourced at all times for security purposes.



Now you have your staff arranged, split them into their responsible roles. For example:




Kiosk Concierge - responsible for making sure the attendee can use the kiosk properly and assist them preparing their printed badge and lanyard.



Queue Assistant - responsible for instructing attendees at the front of the lines to have their ticket ready and available on their device or person ready to scan.



Queue Manager - responsible for making sure attendees flow evenly into your check-in queues to keep them moving efficiently and reducing wait times as low as possible.



Greeter - responsible for welcoming attendees to the event and guiding them along their journey to registration.




Training your staff ahead of time is also very important. Don't leave it until an hour before you open to show them what to do. Spend the time going over each process they need to own and perform and simulate it with them so they get a feel for what to expect. 



Brief them on the venue layout, where to find things, the agenda and what's going on. They are the first people your attendee's see and if they have any questions, it will be your registration staff that will be asked. You don't want the response being "I don't know sorry".



3. Set Up A Dedicated Support Desk For Issues



Attendees will do the minimum amount possible to prepare for your event. This is includes registering for your event. The most common issues you will face at check-in time are:




People who have forgotten their ticket



People who have changed jobs since registering and can't access their registered email account



People who have changed job roles and their badge information is inaccurate



People who haven't actually registered for the event, they've just turned up



People who've turned up but on the wrong day



People who've turned up pretending to be someone else



People who can't remember what email address they registered with



People who've turned up to completely the wrong event!




These sorts of issues will slow down your check-in line if you haven't planned for them. To avoid this, have a dedicated support desk adjacent to the check-in kiosks that your kiosk concierge's can direct these people to. 



It is much better to take them out of the line and continue with other more prepared attendees rather than trying to fix their problem whilst taking up valuable time in front of your kiosks. This keeps the stress levels down for you, them, and the other attendees waiting to check-in.



4. Rehearse Your Check-in Process & Double Check Everything



Rehearse your check-in process on site before your event opens with your staff. Practice check-ins and challenge your staff by role playing what attendees might do and ask.



Once your doors open its game on and there's no going back.



Arrive at your venue at least 2 hours before your event opens to recheck all your equipment. If a janitor has unplugged a device to polish the floor overnight, even if they've plugged the device back in, you should never assume that just because it worked yesterday, that it works this morning.



Chances are everything will be fine, but you'd rather have some time to fix it than find out 2 minutes before your doors open!



Make sure you plan for failure and things that are just outside your control. In the past we've had fire alarms, power cuts, internet problems to name a few. Make sure everyone is briefed on what to do if something unplanned should occur.



5. Send Your Attendees Instructions



Finally remember that your attendee is your weakest link in your check-in plan. Make sure they are well briefed through regular email and social media communication on what they need to do, when they need to do it by, where they need to be and when they need to be there.



The best piece of advice I can give you is to resend tickets to all your attendees 2 hours before your event opens by email. Remember it might have been months since an attendee registered and received their ticket and finding that in a busy email inbox will not be easy.



Sending their ticket 2 hours before your event means regardless they now have their ticket at the top of their inbox. This will make it so much easier for you and them to check in.



For example with our system and check-in, if an attendee has the QR code ticket on their phone, unlocked and ready to scan by the time they reach the kiosk they can be scanned, checked-in, and badge printed in less than 6 seconds. 



If they didn't have this and had to find their ticket or search for their registration by email, this could take 5 minutes.



Summary



Your event check-in is a critical part of your event. Without a well planned and executed check-in process your entire event could be compromised. However, with these 5 best practices you'll be well on your way to ensuring a smooth, fast, and trouble free event check-in experience for everyone.



How We Can Help You With Your Event Check-in



If you feel overwhelmed by the task of event check-in, don't worry, we have solutions that can help you make it as stress free as possible for everyone.



We can run your entire onsite badge printing and check-in for you. We will provide all the hardware, badges, and staff needed to run an efficient check-in process.



We can provide dedicated onsite support services to assist your attendees with any check-in or technology issue.



We have some great features in our platform that will help you plan for the unplanned. For example, should there be a fire alarm, you can quickly adjust your entire agenda by the number of minutes delayed in the event portal and we have an automated task that will resend attendee's their ticket 2 hours before your event opens!



If you'd like to find out more about how we can help you just attend your next event, book a demo below!

### How To Plan Your First Event And Avoid Newbie Mistakes

Congratulations! As you're reading this, you've made your first good decision as a new event organizer. You're here because you want your event to be successful and you don't want to be caught out like I was.



I am here to share my experience with you and give you some good tips and advice that will set you on the right path to event success!



If you're like me, you've probably spent hours already searching for venues and technology you think you need to run your event. In your mind you've got an idea of what you want to create, but are somehow hoping that you can piece it together in time for your big day.



But stop. Before you jump in with both feet, here are 10 tips to get you started in the right direction.



Tip 1: Write down a plan



Before you do anything else, if you haven't already, open Word, PowerPoint, or even get a pen and paper and write down your event plan. 



Forget about venue, attendee numbers, budget, sponsors etc. They all come later. Right now you need to make sure that your event has a purpose and need within your chosen industry.



This event plan doesn't need to be detailed at this moment. It's for you to sanity check what you're about to embark on is worthwhile and will resonate with your target market.



Break it down, ask yourself the following questions. If you don't know the answer straight away, then do some market research to help fill the gaps.




What industry area is your event covering? - This is the first and most important question to answer. Your event needs a clear focus on an industry. The answer isn't "beauty" or "business technology" unless you're planning a huge industry wide event. More than likely you're planning an event that concentrates on smaller facets of that industry such as "Hair and make up" or "collaboration technology".Work out what part of the industry you're going to focus on, write it down, and stick to it.



Who is your ideal attendee? - Conferences and exhibitions are made up of many different people but usually your event will attract people from a prominent demographic. At this stage you want a high level understanding on where these are going to come from. For example; if your event topic is "Hair and make up conference", then are you hoping to appeal to consumers, or professionals?



Why would your idea attendee come to your event? - This is an important question to answer before you go any further. Is there a need for your ideal attendee to come to your event? Are you serving a demand? Putting on an event just because you think it's a good idea doesn't mean that it will work. There needs to be a market and desire for it.Now is a good time to float your idea within the industry. Talk to industry peers about your idea and take onboard their feedback. Search online extensively to see if there are any similar events already established in your country. If there are, then this may make it hard for you to attract exhibitors and attendees.Turn to social media and run a sponsored survey of your ideal attendee demographic to see if there is any interest in your proposed event. Assuming that the results are positive, write down the reasons why attendees will come to your event, what they want to see, what they want to learn, and where they might travel from.



Who are you going to approach for sponsorship? - Events aren't free so they will need to be paid through sponsorship (selling exhibition space or other benefits) to vendors and / or direct ticket sales. Make a list of the vendors in your event industry you want to approach for sponsorship. You will need 25-40% more than you might have space for as they won't all say yes to you. Plan for rejection so that you don't panic later when there's little room for manoeuvre.If you have time at this stage, use social media, LinkedIn is a good place to start to search for possible people within each vendor that you need to approach for sponsorship and try and connect with them neutrally. Alternatively, most vendor websites have contact details for their marketing or press department. If not, sales contacts are a good alternative. 



When are you hoping to run your event? - Bear in mind that your chosen venue when it happens will ultimately govern the exact date of your event. That said, you should have an idea of at least a month in a year when you want your event to take place.Before you settle on a month, be sure to look around for other events that may be happening within the same month and even quarter in your industry. They may not be exactly the same, but exhibitors will exhibit at many events in the year and they only have finite budgets. Sometimes exhibitors won't sponsor your event simply because they are at too many similar events within 3 months of yours.Find a place in the calendar when your event has the most chance of success. Be sure to avoid school holidays unless your event is tailored towards children / family.



Where and how long will your event be? - The answer to this question is really driven from your ideal attendee. If you're hoping to attract business owners, then running your event at the weekend is a bad idea. No executive will give up their weekend for a trade show.Will your event be 1 day or many days? If its multiple days, will your ideal attendee be able to afford overnight accommodation and sustenance? or even afford to take days out of their working calendar for your event?Are there any common travel habits that could sway attendance? For example in the United Kingdom it is common for people to travel towards London, but uncommon for people to travel out of London to an event hosted in another city. Is there a place close to most of your target audience that would suit most needs?



How will your event be structured? - Are you organizing a trade show only, conference, or expo? Will there be seminars and exhibition floors? How many seminars do you think your attendee's would want to see? Will your exhibitors want private rooms to book in quality meetings?



How are you going to attract attendees? - Unless you have a very large network already, how are you going to announce your event to your attendee demographic? What tactics and mediums are you going to employ? How much do you think you will need to spend on attendee acquisition?



What help are you going to need? - Running an event isn't a one person rodeo. You're going to need help and lots of it. Help to organize and help to run on the day. Think about each of the roles from supplier management, exhibitor management, attendee, marketing, technology etc. and what tasks and responsibilities they will need to have at high level. This will help you come to an understanding of how much help you need.Typically for every 100 attendees you're going to need at least 5 members in your team to help on the day with various queries and tasks. 



Plan Your Event Timeline - You can't just turn up on the day and figure it out. Get yourself a calendar and work back from the chosen month your event should take place and mark deadline dates for goals to be achieved.For example; event funded to minimum amount no later than 12 weeks before event day. AV requirements booked and scheduled no later than 6 weeks before event day etc.These should be loose goals that allow a small degree of variance. Never plan to the last possible date.




Now that you have your event plan written down, does it make sense? Have you identified a need and purpose and ready to continue? Great.



Tip 2: Find a venue and suppliers



You might be thinking why isn't this step about budget? It's simple, you can't set a budget until you know costs. So this step is all about finding your suppliers and getting quotes. 



The biggest item on your list is finding a suitable venue to host your event in the configuration you need. 



If you're running an exhibition only with no seminars, then you'll need a venue with a large space that can accommodate all your exhibitors. If you're running an exhibition with seminars, you'll need a venue that has multiple spaces that can be used as seminar rooms and exhibition.



Depending on your configuration, you might find that your only choice are event specific venues such as exhibition centers. 



Find at least 3 possible venues because your preferred one may not have availability. Remember never compromise your event's position on the calendar for a venue. You can make your event fit into other venues but finding space on a busy event calendar can be near impossible.



If choosing event specific venues like exhibition centers, be sure to get a detailed quote. Many have hidden costs that were 'missed' off the original proposal. These can lead into tens of thousands of dollars in unexpected costs. 



Watch out for:




Expo centers charge by the square foot / meter with a minimum area. When building your floor plan be sure to account for social areas, storage areas, transit areas as well as the space you need for stands. It is worth involving health and safety too to ensure your floor plan and proposed meterage fits within the venue's H&S guidelines for your size of event.



Power. Expo centers will charge you for power by the amp. You'll need to have an idea of what items your exhibitors are going to bring and their power consumption. Most exhibitors will require only 2-5 amps per stand. Any more, they can pay extra!



Internet. Connectivity won't be free and expo centers can charges extortionate fees for internet connectivity. I have seen quotes for $600 for a 10mbps connection before!



Be on the lookout for mandatory fixtures and fittings. Expo centers are generally blank canvas venues. This includes the floor and they may mandate as part of their terms and conditions that you will carpet the floor at your own additional expense. Conference carpet costs roughly $10 a square meter. In a 20,000 square meter venue, that can add up very fast!



Security costs. These exhibition venues will probably have other shows running in different halls alongside yours. You may not want their attendees or members of the public entering your event and you will need to pay for venue security staff to police your event entrance.



Be sure to ask about access for setup and deliveries. If venues have restrictions on when contractors can be on site this may affect your event build and setup, meaning you might have to hire the venue for more days than you anticipated.




At other venues as well as event specific ones the following hidden costs are commonplace:




You must use their event catering service and commit to a minimum spend. Even if you're expecting your attendees to pay for their own food, should the minimum turnover not be reached by the end of the event, you will become liable for the shortfall.



AV installation buy out clauses. Most venues have approved AV installers on their books. They have intimate knowledge of the venue layout and have passed all site certifications. You should use them wherever possible. However, if you're adamant you want to use your own AV company, be prepared for a buyout fee. This can be $500 or $15,000 or more depending on the venue's terms and conditions.



Delivery fees. Not that popular but some venues will charge a fee to access their logistics yard for unloading / loading. Be sure to ask!



Later or earlier opening fees. If you require the venue to be open longer than their standard opening hours you will be expected to pay an extended hours charge for the number of additional hours you need.




Be sure to ask lots of questions to the venue events manager and never take anything for granted. "Oh you can use the venue digital signage", sounds great! But watch out for the fee that will be lurking after you agree.



Once you have settled with your venue, ask to be put in touch with their AV supplier. Invite them to an onsite meeting and go through your desired needs.



Most AV firms can supply furniture, posters, signage as well as lights and microphones. They may not be the cheapest on these but remember, you want to create a budget. Ask them for an estimate.



Now think about your exhibition, will the exhibitors bring their own stands? Will you supply modular booths, shell schemes, digital printing, booth furniture like chairs and tables? Find your supplier and get a quote.



Once you have these 3 items covered you can start to formulate a budget. Add a buffer of at least 30% to these quotes to account for any deviances. 



For the rest of your event, think about the following:




Event software, how much do you need to spend to enable your attendees to register?



Onsite check-in - who is going to check people in? How much is that going to cost?



What equipment will you need to buy?



Marketing, how much do you need to spend on advertising and marketing?



Staffing, if you need agency staff, these cost around $30 per hour including expenses per person



Insurances - $1,000+



Admin systems including accountant, invoicing, tax compliance etc



Storage costs for any equipment you'll need to buy



Software subscriptions to marketing platforms, website, socials etc.




When you arrive at this number, add 35% to it because I guarantee that you'll need it. 



Bonus Tip: Never start selling your exhibition packages until you have a budget figure as once you do, you have very little room for miscalculations.



Tip 3: Create your event brand and online assets



Now that you have a date, a venue, and a plan for your event it is time to make some basic brand assets and get your event name out into the marketplace. 



This is an important step before selling your event space to exhibitors because no one is going to buy exhibition packages from a brand or event that doesn't exist online.



You may already have a great name for your event and brand and that's awesome. You'll want to make sure that you do however cover off a few basics:




When naming your event, make sure that nothing else sounds similar or could be confused with your name. 



Avoid 'funky' spelling of your event e.g. Mowhawx Conference rather than Mowhawks Conference. Yes the domain might be free and cheap, and it might look cool, but when you're telling people to 'search Google' for Mowhawx, they're going to type in "Mowhawks" and this will make them land on something entirely different, or worse, a competitor.



Make sure that the name you choose is free from any trademark. Search your trademark directories to make sure you're not impeaching other people's property.



You'll want to buy all the main domain TLDs for your chosen name. You don't want a rival event snapping up a .com or .it or .de or wherever of your name and redirecting to their event! 




Got your name? now you need a logo and brand identity. You may be tempted to do this yourself, or find someone on fiverr.com who can knock up a random logo and pick a random Google font and ship it to you for $30. But do you really want to start your venture on the back of such a thing?



I've used both these before and thought I had a great deal. However, you'll soon find that down the line when you need to send your logo off to the print works, that it isn't created correctly and they can't print it, or it comes out a completely different color than what you're expecting. 



Then you end up spending more dollars fixing it.



I recommend that you select a reputable graphic designer who will spend their time learning about your brand vision and will come up with a brand mood board. Following consultation with you, they will move towards a select few mockups for consideration before finalizing with you the chosen design and brand scheme.



Can't find one? Don't worry, we can help with exactly this type of problem.



Now you have your domains and brand, it is time to start building your event website and snapping up your social media handles.



Your website doesn't need to be overly detailed or in depth at this stage. Start with a well crafted homepage that outlines the following information:




Your event name



When and where your event will take place



Short section on what your event offers to attendees and the industry



How exhibitors can inquire about particpating



When tickets will go on sale and how much they will be



Who you are as an organizing team




Then start building your social presence. Make sure your social accounts are branded and setup properly. Incomplete profiles will not convince attendees and show a lack of due care and attention to detail.



Invest in right sized for the platform social banners for your event pages.



Start posting information about who you are and what your event is about. Building an online presence organically takes time, patience, and consistency. 



You can't rush this. You can encourage it though by getting involved in topics and conversations your ideal attendees are engaged in. This will make them take notice and win you a follow that you can leverage later.



This will also help you get noticed by potential exhibitors who might want to participate in your event. When I started my event, over 50% of my exhibitor interest came from being noticed on social media.



Tip 4: Make your exhibition pack and practice your sales pitch



Now you have a venue and budget written down that is achievable you can start the process of selling your event space to prospective exhibitors.



Before you pick up the virtual phone, lets break down what your exhibition pack should contain.




Introduction section - This is the first section of your pack. This is your opening pitch. Clearly state what your event is, where it is, when it is, and most importantly why a company should consider exhibiting at your event.This is a multi-pronged attack on their fear of missing out. You'll need to tell them the types of people you're bringing to the event, how your event is different to the rest, and what they will get out of exhibiting at your event (attendee list for example).



About You As Organizers - Most of your exhibitors won't know you and your event has no history to build upon. To an exhibitor your first event is a step into the unknown for them too. The only credibility you have as an event is your own personal brand, reputation, and convincing belief in what you're trying to achieve. Exhibitors in your first event will buy into you and not the event.



Lay out your exhibition packages - Now you have a budget and floor plan, you can divide that between different exhibition packages. Typically an event is divided into Headline / Platinum which come with the most benefits such as larger stand etc. Gold, Silver, Bronze etc. with varied degrees of benefits.Each package has an appropriate cost based on the benefits. They way I work mine out is by maximizing the total number of stands I can get into my floor plan. This usually means less top level slots and more entry level stands because for every Gold stand I could put into the exhibtion I can replace that with 2 Silver ones and earn more money out of the same amount of space.This helps keep the costs down for everyone too. The more you can get out of your floor space, the cheaper and more enticing your exhibition packages will become. Remember, your event is funded more by the lowest paying exhibitors versus the highest, simply because there are more of them.Be sure to be very clear on what is and isn't included in your packages. 



Optional Extras - Be sure to list optional extras an exhibitor could take up in addition to their chosen package. This could be additional furniture, power, connectivity, or passes to your event. List their prices and be sure to include any exclusions (e.g. not available to X category).



How to contact you and order - Finally if they have made it this far into your pack, they are interested. Be sure to tell them how they can contact you for more information and how they can order their package.




Tip: At this stage you won't have any imagery to use of previous events. Whatever you do, don't use stock images or images from other events as yours. Pictures set an expectation and these will essentially be a lie to your prospects at this stage. 



Just make sure that your pack is branded and in your color scheme. Include photos of the venue and yourselves for visual proofing only.



Be prepared to answer a lot of questions from exhibitors. Not many will just sign up immediately after reading your pack as this is your first event. You're going to have to work hard to convince them.



You should be able to answer the following questions:




Why you decided to organize this event



What your vision is for the event and how you see it developing in the future



What you hope to achieve from your first event



How you plan to achieve these objectives



Why you believe your event is going to be the event they should be at




Some exhibitors may push you for a discount as they will see this as a way of sharing the risk to a degree. Personally I stay strong and say no to this and concentrate more on convincing them that its an opportunity missed if they don't sign up. 



You may choose to offer a discount, but remember you're budget doesn't discount, so you need to be sure you have baked in negotiation room into your RRPs otherwise you're going to fall short.



Tip 5: Promote your new sponsors immediately



Some events wait until a pre-determined time to announce all their exhibitors at once. As it's your first event, you cannot afford to do this. In any case I strongly believe that this tactic is several opportunities wasted.



As soon as they've signed up, start promoting them, even if they haven't paid yet.



Doing so does 3 things for you immediately:




Gives you something to celebrate socially that will attract attendee attention.



Act as a catalyst for the sponsor's competition who will be following them to discover you and want to get involved because their competition is at your show.



Reduces the temptation or risk of the newly acquired sponsor from withdrawing because once you start promoting them, to rescind from that will leave them with egg on their face.




You'll need an event platform at this stage to capitalize on your attention and start converting interested people into registered attendees.



There is no point or value shouting about your event and who is exhibiting if your event tickets are 'coming soon'. You have one shot to capture your attendee and you've worked hard to this point to grab their attention. So have a way they can register for your event.



Tip 6: Get your event platform 



Rolling nicely into this tip from the previous it is important for you to select your event platform to run the event. 



The choice is very important because as soon as you start registering your first attendees and issuing them their ticket, changing a platform because of a software limitation becomes more and more impossible and could leave you in dire straits as you get close to your event.



When choosing your event platform it is important that you choose the right one for your event configuration.



If your event is small, for example 100 attendees and you're running one seminar room with a single session at a time, then you could quite easily using something like RSVPify to register your attendees and then use your normal WordPress website to publish your agenda.



If your even is large with exhibition with multiple simultaneous seminars, 10's of sponsors, and 100's of attendees, then you probably need something a bit more comprehensive, like Just Attend.



With Just Attend you're able to manage all aspects of your event:




Ticket sales and attendee registration



Seminars



Agenda building



Exhibitor management



Speaker onboarding and management



Event and seminar feedback



Lead generation



Event check-in and badge printing



Attendee mobile app and engagement



Detailed event reporting and analytics




Perhaps take a look at our entire feature list to see if we're the sensible choice for your event.



Selfless plug over, there are other things to consider from charging for attendee tickets to actually paying for the event platform subscription itself.



When I was looking for an event platform, I couldn't find one system that could do everything I needed. I found several systems that could solve individual problems and they all came with 2 common issues:




Integration between them all was lacking or non existent meaning I would have to spend a lot of time exporting and importing data between systems to keep them 'in-sync'.



Individually they weren't that expensive, but combined the overall cost exceeded what I thought was reasonable for the return and effort in making sure issue 1 doesn't work against me.




Then there is the matter of paying for them all. Every event platform I came across wanted full payment for the maximum event size I was planning for upfront before I had event proved interest in my event or actually had sufficient funds raised and available.



The process started by visiting their website and being interested enough to request a demo. A sales person would reach out and a 30 minute demo would be shown to me with a well polished pitch.



This would be followed with a quote and then a demand for payment should I want to access the system, even if I just wanted to validate whether it will do what I want.



The problem with that is you feel pressured in to paying with money you may not have for a solution you're not sure of. 



You know you need something because without it, people can't register for your event. Yet without them registering and potentially paying for their ticket, you have no revenue to pay for the software in the first place.



So what are your options?



There are some platforms available that instead of charging a license fee they will charge you a commission on every ticket you sell instead. These platforms allow you to access their solution free of charge and help you get going, but are almost all dependent on you charging an entrance fee to your attendees.



If your event is free to attend, then you're really back to square one.



That is until you use Just Attend. Our platform is totally free to use without feature limitation for your first 50 registrations per event.



This means you get access to trial our system for free and without sales demands so you can be confident our solution is right for your event.



When you're ready, you can open registration to gather revenue and interest. Once you have registered your 50th attendee, you are then asked for payment. This means that if you never reach 50 registrations our system is totally free for you to use, but also by this time you should have enough ticket or sponsorship revenue to afford to purchase your event plan.



Tip 7: Promote your event hard and involve influencers



At the beginning you're going to need friends and lots of them. If you're well connected in your industry use your influence and friendships to promote your event.



My event data shows that the overwhelming majority of first time attendees hear about my event by word of mouth or from other social accounts that aren't mine.



You'll want to create good engaging content. If you can get on established podcasts or vodcasts within your industry then do so. Even pay to have a sponsored slot if you must. 



Accessing other people's networks in your industry is the number 1 most impactful thing you can do. It might cost you $5,000 to sponsor a podcast, but if that podcast reaches 50,000 potential attendees and from that episode you attract 500 registrations, then your cost of attendee acquisition is $10. 



Could you have acquired those 500 registrations for $10 anywhere else? Most definitely not.



Don't be afraid to post the same content more than once. Remember, just because you've posted it and seen it, doesn't mean that every potential attendee has.



People fall in and out of social at different times of the day and week. Some will see it, many won't, so repost, repost, and repost.



Use the analytics available to you for free on social platforms. Platforms like LinkedIn show you when your audience engages the most. Use that to your advantage.



The goal is to be the first post they see on their timeline when they open their favourite social media app.



Lots of people procrastinate and won't sign up until the very end, so be persistent and consistent and keep your name and brand living in their short term memory as much as possible. Eventually, they will more than likely register.



Don't be disheartend if you post something that gets no likes or shares, or you see no registrations. Event registrations hockey stick. You'll get a short burst of registrations when you announce your event, then a long flat period of sporadic sign-ups right until 2 or 3 weeks before your event when it will rapidly increase. This is normal and also happens to established events. Don't panic, hold your nerve.







You can offer incentives to boost registrations by capitalizing on national events like Mother's Day or Black Friday etc. offering one time deals that are too good to miss out on.



Plan for these.



Remember, social media is about sharing value and contributing to your community. It isn't a place for constant adverts that all say the same thing "register now", just in 100 different ways.



Come up with a content plan to add value to your community, sharing blogs you create to showcase your knowledge of the industry, write about what you're doing as an event, celebrate your milestones etc.



People respond better and are more likely to sign up if they can get something in return.



This also begs the question, should you pay for social adverts?



The short answer is an inevitable yes. But you need to be very careful in how you construct these as you can waste a lot of money very quickly and get absolutely nothing back from it.



Planning your advert campaign is important and should never be done on a whim. We can help you with that.



Tip 8: Communicate with your stakeholders



Just because you've published information on your website, sent out an email with an attachment doesn't mean that your attendees or exhibitors have taken notice or even read them. 



Never assume that they have and always over communicate if you can.



After initial sign up exhibitors won't care about your event until they have finished with their last event prior to yours. When that happens, you'll be firmly in their crosshairs and they will come at you with questions you've already answered months ago through you event articles and brochures.



Publishing content like your exhibitor build and setup guidelines online gives everyone an easy reference point to consume information ad-hoc. Be sure to constantly remind them where that information is and how they can find it.



Attendees will only start paying attention to your event maybe a week before it. So be sure to send them reminders on how they can build their agenda, where they can find travel information, and where they can find their ticket for entry etc.



One feature Just Attend has that I find very useful is the ability to resend all tickets out to attendee's inboxes the night before the event. This means that when they open their email the morning of the event, their ticket is right at the top of their unread emails making it easy to find.



Use your email marketing software to drip feed information and calls to action to different cohorts. You'll want to increase the frequency on the lead up to your event making sure that each communication is targeted and prioritized accordingly.



For VIPs like exhibitors and speakers it is important to obtain proof they have received and actioned tasks you need them to complete. You can do this in Just Attend by assigning them a task list with due dates that will remind them automatically do complete them.



Live pre-event meetings are a great way of communicating with exhibitors and speakers as they provide a forum for questions and answers. However, finding a time slot that works for everyone will be impossible so make sure you record your session and send that out to everyone invited so they have it to reference.



Tip 9: Event dry run



Don't leave it until the day to run your event for the first time. Once those doors open, there is no turning back and no room for error.



At least a month before make sure that you do a dry run of your event. By this I don't mean hire the venue and build your stands or run active sessions. What I mean is make sure that everything you've planned for up to this time is tested working and everyone involved knows what is expected of them and when.




Provide a written plan and order of events to all your suppliers, the venue, AV, stand builders etc.



Organize a face to face meeting with your venue event manager to walk through the event program from start to finish. Make sure they understand what you want from them and ask to see their event sheets.



Sit down with your AV manager and go through each room and checking the equipment to be provided meets what you need in that room. Make sure they have a floor plan that marks out where you need things like power sockets supplied to.



Any tech that you're using such as streaming software, test this at home or in your office to make sure it is working and you're confident with its operation. Take it to the venue (or a sample of it) and test it in the venue with their internet to make sure there are no gotchas like firewalls or streaming restrictions.



Brief your event team and make sure that they know the event plan, where they need to be, when, and what their roles are off by heart and back to front.



Plan for the unplanned. Twice in a row my event has been hit with a fire alarm and full scale evacuation. This can play havoc with your event plan knocking back proceedings that will force you to pivot on your feet. Luckily, Just Attend now has a fire alarm feature that allows you to adjust your entire agenda by the number of minutes lost to the evacuation so you can easily update the times on everyone's mobile app and onsite digital screens.



Play over your event plan over and over again to make sure that you haven't forgotten anything. If you need to make changes, make sure everyone knows what they are. Did you plan for onsite check-in and badge printing? Oops...



Don't be tempted to give in to panic. As you get closer to the event doubt will set in. Stick to the plan and be confident in execution. Once your event is 2 weeks away you shouldn't be changing anything.



Plan to oversell your event. Remember if you want 500 people at your event, then you need to register 850+ if your event is free to attend and around 550 if paid to account for no shows. Most free events experience around 40-50% less people turn up at your door than registered, while paid events experience around 8-10% drop off.




Tip 10: Get to your event early



As the organizer you should be the first to arrive and the last to leave your event. Getting to your event early gives you a valuable head start to see off any potential issues.



On build day, getting to the venue before your contractors gives you the chance to survey the venue and ensure that the venue have properly prepared the site for your arrival and setup. I have had it where areas hadn't been cleared which causes delays that will increase your stress levels and set your entire event back.



Hopefully things are moving to plan and you might be ahead of schedule. Don't get complacent and take your foot off the gas. Use the time to test, test, and test again your systems. Go through your event briefing with staff, get them to simulate what they're going to do and how.



Liaise with the venue health and safety team to ensure stand builds and infrastructure are compliant and head off any issues while contractors or exhibitors are still onsite. Once they leave, if H&S aren't happy with the quality of work they have the power to shut your event down in the worst case.



On the event opening day, even if you're fully prepared, get there at least 2 hours before doors open. You'll be surprised how things that were working when you left aren't when you turn up in the morning.



Usually it is because cleaners have been in the venue and unplugged equipment so they can use the power sockets. Other times its hardware that's overheated, or for whatever reason internet connectivity has stopped working.



All these can add panic to an already highly stressful time for you. So get there early to give you time to address these. The worst case is you have to sit down and catch a bit more sleep before your event starts. 



Well, if you've made it this far, then I must've done a good job and you think this advice is worthwhile. If you think we can help you with your event, why not reach out to us by completing the form below to get you started?



Good luck with your event!

### South Coast Summit



### Comms vNext



### Commsverse



### Just Attend Launches Into The Events Industry

Just Attend, the world's first true all-in-one event management system successfully launched into the public events industry.



The launch marks a major milestone for the company that had the idea back in 2021 to create a single platform that can manage all aspects of conference management, from attendee registration, ticket sales, seminar management, mobile attendee engagement, exhibitor onboarding, lead generation, feedback, and onsite badge printing, all in one system.



Just Attend is founded by conference organizers, for conference organizers. Founder Mark Vale has been organizing events since 2019 and grew frustrated by the lack of integration and features in software systems that were available. So he decided to build one, and Just Attend was born.








"At my first event, I had to use 6 different systems for registration, attendee mobile app, agenda, feedback, exhibitor management, lead generation, and event check-in. 



I spent hours exporting and importing data between these systems every day and trying to communicate to attendees which app and  login credentials to use for each component was extremely tiresome. Never again!"



Mark Vale - Commsverse and founder of Just Attend.




Just Attend gives event organizers the power to run their event from one platform with features like:




Event registration



Tickets with discounts and automated loyalty bonuses



Call for content with seminar evaluation



Automated speaker onboarding and session management



Complete agenda management 



Exhibitor self service registration and lead generation



Mobile app for event navigation, lead scanning, and session attendance check-in



Attendee engagement, session, and event feedback 



Integration with marketing tools like WordPress, Mailchimp, and Stripe



Live agenda wallboards that can be displayed around your event



Detailed reporting and analytics on attendee demographics, ticket sales, and attendance



Onsite badge printing and check-in kiosks that can be operated by yourself or hired directly




All these features and a whole lot more are all available in just a single product. 




"Just Attend set out to eliminate all of the pain for event organizers and attendees experienced with multiple disjointed apps and give them one tool that is simple to use and a place online that everyone so they can access what they need, when they need it so all they have to do is just attend your event." says Mark




Just Attend has an exciting journey ahead as it continues to innovate to bring even more features and benefits to event organizers. We're jumping both feet into the power of A.I that will help organizers make better and more proactive decisions to improve their overall event experience.



To find out more what Just Attend can do for you, watch the below detailed demonstration video.




https://www.youtube.com/watch?v=mxZIql3IK3Q




If you'd like to discuss your event needs further, then we would love to speak with you. You can either contact us via our web form or book your personal demonstration right now below.


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The Perfect Event Management Platform For Corporate Events		
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		Keep your employees up to date with event information and changes through an engaging and immersive event portal and app.		
					
							
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		We've built our event platform with your corporate data privacy at heart. We have a number of deployment options that are compatible with Government and financial data security and privacy controls.		
									
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			Use Our Award Winning Platform For Your Next Event		
		We're proud to be awarded as market leaders in the event technology industry, backed up by excellent customer reviews.		
																										
																										
																										
																										
						Just Attend keeps getting better and better. We use it on a few different conferences now and it is my favorite platform.
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						I’ve used quite a few as an organizer, sponsor, and attendee. Just Attend was a pleasant experience as both a sponsor and attendee.
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						Thank you Mark Vale! I had downloaded the Just Attend App, got all my sessions quickly and easily added to my calendar and all details, including the menus were added. Yes, I noticed these details and THANK YOU 🙏🏻
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						As an attendant and speaker I find it very easy to use and easy to get a good overview- great job Mark Vale and team.
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						From an attendee perspective, it's a fantastic service. Well done!
I really don't know how you find the time to bring so much awesomeness to the world! :)
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		We're not just a corporate event platform. We pride ourselves on providing excellent customer service and support with the personal touch.		

		
		

          
            
                        
            
            
            
          
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      No other corporate event platform offers an immersive experience for your employees under a single portal that powers your entire event.
          
            
                        
            
            
            
          
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      We've worked hard to make our platform as fast as possible and combined with a user interface that is familiar to your employees improves your event engagement & ROI.
		


          
            
                        
            
            
            
          
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      Unlike other corporate event platform providers we provide 1st and 2nd line event support services to your employees, so you don't need to worry about platform related support inquiries.
          
            
                        
            
            
            
          
      Personalized Event Management Support
      We value every one of our customers. This is why when you sign up to Just Attend you'll have your very own Event Success Manager who'll assist you personally whenever you need them.
		
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			Seamless Corporate Event Check-in Experiences		
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		https://youtu.be/k26ekUwyL_g		
			Having An Event Management Platform Partner That Supports You Is Vital For Your Event Success		
		We know that the key to successful and stress free events is to partner with suppliers that really care and are there for you when you need them.When you become a Just Attend customer you won't be left to trawl through knowledge base articles or support your employees on how to use our platform on your own.You'll have direct access to our UK based support and event success team whenever you need them.		
									
							UK Based Support						
					
									
						All of our employees are based in the United Kingdom to give you the best support experience possible					
									
							Frontline Event Support						
					
									
						We handle all your employee's platform support queries directly so you can concentrate on your event					
									
							In-Event Support						
					
									
						3am on a Friday? No problem, we will be here online monitoring and supporting whenever your event is					
									
							Inclusive Training						
					
									
						We will train your staff on how to use our platform with live virtual training tailored to your needs					
									
							Staff Augmentation						
					
									
						Is your team juggling managing your events in between their daily tasks? We can help					
									
							Onsite Event Support						
					
									
						Tech support, event support, or general resources. If you need help at your event, we will be there					
									
							Partner Sourcing						
					
									
						We work with selective partners we trust to deliver solutions for event like AV, staging, rigging, stands etc					
									
							Marketing & Sales						
					
									
						We can help promote your corporate event to reach new audiences and attract exhibitors					
			Your Questions Answered		
		We offer multiple solutions to help you with your corporate event check-in and badging needs.		
                How much is your platform?Our platform is priced on a per registration, per event basis. Details can be found on our pricing page.For corporate customers who want to use our platform for their internal events, we offer annual plans which are all-inclusive based on the anticipated overall usage. These plans can often save corporate event managers over 30% when compared to pay as you go.
                Are there any hidden fees for add-ons?Our corporate event management platform isn’t feature restricted. Whether you use features or not, you have access to them. Therefore it is one price for all based on the overall usage. No hidden add-on charges that you only find out after signing up.Ancillary services such as onsite badge printing, staff augmentation, and marketing services are priced separately based on your personal needs.
                Do I need an event website?No, Just Attend gives you an event website out of the box to showcase your event and invite registrations.However, if you would like a more customized front end website we do have plugins available for WordPress.We can even create these sites for you too.
                Can I restrict the people who can register for my corporate event?Yes, you can set your event to private which means it won’t be shown in our event directory. Only people with your direct event link will be able to access it.You can also limit the email address domains that can be used to register for your event so you can be sure only employees are able to register.
                Where is my corporate event data stored?Our corporate event platform is hosted in the United Kingdom on private servers. It isn’t shared with any other 3rd party. 
                Can I have my own private instance of Just Attend?For highly secure corporate customers we do offer the ability to have private hosted instances of Just Attend. When selected, we will install Just Attend on a dedicated server in an approved datacenter location. This instance will only be used by you and will be on your own domain.There will be a one time setup fee for this service, plus additional monthly service charges on top of any licensing fees due.We will continue to patch and support this instance within our deployment lifecycle.

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## Landing Pages

### Badge Printing Estimator

Badge Printing Estimator



Badge Printing EstimatorStartpress Enter 




	How many attendees will be at your event?
		*
	
	
	Please include all attendees, speakers, exhibitors, and staff members that will need an event badge printed.
	


	How many days is your event over?
		*
	
			
		12345	
	
	
	


	Where is your event located?
		*
	
			
		United States & CanadaUnited KingdomEuropeUnited Arab EmiratesOther	
	
	
	


	What type of service do you require?
		*
	
			
		Rental OnlyAssisted Badge PrintingFully Staffed Badge Printing	
	
	
	


	Name
		*
	
	
	
		Name	

	
					
				
					First Name				

				First Name			
						
				
					Last Name				

				Last Name			
				


	
	


	Email
		*
	
	
	
	


	Phone
		
	
	
	
	


	Name of Event
		
	
	
	
	


	Event Starts
		
	
	
	
	


	Event Ends
		
	
	
	
	


	Are you an agency?
		*
	
			
		YesNo	
	
	
	

Our estimate will be based on the following assumptions:

80% of your attendees will arrive within the first hour and half
You have an hour and half to check everyone in before your keynote or official event start

If these factors are different for you, please discuss them with your event success manager following this quotation.
















	
Submit





	
			
			
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## Knowledge Base

### Badge Printing Kiosk  - Nov 2025 Release

We are pleased to announce the release of our newest badge printing kiosk software that comes packed with new and improved features to help you check-in and print your attendee badges faster and with less data errors.



For existing customers we recommend you update the version installed to the latest one available.



Simplified Kiosk Ready Screen







We have removed the need for attendees without a ticket QR code to press a button to search for their ticket by name or email address. Now attendees can scan their QR code or type directly into the same field without leaving the screen. 



This improves usability and check-in speeds.



Group Ticket Number Support



The kiosk can now support group ticket numbers. This is where your registration system issues a single ticket number to your event for all attendees who registered under the same order. When they arrive, each of them have the same QR code or ticket number.







Now with this version of the kiosk software, each attendee in the group can scan their ticket QR code, select their name, and print their badge. If the group arrives at the same time, the leader can print all badges contained within the group at once which helps to reduce check-in times and keep your queues moving freely.



Attendee Self-Edit Badges



At every event, at least 10–15% of attendees are unhappy with the information printed on their badges. Between registration and arrival, people may change their name, job title, or company, or they may have simply entered their details incorrectly when signing up.



These errors cost you money. You need extra ink and badges to cover reprints. Materials that often end up in the trash. They also cost you time and staff resources. Fixing these mistakes requires a dedicated help desk to process updates and reprints. Hiring staff adds expense, and even volunteers could be spending their time on more valuable tasks. Meanwhile, attendees become frustrated by delays and may worry about missing important sessions.



Our kiosk now supports attendee self-service for editing their own badge. This capability must be enabled by you as the organizer. It is disabled by default.



When enabled it will give the attendee a visual of how their badge will look when printed and the opportunity to change the information on the badge. Any changes they make are written back to the system back-end for full traceability.

















Localization & Terminology



With our software now being used in many countries, customers have asked for better regionalized support for languages and terminology. With this release, you will be able to customize all button and message text the kiosk will display to the attendees including warnings, successes, and errors.







You can change this in the admin settings for the kiosk.



Other Notes



In addition to the major changes in this release the following smaller features have been implemented or retired.




Added the ability for you to specify a number of blank badges to be printed when bulk printing.



Webcam QR code scanning - Due to lack of use of this feature and it's functional use, we have removed the scan QR code by webcam feature. Scanning QR codes are now only supported using USB or Bluetooth 2D Barcode scanners.



To improve the usability for check-in reporting, timeline graphs are now in intervals of 5 minutes instead of 1 minute. This will help give you a clearer picture of your check-in flow.



Fixed an issue with check-in count where an attendee has more than one ticket affecting the totals displayed

### Bulk Printing Badges

The badge printing kiosks can print badges in bulk in admin mode. This is useful if you want to print off your speaker badges for instance in advance.



Before you can bulk print



Before you can bulk print effectively it is important that your attendee data is structured to support how you want to bulk print.



With bulk printing you can only print attendees who have a particular ticket and have a particular attendee role.



There are 6 roles that can be selected:




Attendee



Speaker



Exhibitor



Press



Volunteer



Staff




An attendee must have one of these roles for their badge to be printed.



In addition, an attendee must have at least one ticket assigned to them in the system. Once they have at least one ticket and one role, they can be bulk printed.



To change tickets or roles, you can do this from the edit user option in the event portal. Alternatively, uploading them by CSV with the correct role will also work.



How to bulk print



Launch the kiosk into admin mode and click on Bulk Ticket Printing. The following screen will appear.







The 2 filters are an AND, not an OR.



To print the badges you want, first select the ticket(s), then the role(s) of the attendees who have the ticket(s) you want to print.



If you want to print badges that may have already been printed, check the Inc. Already Checked-In checkbox.



The matching attendees will be grouped into buckets of 10. You will need to print each bucket in turn. The limit is 10 to avoid unnecessary waste if something goes wrong in the bulk printing process. By only printing 10 at a time the worst case is you're going to have 10 wasted badges and not 500. You can then fix the problem and carry on from where you left off.



The purpose of roles



The main purpose of roles is so you can print different badge designs based on the role assigned to the user.



How to structure your attendee imports for bulk printing



This is an important decision before you import your attendees as getting it wrong at the beginning will affect your ability to bulk print badges for certain groups.



Case 1: Same badge design for everyone but you want to bulk print VIP attendees.



In this scenario you don't need to use roles to determine who is a VIP or not. In the event portal create a ticket called "VIP" and a ticket called "Attendee".



When bulk uploading attendees by CSV, create 2 CSVs for import. One containing your VIPs and the other containing normal Attendees.



Upload the VIPs and create a list called "VIPs". Once imported into the VIP list, go to the VIP list and then select Actions > Register For Event. Then from the event select the ticket "VIP".



Now upload the Attendees to a list called "Attendees". Once imported, go to the Attendees list and then register them using the Attendee ticket.



If adding an adhoc attendee in the event portal, select Add Attendee and then choose the VIP ticket or the Attendee ticket depending on the type of Attendee you're adding.



If editing an existing Attendee, simply add the correct ticket to their account and remove the old one and press save.



Now you can bulk print VIPs by going into the bulk print feature and select the "VIP" ticket and the "Attendee" role.



This will print all the VIPs in alphabetical order.



Case 2: Different badge designs based on the role of the attendee



In this scenario you must have different badge designs based on whether a user is an Attendee or Speaker for example. 



You don't need to create separate tickets in this case (unless you need the ticket name printed on the badge), but you do need to assign the appropriate role to the person as you add them



Unlike Case 1, you don't need to create separate lists or CSV files with attendees with the appropriate roles listed together. You can do this in one CSV file.



When uploading, modify your CSV file role column and assign the appropriate role to each user. 



The supported options are:




attendee



speaker



exhibitor



volunteer



press



staff




Then once saved, upload the CSV and register them for the event under one list.



If you need to make manual changes you can do this in the event portal by editing the user and changing their role.



Now you'll be able to bulk print all attendees of a ticket that have the role you have selected for print.

### How To Edit User Details

If you need to update and attendee's user details for them, perhaps their badge information is outdated, or someone else has arrived in replacement of the original attendee, then you can do this in the event portal.



Click on the Attendees menu item. From there search for the person by name or email address







Click on View.



From the user detail screen click on the Edit User tab







Scroll down to make changes to their name, job title, and company name. When complete, press Update User







If you're using our system for badge printing, then the kiosks will take 30-seconds to download the new version of the information. Please wait 30 seconds before reprinting their badge.

### Setting Up Your Kiosk

Your kiosk will arrive pre-configured for your event. Please follow these steps to get setup.



First, inspect the shipping case to make sure there is no visible damage. If there is, please take a picture before you open it.



To open the cases, pull the yellow tabs towards you to snap the security locks. Don't worry, they are one time use. You'll need a pair of scissors to cut any zip ties that may have been added for additional security.







Lift the printer out of the case. Use both hands, its heavy (12kg / 26lbs). 







The printer will have it's ink and waste box installed already. Any spare inks ordered will be in the box with the printer.



In the smaller compartment you will find a tablet or laptop depending on what you have ordered along with a USB Scanner and all USB and power cables.



To connect the power and USB cable to the printer, the connector ports are located under the rear lip of the printer. To access these easier, gently tilt the printer on to it's front.







The power and USB cable only go in one way. The power connector's flat side should face towards you. Push the connector in until it clips in and tilt the printer back upright.



Next you are going to load the labels. These feed in through the back of the printer. 



Lift the rear feed flap up, and open the front door of the printer by lifting the door release button upwards. The door will spring open.







The badge labels have a black band on one side. The printer detects this band so it knows when the badge ends. The black band side faces downward to the floor. The print side faces upwards to the sky.



Feed the paper in through the back and pull it through with your other hand from the front. 







Pull half a badge length out to the front and close the front door of the printer. 







If you need to adjust the rear paper guides, lift the blue level upwards, adjust the guides, then lock them by pressing the lever back down. The guides should be gently resting on the paper edge and not compressing it.







Now connect the other end of the USB cable to the laptop or tablet along with the USB scanner.



Power on the printer by pressing the power button on the front for approximately 3 seconds.



The printer can take between 2 and 7 minutes to initialize and finish its start up routine. This is normal. Don't power it off when its doing this otherwise the whole process will start again. 



The printer will eventually display Ready on the front LCD screen.



Whilst the printer is initializing, power on the laptop or tablet. 



Enter the PIN code to login (this will be given to you by us in your email).



Connect the laptop to the venue WIFI in the normal way.



Once connected, double click on the "Just Attend Kiosk" application icon on the desktop.



Login to the kiosk using your Just Attend username and password







Select the conference you want the kiosk to connect to







Now you need to set a few configurations. From the admin screen, choose set printer







The printer should automatically be selected, but the printer name will be it's asset tag reference number. You can find this on the back of the printer and will look like this "T635000".



Once you have selected the right printer, now you need to set a PIN number. This is used for when you need to reprint someone's badge or exit kiosk mode back to the admin screen.



Set this to anything you want, but it must be memorable. We recommend using the same PIN number for all rented kiosks.



Now the Enter Kiosk Mode button should illuminate Green. This indicates the kiosk is ready to work.







Note: If you want to enable search by name, go into Conference Settings and check the "search by name" box.



Enter kiosk mode to begin badge printing.



We recommend you print one badge first as this will align the badge labels to the proper place. The second badge onwards will print as expected.



Attendees can scan their ticket QR code to check-in and print their badge or they can type in their email address.



Troubleshooting



Half printed designs



If the badges only print half a design, then it is likely that the printer driver settings have changed. To check this do the following:




Press the Windows key to open the start menu



In the Windows search bar, enter "Printer"



Click on the "Printers and Scanners" option



Now click on the printer in the list



Click on Printing Preferences



On the print driver screen you'll see Media Name. If this is not set to "4 x 6 Standard Badge" then the paper size is wrong. Change this setting to 4 x 6 Standard Badge and press OK




If 4 x 6 Standard badge is not a selectable option, enter the following dimensions manually:




Width 96.5mm



Length 268mm



Media Form: Continuous Paper Black Mark




Once these are applied, the badge will print properly.



Smudges or gaps in printing



If you begin to notice gaps or smudges in the badge prints this indicates the print head needs cleaning. The printer can be set to do automatic maintenance, but this can sometimes get in the way of people checking in. To avoid this, we disable this maintenance.



The downside is that you'll need to run this manually when you have a 2 minute gap in your queues. To initiate head cleaning, press and hold the cleaning button on the front of the printer for 3 seconds.



Usually running it once is enough, but depending on how severe it is, you may need to run it a second time.



Try not to over clean the head as the cleaning process uses ink to flush the nozzles to unblock them. The more you use it, the less ink you have to print your badges.



You've made a change to someone's badge, but the old version is still printing



Changes to people's badges done on the back end take 30 seconds to download to the kiosk. If this time has passed and the kiosk is still printing the old version of the badge, check the internet connection hasn't dropped on the kiosk. Sometimes venue WIFI times out and you need to sign back into it.

### Packing Up Your Kiosk

When your event is finished, please follow the below instructions to correctly pack up the kiosk. Failure to do so may lead to damaged equipment or delays in shipping due.



First, please shutdown the laptop or tablet properly by clicking on the Windows Start icon and selecting the Power icon, then Shutdown.



Disconnect the power and usb cables and wrap them up.



Leave the ink cartridges in the printer even if they're empty. This will avoid ink spillages in transport.



Place the printer into the tote with the front face facing inwards like the following picture







Put the tablet back into its case and slide into the small compartment slot against the inner foam wall. 



Place all other cables and the scanner around it. Please make sure all plug sockets are not resting against the laptop or tablet screen to avoid impact cracks.



Please take a picture of how you packed it at this point in case we need your help with damage claims with our courier.



Now place the top foam piece on top of the printer, like the below image







Close the gator lid so they interlock.



Remove all previous shipping labels including document pouches from the previous shipment to your venue.



Apply the return label along with any document pouch contained in your return pack to the lid of the gator tote.







It is important if there is a documents pouch that you attach this to the case. This is required for Customs clearance. Failure to do so will lead to issues with Customs clearance. Please help us by ensuring this is attached.



Now secure the lid of the gator tote with the zip ties and security tabs included in your return pack







Finally now take a picture of the sealed unit as you left it.



Please email both pictures to returns@justattend.com to complete your return.

### Integrating with Eventbrite

Eventbrite is an online platform that allows people and organizations to create, promote, and manage events of all sizes. From small workshops to large festivals. It provides tools for ticketing, registration, and payment processing, as well as features for event promotion and attendee tracking. Users can discover events in their area, purchase tickets securely, and receive digital passes, while organizers benefit from analytics and marketing integrations to optimize attendance and engagement.



However, Eventbrite doesn't have a native onsite badge printing solution and this leaves organizers like you searching for partners that can help you with this.



Look no further, Just Attend integrates directly with Eventbrite so that your attendees can check-in, print their badge, and attend your event seamlessly.



How it works



Eventbrite provides developer tools for all account types—both free and paid—which include access to their API framework. We use this framework to connect with Eventbrite and retrieve your attendee registration data.



We’ve made the setup process simple: just copy and paste your API credentials into our platform, and you’re ready to go.



Once your credentials are verified, the first step is to import your Eventbrite tickets into our platform. This only takes a few seconds. Next, you can perform an initial synchronization to bring in all your existing attendees from Eventbrite.



After the import is complete, you can activate a webhook to automatically receive real-time registration updates. The webhook is created for you and works instantly with no manual syncing required.



Whenever a new registration occurs in Eventbrite, it sends a notification to our webhook. We then fetch the order details, including attendee information, and import them directly into our system. The entire process is seamless, fast, and fully automated.



Eventbrite Badge Printing Settings



By default, Eventbrite does not collect attendee company names or job titles. If you’d like this information to appear on badges, you’ll need to add these as custom questions in Eventbrite for attendees to complete after placing their order.



Once you’ve set up these fields and configured the field mapping between Eventbrite and our system, we’ll automatically receive and import that information.



Eventbrite remains the official ticket issuer, meaning they send the entry ticket and QR code directly to attendees. Our system fully supports Eventbrite’s QR codes—attendees can simply scan their Eventbrite-issued tickets at our kiosks, and we’ll recognize them instantly.



Below is a list of Eventbrite data we can print on badges:




Attendee Name (as a single display name or split into first and last name)



Job Title



Company Name



Ticket Name



QR Code




Additionally, Just Attend allows you to assign roles to attendees for better badge customization and event organization. Supported roles include:




Attendee



Speaker



Exhibitor



Press



Staff




These roles can be printed on badges or used to trigger different badge designs based on the assigned role.



Onsite Eventbrite Registration



Many events offer on-site registration so attendees can sign up in person. You can manage this directly through Eventbrite, keeping all registrations in one place while using your existing payment processing and registration forms. This ensures a smooth experience for both your attendees and your team.



When an attendee registers on-site, Eventbrite typically takes 30 seconds to 2 minutes to notify us that a new order has been completed or attendee details have been updated. Once we receive that notification, the attendee is imported into Just Attend within seconds.



For this reason, we recommend waiting 2 minutes after completing an on-site registration before scanning the attendee’s Eventbrite QR code at our kiosks.



If the attendee still isn’t recognized after 2 minutes, you can perform a manual sync through the event admin portal to import their details immediately.



Changing Attendee Badge Information



There may be times where you need to change the information of the person on the printed badge. The most common reasons for this are either people changing job roles or people attending in replacement of the original registered attendee.



There are two ways to change the information on an attendee's badge.




Ask them to update their registration in Eventbrite upon which we will receive the updated information and in turn update our system within 2-minutes



Update their information directly on our system - 30-seconds




When updating information directly on our system any subsequent manual synchronization of users will revert these updates back to the information stored in Eventbrite. Our system does not write back to Eventbrite.



Set Up Eventbrite Integration



First, login to Eventbrite at https://eventbrite.com 



Then in the top right drop down menu under your login name, select Account Settings. From there click on the Developer Links menu link and API Keys







Now click on Create API Key



Enter your name in the required fields along with the application information:




Application URL: https://events.justattend.com



Redirect URI: blank



Application Name: Just Attend



Application Description: Just Attend Integration








Accept the Eventbrite terms and then click on Create Key



Once created, click on Show API Key







Head over to Just Attend's event admin portal for your event. From there navigate to Integrations > Eventbrite



Paste in the API Key, Client Secret, and Private Token into the relevant fields







Press Save



Once saved, the Eventbrite Organisation field will appear. Please select the organization the event exists within and press Save.



After saving, you will need to choose which event from Eventbrite you want to sync. Choose from the drop down list and press Save.



Before importing, if you want job title or company name printing on the badge, you will need to set the field mapping between your Eventbrite custom fields and our fields







Now these are saved, you must first sync the Eventbrite tickets to Just Attend. Press Sync Ticket Types







Once completed, you can then press Sync Attendees to import your current list of active attendees into Just Attend.



Finally, to setup automatic registration, click the button Create Webhook. 



This will deploy the webhook to Eventbrite so we can receive attendee registrations as soon as they appear in Eventbrite.



Other Information




When a ticket is cancelled in Eventbrite, their ticket will be cancelled in Just Attend automatically and their QR code for that ticket will no longer be valid.



Attendees in that buy multiple tickets in Eventbrite will be imported once for each ticket they choose. This is because Eventbrite issues a new QR code for each ticket they register for. We cannot predict which ticket they are going to show at the entrance to your event, so we need to import them all so we can detect the QR code. This will skew the analytics on our system, but we will provide you with a sanitized result set following your event.

### Gain valuable insights into attendee perceptions of your sessions and overall event with detailed feedback analysis.

Events are all about the attendee leaving with a positive experience. But how do you really know what they felt about the event or a session they attended? Was it on topic? Was it engaging etc.



With the Just Attend portal we have built some powerful tools to help you gather that information, so the next time you plan an event you know what worked (and just as importantly what didn’t !).



Under Reporting you will have access to useful feedback data such as Event Feedback, Session Feedback and Session Attendance.Using the Just Attend Mobile App  which is included in our platform, event administrators can scan attendees into a session at the door. Alternatively, attendees can check themselves into the session using the app (each attendee receives an invitation to the app when purchasing a ticket).This is beneficial in two ways



Firstly, as an event organizer you get to see how well attended each session was (under Session Attendance). This is broken down into most popular overall versus Day 1, Day 2 and so on.



Simply Log in as the events administrator and click on Reporting, Session Attendance.







Secondly, you get to see how well a specific session was received (under Session Feedback). If the attendee has been scanned into the session, once it finishes they are asked to complete a quick feedback rating and give their comments via the mobile app.







Results will show under Reporting, Session Feedback where you can drill down into the actual event for more results.







As well as Session Feeback, attendees are also asked to give a rating against the whole event experience which again can be found under Reporting. Event Feedback.







As Just Attend does not delete any of your historical event data, you are able to go back and view this whenever you wish. Great for when you are beginning to plan your next event and want to look back on what was successful for you! 

### How To Add A Registration To Your HubSpot CRM

In this article we will show you how you can send your registered attendees to your HubSpot CRM by using automations.



Before you begin you will need to create a free account on make.com.



Make is a process automation platform that can receive data from a sending system (Just Attend) and manipulate it into the format expected from the receiving system (HubSpot).



These systems are also referred to as low-code or no-code automation platforms. Others include Zapier and Microsoft Power Automate.



We use Make because we find it the easiest platform for non-technical users to use and their free plan gives you access to all modules and 1000 process runs a month.



Creating your make automation scenario



Log in to make.com and click on Create A New Scenario







Add the Webhook Module, and choose Custom Webhook







Click on Add and give your webhook a name e.g. "Send to HubSpot" and press Save



Copy the webhook URL to your clipboard.



Now, go to your event admin portal in Just Attend and click on the Automations menu item.



Click Add Automation







Name the automation Add to HubSpot



Add a New Trigger, select "Ticket Purchase" from the trigger type and then select the tickets you want the rule to be trigger on.







Now add a New Action and choose "Send to Webhook"







Paste the webhook URL you copied from Make into the webhook URL. Change the webhook method to POST. 



Now Enable the automation.



Go back to Make and click on Run Once from the scenario toolbar







This will make the webhook listen for data input.



Now we need to send it some data from Just Attend so it can understand it and let you manipulate it into a format that HubSpot requires.



To do this, go back to your Just Attend automation rule and click on Test Automation. This will send a sample payload request to your Make webhook.



Now go back to Make and determine if your webhook received the data. You should see a bubble with a number 1 in it. Click on that to view the data bundle.







Now add a new module, type in HubSpot and search for Create or Update a Contact







You'll need to authenticate with HubSpot, so when prompted do so and grant the permissions required.



Once authenticated, click on Add Item and choose the keys to map data to. For example, First Name, Last Name, Email. 



In the value of each key choose the data variable from the webhook output that matches the key name in HubSpot.



Now we need to create an Order to record the purchase of the ticket.



Add another HubSpot module, this time Create an Order



You may need to authenticate again with HubSpot for the required permissions.







You'll need to associate the order with the HubSpot contact, so expand Associations, set the association category to HubSpot Defined and the association type ID to Order to Contact and the objectID set to the Contact ID output from the previous HubSpot module (Create or update user).



Now complete the order fields by putting into the values the variable data from the webhook output.



For example, Billing email, name, price, payment status etc. and press Save.



Next you might want to add the attendee to your marketing list, so add another module, again HubSpot and select Add Member to List







Add the List ID you want the contact to be added to and then in the Record IDs select the Contact ID from the create / update user module and press Save.



Now enable your scenario







Now your automation is set up, you can wait for your next registration to process. When that has happened you'll see your HubSpot record for the attendee update with their order.







You'll also see them added to your marketing list

### How To Add A Registration To A Brevo E-mail Marketing List

Using automations in Just Attend you can send your registration data to your email marketing software such as Brevo (SendInBlue), MailChimp, Constant Contact, and so on. This is useful to create marketing email automations that help promote and onboard your attendees at your event.



This guide will walk you through how to setup and add your registered attendees to your Brevo marketing list.



To do this you will need:




An account with make.com (free tier)



An API Key from Brevo



10-minutes of your time to setup




Preparing Brevo



Before you begin, create your marketing list in Brevo for your event and include the list fields you need. Just Attend will send the following data fields:




First Name



Last Name



Email Address



Company Name (if exists)



Job Title (if exists)



Name of ticket purchased



Ticket number issued



Date and time of the purchase



The purchased amount



The purchased currency




Below is a sample payload of information sent from Just Attend.



[
    {
        "user_id": "223",
        "first_name": "MARK",
        "last_name": "VALE",
        "email": "attendeemail@mail.com",
        "company": "Events Ltd",
        "job_title": "Chief",
        "registration_data": {
            "ticket_number": "77981188",
            "registration_date": "2025-03-11 09:55:17",
            "ticket_name": "Attendee Ticket",
            "ticket_cost": "0.00",
            "ticket_currency": "GBP"
        }
    }
]



Please note that the registration date is recorded in UTC time.



Login to Brevo.com and create your field attributes. To do this, expand Contacts then click on Settings and then select Contact Attributes







Add a new attribute for each of the fields you want to save from the data we will send.



Now create your mail list. Click on Lists from under the Contacts menu and then click the Create a List button.







Once you have created your list, add the attributes you want to see in the list for your own visual benefits by customizing the columns for you viewing pleasure.







Now, generate your Brevo API key. You can do this by clicking on your account name and selecting SMTP & API from the drop down menu







Generate an API key and save it to your desktop.







Setting Up Make.com automation scenario



We use make.com for our automation scenarios because it is really easy to use and you get to use automation modules that are paid modules in other platforms for free.



Everything we demonstrate here can be done using the make.com free plan which gives you 1,000 scenario runs a month. 



Once you've signed up to Make, it's time to create your automation scenario. Click on Scenarios and then Create a new Scenario







Now add your first module. This should be Webhooks > Custom Webhook







Press Add and give your webhook a name. Copy the URL of the webhook and paste it into notepad or somewhere safe for later.







Now we need to connect the Brevo module. There are two scenarios that we need to account for.




A contact that already exists



A new contact




Search for Brevo in the module list and select Update a Contact







If this is your first time using the Brevo module, you'll be required to enter your Brevo API Key. Paste this in and press Save.







Now Brevo will load all your contact attributes you have in your Brevo account. Press Save. You don't need to add anything to it yet.



Next we need to add an error handler because if the contact doesn't exist, it can't be updated and therefore the scenario will fail at this point. So ensure it doesn't and move on to the next module, we need to add an ignore handler.



To do this click on the green cog wheel icon in the tool tray and scroll down to ignore







Join the ignore to the Brevo module and then click on the filter. Now we want to tell it to ignore any data errors that may be returned.







Label the filter as you want, choose the condition 'Error Type' from the Brevo module output and then ensure the operator is Equal To and the text we are looking for is DataError.



Now we need to add a new Brevo module and choose Create a Contact. This will create the contact if the contact does not exist already.







Choose the existing API connection and press Save.



Again, we need to add an ignore error handler at the end of this module to account for any problems that might happen. If you don't and there is a problem, Make will disable the automated processing of scenarios until it is fixed. Use the same settings and filter for the ignore as before.



Now Save your scenario. We aren't done here yet, we now need to send some data to your make webhook so we can manipulate the data and send it into Brevo.



To do this, press Run Once on your scenario. This will make it listen to receive data







Now we need to set up Just Attend automation



Setting up Just Attend automation



Log in to your event admin portal and navigate to Automations > Add Automation







Give your automation a name e.g. "Add to Brevo"



Add a new trigger to set off the automation, select ticket purchase and select all tickets or select the tickets you want to trigger the automation on







Now add an Action and choose the "Send to Webhook" action. Paste the webhook url from your make.com scenario and change the method to POST.







Now enable the automation rule.



Test & prepare your automation



Now we need to send a registration from Just Attend to your make.com webhook so that make understands the shape of the data object it must handle.



You can do this in two ways:




Use the 'Send Test' button on the automation - this will send the last registration record as found in your event



Register for a ticket on the front end using a test account




Once you have sent a test automation from Just Attend to make.com, temporarily disable the automation rule until the next steps are complete.



Go back to your make.com scenario 



You should see a bubble with a 1 next to your webhook. This signifies the webhook has received data. Click on it and you'll see the bundle received.







Now Make knows the data, this can be referenced in the Brevo modules.



Open the Brevo module and in the user attribute fields, select the data objects from the webhook output against each of the brevo fields you want to add them to.

















Be sure to select which marketing lists to add them to







Your scenario should look like the below. Save your scenario and turn on instant activation







Now go back to Just Attend and re-enable your automation and watch the magic happen!

### Register Attendees From Other Registration Platforms Via Webhook

Just Attend is an all-in-one event platform and we have our own registration solution. Using this with our the rest of our platform makes a seamless event experience for your attendees.



However, should you wish to use an external event registration platform and use our system for things like session scheduling, exhibitor management, or badge printing you can import your attendees in two ways:




CSV Import



On registration action via webhook




How does this work?



Using a webhook means that our system will receive your attendee registration data as soon as your registration system has sent it to us. This automates the onboarding and ability for attendees to use our platform without you needing to import your data.



What do you need?



Your registration platform may already support the sending of data to a webhook. If it does great then that is awesome! 



However, the data we receive must be in a format that our system can understand and process.



If your registration system doesn't allow you to construct the webhook payload (message body) then you'll need to create a low-code / no-code integration using a platform like make.com, zapier, or Microsoft Power Automate.



Choose which integration platform that your registration platform has an integration with. Most have integrations with Zapier. 



Using Make.com might be better where your registration platform doesn't have integration with Zapier or Microsoft Power Automate. This is because Make.com doesn't charge for webhook or HTTP post actions unlike Microsoft does.



Data structure



Our system will require the data supplied to us in JSON format and with the following payload



{
"first_name": "Joe",
"last_name": "Bloggs",
"email": "joe.bloggs@example.com",
"job_title": "Developer",
"company": "Example Company",
"phone": "+441234567890",
"ticket_id": 13,
"ticket_number": 1234567890,
"send_ticket": false
}



KeyValueDescriptionfirst_nameTextAttendee first name (mandatory)last_nameTextAttendee last name (mandatory)emailTextAttendee email (mandatory)job_titleTextAttendee job title companyTextAttendee company namephoneTextAttendee phone numberticket_idNumberTicket ID in the system to register them againstticket_numberTextticket number from your registration platformsend_ticketBoolean (true or false)Set to true if you need the ticket QR code email sending



If you don't supply a ticket number, our system will generate one for you. This might be useful if you're using us for badge printing and want your attendees to scan and check-in quick and easy.



You can get the ticket _id from the tickets section in the event admin portal



Setting up your event to receive an inbound registration



Log in to your event admin area, then navigate to Automations.



Create a new automation, call it whatever you like.



Then create a trigger and choose Inbound Webhook



Copy the Webhook URL that is generated







Set the request type to User Registration



In Actions, create a new action, and select Register User







Finally, enable your automation rule.



That's it, now you can send your data to the webhook URL and the system will register the user for you.



Example Use Case



You may use a web form on your website to register attendees for your event. Your form application may support sending submitted form data to a webhook URL. 



Unfortunately, that data structure will be incompatible with the shape we require, so you need a 'middleware' platform that can receive the data, manipulate it into the required format, and send the manipulated version to us.



Make.com is a great tool for this and you can do this on their free plan (rate limits apply).



First, let's assume that your web form will send this data when someone fills out your registration form.







Head over to make.com and create a new scenario. The first module you'll need to add is the Webhook module. Give this module and name and save it







Copy the generated address from the webhook and save it. This is the URL you'll need to add to your web form actions as the Webhook address to send the submitted form data to.



When make.com receives data from your form it could be in JSON format or form-data. You will need to parse this into a JSON object that matches the format our system is prepared for.



Assuming your web form application sends the daa as JSON, you can add a new JSON module to your make.com scenario.







Add each Just Attend key to the object and set it's value to the parsed data variables received from your webhook and form.



Now add a HTTP module after the JSON object. This is where we are going to send the data 







In the URL paste the webhook URL generated in Just Attend. You will need to set a header called 'x-api-key' and set its value to your event's api key found in Configuration > Event Details > API Key



In the body type, select Raw.



In the content-type, select JSON



In the request content, select the JSON object created that matches the format we are expecting and press Save.



The next module is optional, but recommended. We want to let your registration system know we have accepted and processed the submission. We do this by adding another Webhook response module.







In the status, select the status code that will be issued by our system on receipt of valid data.



Final simplified example will look like this:







Receive > Manipulate > Send > Respond.

### Creating A Custom Badge Print Settings File

You can create any badge design you want. To create your badge template, you must first design it in your graphic design software such as Adobe Illustrator.



Assuming that you've now created it, you need to convert the design into a printer settings file. This involves editing a JSON setting file and taking measurements from your design file to find the co-ordinates for your dynamic data.



This step can be a little complicated the first time you do it, so if you need help, please log a support ticket and we can create it for you at no additional cost.



Before you begin



Before you begin you'll need your design file open in your design software with your ruler guides visible. Some familiarity with JSON structure is required also. 



You need to export your design file without any dynamic data, just the base design background you want printing on a badge to JPG or PNG.



How positioning of dynamic data works



For the printer to understand where to print the dynamic data you need to convert pixel co-ordinates from your Artboard to distance in centimeters from the top left of the badge label. This is done using an offset top and offset left parameter in the settings file. For example:







The offset top and offset left will mark the position of the top left hand corner of the dynamic data field. Next you need to specify the width and height of the dynamic data field. For example:







The dynamic data will print within this print area you have defined for it. It will automatically resize the data to fit into the print area, so be sure that the area is sufficiently sized to handle the data you're expecting.



Text options



You can print the dynamic data in any font that is installed on your badge printing kiosk. If you're using custom fonts, please install them to the C:\Windows\Fonts folder.



You can set the default font for all dynamic data, or select different fonts for each dynamic data option.



You can set any color of the font using .NET font color codes e.g. #FF[HEX CODE] where #FF denotes the opacity and the HEX code the color hex code. If you want a standard color like black or white, you can specify the english word "Black" instead of the .NET code.



            "FontColor": "#FF2777BD",
            "FontFamily": null,
            "FontAlignment": null,
            "IsBold": false,
            "IsItalic": false,
            "IsUppercase": false,



You can also print the font in regular, bold, or italic options.



Text alignment within the dynamic data field can be specified (default: center).



The text dynamic data field and font color can also be inverted. When inverted, the text color becomes the background color of the dynamic field and you can specify an alternate text color







To invert a dynamic data field set the key invertText to true :  "invertText": true



To set a different font color, add the color to the InvertedFontColor key:  "InvertedFontColor": "#FF56FGH"



Mirrored or un-mirrored print



Mirrored printing means the same design for the front side of the badge is mirrored onto the back side of the badge. In this mode, you only need to design and position the front side of the badge's dynamic data. The system will take that and flip it on to the reverse side using the same measurements. 



You can account for the 'fold gap' by adding an middle offset.



Un-mirrored print (the default) you'll need to design the whole badge and position the dynamic data on the rear side and rotate / flip it upside down.



When doing so, the offset top measurement is taken from the top of the badge to the bottom right hand corner of the dynamic data as you would look at it in a finished and proper orientated dimension. Example below:







When setting the height of the dynamic data field, this will be the height down from the start point towards the bottom edge of the badge.



Calculating the positioning of stacked dynamic data



An example of stacked dynamic data is when you have the name, job title, and company name underneath each other.







When calculating where the dynamic data should be placed add together the top offset of the preceding dynamic data field + it's field height + required gap space.



For example, if the DisplayName above is 5.5cm from the top of the badge, it's dynamic field is 1.5cm high, and you want 5mm of space between it and the job title field, you would need to add 5.5 + 1.5 + 0.5 together giving you a top offset value of 7.5cm for the job title field position.



Custom text and QR codes



You can add custom text as string data or encoded into 2D QR codes to badges. This data is static per badge role. This means all attendees with the same type of badge will have the same custom text or QR code printed on their badge.



A use case for this might be venue WIFI code or a special discount offer only available to a certain role of attendee. For example:



"CustomData": [
            {
                "offsetTop": 4.0,
                "offsetLeft": 10.0,
                "height": 3.0,
                "width": 8.0,
                "invertText": false,
                "data": "WIFI Name: Just Attend, WIFI Code: 123456789",
                "FontColor": null,
                "FontFamily": null,
                "FontAlignment": null,
                "IsUppercase": false,
                "InvertedFontColor": null
            },
            {
                "offsetTop": 4.0,
                "offsetLeft": 10.0,
                "height": 3.0,
                "width": 8.0,
                "invertText": false,
                "data": "Discount Code: ABVCDR",
                "FontColor": null,
                "FontFamily": null,
                "FontAlignment": null,
                "IsUppercase": false,
                "InvertedFontColor": null
            }
        ]



Keep adding your custom data objects within the same array.



A QR code without any specified data will print the attendee's ticket number as the QR Code on the badge.



"QrCodes": [
                {
                "qrCodeIdentifier": "1",
                "offsetTop": 3.4,
                "offsetLeft": 3.1,
                "width": 1.95,
                "data": null,
                "showMirrorImage": false
                },
                {
                "qrCodeIdentifier": "2",
                "offsetTop": 3.4,
                "offsetLeft": 3.1,
                "width": 1.95,
                "data": "https://yourwebsite.com",
                "showMirrorImage": false
                },
                {
                "qrCodeIdentifier": "3",
                "offsetTop": 3.4,
                "offsetLeft": 3.1,
                "width": 1.95,
                "data": "app:\\badgescanner\\{ticket_number}",
                "showMirrorImage": false
                }
            ]



In the above example, QR code 1 will print the attendee's ticket number encoded in a QR code e.g. 7123456789. QR Code 2 will encode "https://yourwebsite.com" into a QR code, and QR Code 3 will prefix an app URL to the ticket number so that when scanned it will launch your lead scanning app for example.



Setting different badge designs for each role



If you want a different badge design for each of the following roles:




Speaker



Exhibitor



Volunteer



Staff



Press




You must include them in the CustomBadgeStyles array in the settings file. The default badge style will print for attendees and any role than cannot be matched to a custom badge style.



Example:



"CustomBadgeStyles": [
        {
            "Role": "Exhibitor",
            "FontFamily": null,
            "FontColor": null,...
        },
        {
            "Role": "Speaker",
            "FontFamily": null,
            "FontColor": null,...
        },
        {
            "Role": "Volunteer",
            "FontFamily": null,
            "FontColor": null,...
        }
     ]



Creating the Settings File



Please download the all settings JSON template file



printsettings_alloptions.jsonDownload



This file will not print a legible badge. Please use it only as an object reference.



Create a file called printsettingsv2.json 



You can create this in notepad or similar application.



Setting up the paper size and print options



The first part of the file will set the badge label options. This will assume all badges are the same size and the print behavior is the same.



ParameterExample and descriptionHeighte.g. 27.4 - the height of the complete unfolded badge label in centimetersWidthe.g. 9.53 - the width of the complete unfolded badge label in centimetersprintCountset to 1 unless you want more than one badge printed at the same timemirrorPrintSet to true if you want the same data printed on both sides of the badge. Set to false if you want different data printed on the back or just one sided print.mirrorPrintTopOffsetSet to 0 (default) if you don't want a gap on the badge foldmirrorPrintLeftOffsetSet to 0 (default) if you don't want a different alignment of data on the reverse sideFontFamilyThe name of the font as displayed in C:\Windows\Fonts e.g. "Arial"FontColorThe color of the default font e.g. "Black" or "#FF4568FD"TerminologyIf you want to override the default names given to the badge role, enter them here.



{
    "height": 30.0,
    "width": 20.2,
    "printCount": 1,
    "mirrorPrint": true,
    "mirrorPrintTopOffset": 1.0,
    "mirrorPrintLeftOffset": 0.0,
    "FontFamily": null,
    "FontColor": null,
    "EventName": "Test Event",
    "terminology": [
        {
            "Key": "Delegate",
            "Value": "Attendee"
        },
        {
            "Key": "Speaker",
            "Value": "Speaker"
        },
        {
            "Key": "Exhibitor",
            "Value": "Exhibitor"
        },
        {
            "Key": "Staff",
            "Value": "Staff"
        },
        {
            "Key": "Volunteer",
            "Value": "Volunteer"
        },
        {
            "Key": "Press",
            "Value": "Press"
        }
    ],...}



Dynamic data field keys



The following table lists out all the dynamic fields you can print



Dynamic Field KeyTypeDescriptionBadgeLabelObjectWill print the role name of the badge as found in the system and use the terminology values e.g. "Attendee", "Speaker"...DisplayNameObjectWill print the first name and last name of the attendee in one stringFirstNameObjectWill print the first name only of the attendeeLastNameObjectWill print the last name only of the attendeeCompanyNameObjectWill print the company name of the attendeeJobTitleObjectWill print the job title of the attendeeEventNameObjectWill print the name of the event as found in the system unless overridden in the EventName key TicketNameObjectWill print the ticket name issued to the attendeeTicketFromDateObjectWill print the valid from date of the ticketTicketToDateObjectWill print the date the ticket validity endsEventLogoObjectWill print the event logo as uploaded to your eventCustomDataArrayWill print any custom data text you need per roleQrCodesArrayContains the QR codes to print on the badgeAgendaItemTableObjectTable of agenda items found on the attendee's personal agendaExhibitorLevelObjectPrints the Exhibitor Level Name assigned to the user.CustomField[1-10]ObjectWill print the text data stored in custom fields 1-10 use "customField1", "customField2" etc.



These can be positioned anywhere on the badge.



Object customization



Each object can be customized for their position and format using the following key values.



KeyValueDescriptionOffsetTop5.5The distance in centimeters from the top of the badge label to the top left hand corner of the dynamic fieldOffsetLeft0.5The distance in centimeters from the left edge of the badge label to the left edge of the dynamic fieldheight2.0The height in centimeters of the dynamic data fieldwidth6.0The width in centimeters of the dynamic data fieldinvertTexttrue or false (default)When set to true, the background of the dynamic data field will be printed in the font colordataonly used for customData or QR CodesText string to print out onto the badgeFontColor"Black" or "#FF6757DA"The color of the text to be printed (or the color of the field background if invertText = true)FontFamilynull (default) or "Arial"When set to null the default font will be used. Set to name of font if another is to be usedFontAlignmentnull, "left", "right", "center"When set to null, the text is centered within the dynamic field width. IsBoldtrue or false (default)When set to true will use the bold variant of the fontIsItalictrue or false (default)When set to true will us italic fontIsUpperCasetrue or false (default)When set to true the text will be printed CAPITALIZEDInvertedFontColornull (default), "Black" or "#FF3456GF"When set will print the text color when invertText set to trueRotationAngleintegerAngle of the test to be printed. e.g. 90 or -90 degrees



Badge Styling



The badge styling is encapsulated in two keys "DefaultBadgeStyle" and "CustomBadgeStyles" which is an array.



"DefaultBadgeStyle": {...},
"CustomBadgeStyles": [{...},{...},{...}]



All styling and customization of each badge must be placed within the {}.



Badge styling keys



KeyValueDescriptionRolenull (defaultbadge), Speaker, Exhibitor, Volunteer, Staff, PressThe role name that determines which badge to printFontFamilynull (default), "Arial" etcThe font name for the text to be used for the dynamic data belonging to this badge roleFontColornull (default), "Black" or "#FF5645FF"The default font color to print for this badge roleBackgroundImage"C:\\Folder\\Background.jpg"The file location for the image file to be used to print the base design image



When using backslashes '\' in JSON you'll need to escape them by using double-backslash '\\'.



Example badge data object:



"DefaultBadgeStyle": {
        "Role": null,
        "FontFamily": null,
        "FontColor": null,
        "BackgroundImage": "https://images.wallpapersden.com/image/wxl-4k-cool-2020-art_72061.jpg",
        "BadgeLabel": {
            "offsetTop": 12.0,
            "offsetLeft": 10.0,
            "height": 2.0,
            "width": 10.0,
            "invertText": true,
            "data": null,
            "FontColor": "Yellow",
            "FontFamily": null,
            "IsBold": false,
            "IsItalic": false,
            "FontAlignment": null,
            "IsUppercase": false,
            "InvertedFontColor": "Blue"
        },
        "DisplayName": {
            "offsetTop": 2.0,
            "offsetLeft": 1.0,
            "height": 1.0,
            "width": 4.0,
            "invertText": false,
            "data": null,
            "FontColor": "#FF2777BD",
            "FontFamily": null,
            "IsBold": false,
            "IsItalic": false,
            "FontAlignment": null,
            "IsUppercase": false,
            "InvertedFontColor": null
        },
        "FirstName": {
            "offsetTop": 2.0,
            "offsetLeft": 1.0,
            "height": 1.0,
            "width": 4.0,
            "invertText": false,
            "data": null,
            "FontColor": "#FF2777BD",
            "FontFamily": null,
            "IsBold": false,
            "IsItalic": false,
            "FontAlignment": null,
            "IsUppercase": false,
            "InvertedFontColor": null
        },
        "LastName": {
            "offsetTop": 2.0,
            "offsetLeft": 6.0,
            "height": 1.0,
            "width": 4.0,
            "invertText": false,
            "data": null,
            "FontColor": null,
            "FontFamily": null,
            "IsBold": false,
            "IsItalic": false,
            "FontAlignment": "right",
            "IsUppercase": true,
            "InvertedFontColor": "#FF56FGH"
        },
        "CompanyName": {
            "offsetTop": 3.0,
            "offsetLeft": 1.0,
            "height": 1.0,
            "width": 4.0,
            "invertText": false,
            "data": null,
            "FontColor": "Pink",
            "FontFamily": "Comic Sans MS",
            "FontAlignment": "center",
            "IsUppercase": false,
            "InvertedFontColor": null
        },
        "JobTitle": {
            "offsetTop": 3.0,
            "offsetLeft": 6.0,
            "height": 1.0,
            "width": 4.0,
            "invertText": false,
            "data": null,
            "FontColor": null,
            "FontFamily": null,
            "IsBold": false,
            "IsItalic": false,
            "FontAlignment": null,
            "IsUppercase": false,
            "InvertedFontColor": null
        },
        "EventName": {
            "offsetTop": 0.0,
            "offsetLeft": 10.0,
            "height": 1.0,
            "width": 4.0,
            "invertText": false,
            "data": null,
            "FontColor": null,
            "FontFamily": null,
            "IsBold": false,
            "IsItalic": false,
            "FontAlignment": null,
            "IsUppercase": false,
            "InvertedFontColor": null
        },
        "TicketName": {
            "offsetTop": 11.0,
            "offsetLeft": 10.0,
            "height": 1.0,
            "width": 4.0,
            "invertText": false,
            "data": null,
            "FontColor": null,
            "FontFamily": null,
            "IsBold": false,
            "IsItalic": false,
            "FontAlignment": null,
            "IsUppercase": false,
            "InvertedFontColor": null
        },
        "TicketFromDate": {
            "offsetTop": 4.0,
            "offsetLeft": 1.0,
            "height": 1.0,
            "width": 4.0,
            "invertText": false,
            "data": null,
            "FontColor": null,
            "FontFamily": null,
            "IsBold": false,
            "IsItalic": false,
            "FontAlignment": null,
            "IsUppercase": false,
            "InvertedFontColor": null
        },
        "TicketToDate": {
            "offsetTop": 4.0,
            "offsetLeft": 6.0,
            "height": 1.0,
            "width": 4.0,
            "invertText": false,
            "data": null,
            "FontColor": null,
            "FontFamily": null,
            "IsBold": false,
            "IsItalic": false,
            "FontAlignment": null,
            "IsUppercase": false,
            "InvertedFontColor": null
        },
        "EventLogo": {
            "offsetTop": 4.0,
            "offsetLeft": 8.0,
            "height": 10.0,
            "width": 10.0,
            "invertText": false,
            "data": null,
            "FontColor": null,
            "FontFamily": null,
            "FontAlignment": null,
            "IsUppercase": false,
            "InvertedFontColor": null
        },
        "ExhibitorLogo": {
            "offsetTop": 5.0,
            "offsetLeft": 5.0,
            "height": 5.0,
            "width": 5.0,
            "invertText": false,
            "data": null,
            "FontColor": null,
            "FontFamily": null,
            "FontAlignment": null,
            "IsUppercase": false,
            "InvertedFontColor": null
        },
        "CustomData": [
            {
                "offsetTop": 4.0,
                "offsetLeft": 10.0,
                "height": 3.0,
                "width": 8.0,
                "invertText": false,
                "data": "Custom Text 1!",
                "FontColor": null,
                "FontFamily": null,
                "FontAlignment": null,
                "IsBold": false,
                "IsItalic": false,
                "IsUppercase": false,
                "InvertedFontColor": null
            },
            {
                "offsetTop": 4.0,
                "offsetLeft": 10.0,
                "height": 3.0,
                "width": 8.0,
                "invertText": false,
                "data": "Custom Text 2!",
                "FontColor": null,
                "FontFamily": null,
                "FontAlignment": null,
                "IsBold": false,
                "IsItalic": false,
                "IsUppercase": false,
                "InvertedFontColor": null
            }
        ],
        "QrCodes": [{
                "offsetTop": 7.0,
                "offsetLeft": 0.25,
                "width": 6,
                "data": "custom data here",
                "isMirrorImage": false
             },
             {"offsetTop": 7.0,
                "offsetLeft": 0.25,
                "width": 6,
                "data": null,
                "isMirrorImage": false
             } 
        ],
        "AgendaItemTable": {
            "offsetTop": 17.3,
            "offsetLeft": 1.0,
            "width": 7.5,
            "height": 6,
            "rowHeight": 15,
            "spaceBetweenRows": 10,
            "borderColor": "#FFCFB87C",
            "borderWidth": 2,
            "innerBorderColor": "#FFCFB87C",
            "innerBorderWidth": 1,
            "headerBackground": "#FFCFB87C",
            "headerColor": "Black",
            "fontColor": null,
            "fontFamily": null,
            "fontSize": 10,
            "showMirrorImage": true,
            "includeTitle": true,
            "titleHeaderName": "Session",
            "titleRelativeWidth": 4,
            "includeStartDate": true,
            "startDateHeaderName": "Time",
            "startDateFormat": "h tt",
            "startDateRelativeWidth": 1,
            "includeEndDate": false,
            "endDateHeaderName": "End",
            "endDateFormat": "h tt ",
            "endDateRelativeWidth": 1,
            "includeRoomName": true,
            "roomNameHeaderName": "Room",
            "roomNameRelativeWidth": 2
        }
    }



Adding your print settings file to the kiosk



Once you have your printsettingsv2.json file saved, copy it to the following location on the check-in kiosk "%appdata%\roaming\justattendkiosk".



Be sure to copy the background image files for your badges to the kiosk as well and update the printsettingsv2 file with their location if different.



Launch the Just Attend kiosk application.



If you need to make changes to the file, edit the file and save it, but be sure to quit the Just Attend Kiosk app and relaunch it so that the new settings file is picked up and loaded.



Tip: It is recommended your first few prints to be done to PDF writer on your kiosk machine. It will never be 100% correct on your first print and may take a few small alterations to get the print out you're looking for. By printing to PDF, you'll get to see the output without wasting ink and labels. Only send to print when you are happy the output is as you expect.



We appreciate this article is a mouthful and quite complicated. We do offer a free design service and when you use our print media, we will ensure that the printsettings file we give you will be perfect first time. We will even send you physical proofs!

### Setting Up The Check-In Kiosk

Setting up the badge printing kiosk is simple to do and only takes 5-minutes.



Pre-requisities



Before you begin, please ensure you have the following:




Windows 11 laptop, PC, or tablet (Surface Go / Pro)



Administrator rights to install software



You've downloaded the latest Just Attend Kiosk software version




Installation



Extract the ZIP file that you downloaded and double-click on the Just Attend.MSI installation file







Follow the installation steps in the wizard. Windows may alert you to about the origins of the installation media, please accept these, this isn't a concern.



Once you've completed the installation you'll notice an icon on your desktop for the kiosk software







Double-click on the icon to launch the kiosk.



You'll need to launch the software once so that it will build it's cache folder structure.



Installing the print settings file



By default the print settings file isn't included in the installation. This is because it's custom made for each badge printing event. The kiosk doesn't need one to operate. If it isn't found, it will use it's built in standard template for the adhesive backed labels.



Open Windows File Explorer and type in %appdata% into the navigation bar and press enter







The following folders should show







Click into the JustAttendKiosk folder.



Copy the printsettingsv2.json file supplied by us to this location







Uploading the badge templates



Now you'll need to upload the base image files for your badge design. If we have supplied you with the printsettings file then you'll need to copy the image files to a specific location. Alternatively, you can create your own folder, but you'll need to modify the printsettings file to point towards that folder location.



For this example we will assume you're using our standard.



Open File Explorer and go to My Computer > C: drive



In the root of the C drive, create a folder called JA_Badges







Copy the badge files into this folder.



Restart the kiosk application



If you're using a custom image background for your badges, please upload them to this location as well.



Setting up the kiosk for use



Now you've installed the kiosk software it is important that you connect your peripherals like the printer and QR code scanner.



Launch the application and sign in with your email address and password







Next, select the conference you want to print badges for







Now you'll enter the admin area of the kiosk and you'll need to set up each part before launching into kiosk mode







First, Select Your Printer







Now set an admin PIN number for the machine. This will be used to exit kiosk mode back to admin or to override any invalid tickets or to issue reprints







The conference settings is optional. Here you can name the kiosk for reporting reasons. If untouched it will use the computer name as the default. 







If you select Always allow invalid tickets then the kiosk will only check if the ticket belongs to the event being checked-in. It will ignore the ticket entry dates and if the badge has already been printed. We recommend this setting is turned OFF for your live check-in process.



Now you can enter Kiosk Mode



Kiosk mode



Kiosk mode is configured for zero touch use by attendees. If they are in possession of their ticket bar or QR code they can scan it using the reader and the kiosk will print their badge and check them in instantaneously. 







Once their badge has been sent to the printer, the kiosk will return to the kiosk home screen ready to check-in the next person.



If the attendee cannot find their ticket, they can search for their ticket using their e-mail address or phone number







Our kiosk is optimized for touch screen use. However, we do recommend using a USB keyboard as it is a more natural experience for attendees in a high pressure situation. Using a physical keyboard will be naturally quicker for people to use when typing in email addresses vs a touchscreen.



You can exit to the admin area at any time by clicking on the Admin button and entering the kiosk PIN.



The following ticket validity checks can be overridden by using the admin code.




If the ticket scanned is not valid for entry at the time of scan



If the ticket has already been printed and checked-in




Bulk badge printing



You can use the kiosk software to pre-print your badges in bulk. This might be useful for your VIPs if you want to offer them a more white-glove experience.



From the admin menu, click on Bulk Ticket Printing







From here you can print the badges you need







First select the ticket you want to print in bulk, then select what attendee role within that ticket you want to print (default is all)



For example if you have one event ticket that is assigned to all attendees, speakers, and volunteers and you want to print the volunteer badges only, select the ticket, then uncheck all attendee types except  volunteer.



By default the bulk printing will not print our badges of people who already are checked in. But if you want to, you can check the inc. already checked in option to print them regardless.



If you want to print the badges but not check people in, check the Don't check-in, just print option. This is useful if you want to use the mobile app to check people in and issue them a pre-printed badge.



Bulk printing will split the filtered results into print buckets of 10 badges per run. You must select which bucket to print. The reason for this is that if something goes wrong with the printer, perhaps the paper is not aligned or the design isn't quite right, you're only going to waste 10 badges instead of potentially 1,000's!



Badges are printed in alphabetical surname order. Exhibitor tickets are grouped together by exhibitor name to make it easy for you to print an exhibitor's group badges.



Troubleshooting



The kiosk will log everything is does to the log files located in %appdata%\JustAttendKiosk\Logs folder







Application logging is logged in the JAKiosk.txt file and the registration check-ins are logged in the registrations.txt file.



We recommend you delete the JAKiosk log file between events to make it easier for you to troubleshoot.



If any problem occurs, please email help@justattend.com with a description of the issue and attached the JAKiosk.txt log file to the ticket.



What can cause slow check-ins



If you're experiencing slow check-ins where the software appears to be running slow then this can be down to a few of situations:




The internet connectivity is slow and the ticket being scanned is not yet in the local cache of the kiosk



The kiosk has lost it's internet connection. Maybe the venue portal wifi access token has expired



Your kiosk machine has a problem with the network adapter driver or hardware. 




The latter issue we have only experienced once whereby the machine being used had a hardware fault its network adapter that caused intermittent connectivity drops.



Reliability and resilience



The kiosk software is extremely fast and reliable. It is built purposefully for speed and environments where the internet connectivity is inconsistent.



It will download all entries to its local cache every 30 seconds. Any check-in validation is performed locally rather than by 'calling home' to the server. 







As you can see from the log above, from scan through validation, and sending it to print takes 4 milliseconds.



Once printed it will add the ticket to its pending outbound queue to logs the check-in and print with the server. Here you can see that our system from scan to badge print in hand takes 5 seconds.

### Badge Templates

You can design your own badges using your favorite design software like Adobe Illustrator. If you don't design a badge template, the kiosk will print a default badge made for our standard adhesive backed label media.



If you're unable to create a badge design, we can create one for you for no additional charge.



Templates



Here are the standard templates for each badge media we support.



96.0 x 26.8 Non-Adhesive Backed TemplateDownload



96.5 x 27.4 Adhesive Backed TemplateDownload



Setting up your artboard



The printer will perform edge to edge printing. There is no requirement for a bleed. Set up your Artboard in Centimeters with a DPI of 300 and color palette of CYMK.



If you're designing for the adhesive backed labels set your Artboard size to 9.53cm x 27.43cm.



If you're designing for the non-adhesive backed labels set your Artboard size to 9.6cm x 26.8cm.



Artwork







When creating your artwork the top 1.5cm and bottom 1.5cm of the badge is unsafe for any text or logos that you don't want interrupted. This is because the lanyard holes are located in this area. It is fine to include patterns or unimportant graphics in this area.



Create a rule line exactly half way down (length side) on the badge media. This will be the fold point and the point where the design and information must be flipped 180 degrees.



Note: If you require mirror print where the same design and data is required on both sides of the badge, you only need to design the top half of the template. This is because the kiosk printer software will duplicate and flip the design for you. If this is the case, resize the Artboard to be size to one side only e.g. 13.4cm (non-adhesive backed) or 13.715cm (adhesive backed).



Design Considerations







The following information can be printed variably from the system data and don't need to be included in the base template.




First Name



Last Name



Display Name (first and last in one string)



Job Title



Company Name



Ticket Number as QR Code



Ticket Name



Ticket Entry Date



Attendee Role (e.g. attendee, speaker, volunteer, exhibitor, staff)



Event logo



Exhibitor logo*



Attendee's personal agenda**



Custom role data as text or QR Code (same data printed on all badges of the same role e.g. attendee badges get a discount code for the merch store, exhibitors get a premium WIFI code)




* - This can be printed only if you're using Just Attend to manage exhibitors. This will not work if you're using us for badge printing only.



**- This can only be printed if you're using Just Attend for session scheduling and attendee registration. We recommend you only use this if you know attendee's personal agenda will be less than 8 sessions in total



Variable data printing 



The variable data printing will print the data as found against the ticket holder's account in our system. There are a few design settings that can be applied to any variable data element




You can select whether the text data will be printed in regular, bold, or italic font



You can choose to print the data as inputted or convert it to CAPITALIZED font



You can choose the color of the text



You can choose the font family of the text



You can choose to print the background of the data element in a color 




When choosing to print the background of the data element, please note that we are only able to print square or rectangle blocks. We don't support rounded corners or other shapes. If you require these, you will need to include them in your base design template.



Fonts



You can use any standard Windows font for all data or a different font for each data element. The font must be installed on the check-in kiosk machine in C:\Windows\Fonts. If you're using custom fonts, these fonts will need to be installed on to each kiosk machine.



Data Sizing



The badge printing kiosk works by resizing the data into the space allocated for the data element on the badge. Imagine each data element is a 'virtual rectangle or square' positioned on the badge at certain co-ordinates. This rectangle might be 8cm wide and 2cm high. 



In this instance, the kiosk will auto-fit the data into this virtual box. If the data length is short, the font size will be larger. If the data length is long, the font size will be smaller. It will not wrap text. See example below:

















Badge design versions



You can have different design files for each main attendee role. These are:




Attendee (default)



Speaker



Exhibitor



Volunteer



Staff



Press




You can have only one design per role. The names of the roles can be changed on printing to a terminology that better suits your event e.g. Student instead of Attendee.



If you want different color accents between event days or between event session rotations e.g. AM and PM, this is possible. However, a print configuration file will need to be create for each rotation and loaded on to the badge printer kiosks before each check-in session.



Supplying the design file



We will need to convert your design file into a print settings configuration file. For us to do this we need two files from you.



The base image file in PNG or JPG that includes the design that will be printed on all badges that doesn't have any variable data elements in it. For example:











And another .AI or EPS file showing the final design of a badge you're looking to produce

### Printer Settings

This guide will walk you through how to set up your event badge printer when using our label media. If you're using another supplier or non-standard labels, your settings may be different.



Epson TM-C3500



Use these settings if you're using an Epson TM-C3500 color inkjet printer



Please make sure that you have the latest print driver installed from Epson.



96.5 x 274mm adhesive backed event badge labels



On your Windows Kiosk, click on Windows Start Button and type in "Printer Settings". Select your printer and click on Printer Preferences







In the paper Media Name, select Custom Settings







Set the width to 95.3mm and the height to 274.3mm. This is slightly narrower and longer than the badge label size to account for the printable area and a small gap for the printer to cut off the label between labels on the roll.



In the Media Form settings make sure this is set to Die-Cut Label (Gap).



The Settings For Paper Handling After Print should be set to Auto Cut (After Every Page)



Press Save



We recommend saving these settings as a new favorite to avoid the print driver losing its settings over time.



96 x 268mm non-adhesive backed event badge labels



On your Windows Kiosk, click on Windows Start Button and type in "Printer Settings". Select your printer and click on Printer Preferences







In the paper Media Name, select Custom Settings







Set the width to 96.5mm and the height to 268.5mm. 



In the Media Form settings make sure this is set to Continuous Paper (BlackMark).



The Settings For Paper Handling After Print should be set to Auto Cut (After Every Page)



Press Save



We recommend saving these settings as a new favorite to avoid the print driver losing its settings over time.

### Badge Sizes And Badge Printers

Our badge printing kiosk software will print any badge size that will fit into your label printer. The software is made for event check-in and therefore will print a single event badge at a time. Avery labels using a normal desktop printer isn't supported.



Compatible Badge Printers



Our system will print to any event badge printer. We use the industry standard event badge printer ourselves, the Epson TM-C3500 color inkjet.







We also use a thermal badge printer for small events and have worked with the Zebra ZD421D and ZD621 printer.







We find both models extremely reliable and efficient when printing badges on demand at events. Read our ultimate guide on event badge printers.



Efficiency and Speed



Choosing the right badge printer for your event is essential. If you're expecting large crowds to descend on your event as soon as it opens or you have a small window of time to check-in your attendees, then speed and efficiency are the most important.



The Epson C3500 can produce a badge every 4 seconds whilst the Zebra thermal printer can produce a badge every 7 seconds on average.



As the Zebra printer is a slower device (all thermal printers are), you'll need to use one printer with one check-in kiosk. Using the Epson you can network these with up to 3 kiosk machines to maximize its efficiency.



By networking the Epson to 3 other kiosks means you'll use less ink and need less badge media which means less waste and more money in your pocket.



Purchase of Hire?



Hiring is a never ending cost and buying your badge printer hardware will seam cheaper for you in the long run. 



However, before you go all-in and buy the equipment, consider the following consequences of doing so,




Do you have means to store the printers and hardware when not in use? The printers are bulky (50 x 50 x 50cm box) and heavy (12KG).



Do you have a way to transport them between venues? 



Is your venue easily accessible to drop off your equipment and can you part your van or truck nearby?



Do you have the capability to support and maintain your hardware making sure its clean, up to date, and serviceable between events?



Do you have the resources to setup, test, and prepare your event check-in at your event in the time you have available?



Are you prepared to shoulder the cost of replacement if there is a component failure out of warranty? These printers aren't cheap, they're $2,000+ each.




To offer a comparison, here is a typical kit list excluding the consumables.




Windows 11 Laptop entry level specification - $400.00



QR Code scanner - $70.00



Epson TM-C3500 event badge printer - $2,000




Approximate Total = $2,470.00



Now let's assume that you cannot store these at home, so you need to hire a storage unit. A small storage unit might set you back $1,500.00 a year plus insurances.



You'll need to transport the kiosks back and to your event which could be in a different state or country. How are you going to get them there and back? 




Drive? - That's time on the road you may not have



Get a UHaul - That's a rental cost on top of your drive time, which might be $1,000 - $1,500 plus gas



Ship them via FedEx? - Then you'll need to purchase custom made flight cases to protect them and these can be $700 to $1,000 per case plus shipping costs which will be $300 to $500 each way per box. Then what do you do if they arrive damaged or not at all?




Lets assume you need 3 printers and kiosks for your event, that's a year one investment of nearly $13,000.



In contrast, hiring the equipment is in-expensive but repetitive.  




Laptop hire is approx $30 per day per laptop



QR Code scanner is approx $10 per day per device



Epson TM-C3500 is approx $110 per day per printer




The minimum hire period is 3 days and the cost of shipping to and from your venue is on top. Let's approximate this to be $500 each way per kiosk set.



So for the same 3 kiosk package, the rental cost of the equipment is approx $4,350.00 including shipping and return.



If you only run one event a year it will take 4 years for you to see a positive return on your purchase verses renting each year. This isn't including breakages, replacements, or any theft / loss of equipment.



Four years is a long time to wait for a return on investment. The technology may not even be compatible by then.



However, if you run multiple events a year your return on investment will be realised quicker.



Ultimately the decision to buy or hire is up to you. For more in-depth cost analysis check out our blog on onsite badge printing costs.



Thermal or color print?



If you want the best looking badges and the most flexibility in design then the full color badge printing option is the one to use. 



If you're on a very tight budget or have low numbers, the thermal print option is the cheapest method. But cheap comes with compromises. 



You'll not have the same flexibility in badge designs between attendee roles and if you want a colorful badge template, these need to be produced in bulk before the event. 



To print a color image onto a thermal badge requires a special printing process that must be done during the manufacturing process. When produced all that needs to be printed onsite is the variable data which can only be printed in black.



This means you'll need to order a lot more than you need and after your event, they need to be disposed of. Whereas the color inkjet versions use off the shelf blank media and the whole design is printed on site when the ticket is scanned. No waste and they are cheaper to produce per badge at low numbers (sub 500) as a result.



You will end up with a good looking badge, but they will not be as good as the color inkjet version.



Badge media size



The standard event badge is 4 x 6 inches or 9.5cm x 13.4cm.



We offer and supply two versions for the Epson color printer:




4 x 6 inch fanfolded, perforated, pre-holed for lanyards matte finish, non-adhesive backed



4 x 6 inch fanfolded, perforated, pre-holed for lanyards matte finish, adhesive backed


















The difference between the two is durability. The adhesive backed badges are a little stronger and more resistant to tearing as the adhesive provides additional strength. We use these badges for event that are more than 2 days in length because they reduce the number of reprints due to wear and tear.



The non-adhesive backed badges are still good quality and will last 1 to 2 day events with ease.



When using the adhesive backed badge media, please bear in mind that this will require peeling off the backing and folding after production on the printer. This can add a few more seconds to your check-in time per person and produce excessive waste. Whereas. the non-adhesive badges produce zero waste and are easier to recycle.



For the Zebra printer we offer 1 badge version which is again 4 x 6 inches in size. We are able to pre-print these with your template design, but the minimum order is 250 badges and we require 3 weeks notice in order to get them produced.



For extreme budget badges you can use sticky roll labels with the Zebra printer. We recommend the 100 x 70mm badge roll. These you can stick on to clothing or a pre-manufactured badge plate you may have purchased from your print supplier.



The benefits of using our print media is that we certify them to work with our badge system and we can offer you a sample of how your badges will look. We also guarantee that the kiosk will work optimally and we're able to support you throughout your event.



Using your own badge media or printer models we have not tested ourselves will mean you'll be responsible for the printer setup and support throughout your event and the testing and qualification of the badges prior to your event.

### How To Register Attendees From An Import

If you're using another registration platform but using Just Attend to manage other elements of your event like badge printing, you'll need to import your registrations into our platform.



In this article we will explain how you can do this using our attendee import feature.



Before you begin



For our system to recognise your attendees they must have two things, a platform level user account and a ticket registration for your event on Just Attend. The import feature will create both of these for you, so you don't need to worry.



However, in order to import your attendees you must ensure that you have the following data which is required by our system.




E-mail address of the registered attendee



First name (as a dedicated field)



Last name (as a dedicated field)




Optionally you can also supply the following data to enrich the capabilities and identification of attendees, especially if you're using our badge printing software.




Job Title



Company Name



Ticket Number



Attendee role - this can be one of the following ("Attendee", "Speaker", "Exhibitor", "Volunteer", "Staff", "Press")




Understanding the importance of attendee role



The attendee role allows you to differentiate your attendees between each role. When using badge printing you can print differently designed badges for each so they're more easily identified at your event. 



If the role is not declared when registering the attendee, they will be assigned the role associated to the ticket you import them against. The default role is attendee.



Understanding the ticket number



The ticket number is important especially when using our platform as your event badge printing solution. If you're using another registration platform it is likely this ticket number will be generated for you on that system. 



Our system will need to know what that ticket number is for our badge printing software to recognize your attendee's ticket when they scan it at check-in.



Our badge printing kiosks will recognize ticket numbers both numeric and alphanumeric in their construction (e.g. "123456" or "A-1345-C-YT6"). These can be plain text entry or encoded into bar and 2D QR codes.



It is important that the ticket number on our platform matches that issued to your attendee via your registration platform. If these do not match, the attendee will not be able to check-in using zero touch scanning and must search for their badge using their email address or phone number.



If your registration system doesn't issue ticket numbers then our system will generate them for you when you bulk register your attendees against an event. 



When doing so our system will email the attendee with their ticket number and QR code which they can then use to scan and print their badge using the self-service check-in kiosks.



Prepare your event tickets



You'll need to create your event tickets in our platform before you're able to import registrations. We recommend that you mimic the tickets you're offering on your registration platform especially if you plan to print the ticket name or have different access times such as per day or hourly based ticket validity.



Preparing your registrations for import



The first step is to export your registrations from your registration platform to CSV or spreadsheet format. Please follow the supplied guides on how to do this from your registration provider.



Next, you need to prepare the CSV into the format that our system supports. You can download our CSV template here.







Ensure that the CSV columns are not reordered. They must appear in the order as supplied in the template. 



Save your registrations as a CSV file, not as an XLSX or another format.



Importing your attendees



Now it is time to import your attendees to the system. This is a two step process. The first is to import the attendees as contacts and then registering them for your event.



Step 1: Log in to our event platform. When logged in, click on My Account and then select the Organizations tab







From there click on Manage 



Step 2: Upload and import your registrations. To do this, click on the CRM  link







Then click on Upload CSV







Drag and drop your saved CSV import file into the uploader or click browse and upload







If this is your first import, we recommend to create a new contact list at this point before importing to save time. Name the contact list as you require, perhaps calling it something that relates to your event.



Important Consideration: If you have multiple tickets for the event and using the ticket name on the badge print or have access restrictions such as morning and afternoon entry, then only import attendees assigned to that ticket type in the same import. Create a contact list for each ticket type and add the attendees to the appropriate list.



Now click Import Contacts



Now your contacts are imported, it is time to register them for the event.



How to register multiple attendees for an event



To import attendees into your event and register them, click on the contact list menu link 







From there, select the contact list you added your attendees to







Inside the contact list, click on Actions and then Register for Event







You don't need to select the attendees in the list. Register for event function will register all contacts found in this list for the selected event regardless of whether you've pre-selected or not. 



From the modal popup, select the event you want to register the attendees for, then the ticket you want to assign them. Choose whether to send them the ticket email confirmation or not. 



If you've already sent them a ticket confirmation with their ticket number on your registration system, set this to No.







Press Add to Event



Now your attendees have been registered for your event and you're ready to use them in the system.

### Managing Sessions

Managing sessions with Just Attend is easy. We make it simple for you to create your event agenda in minutes instead of hours. 



In this guide we will show you how to properly setup and manage your event sessions.



Understanding the tracks and levels



Before we jump into the 'how to' you first need to understand the components that make up good session management. 







This starts with categorizing your session content. In our system we all two types of categorization:




Track: A track is a session topic that broadly indicates what a session is about. For example, if your event is a beauty conference, you might have sessions on nail art, eyebrow care, and make-up artistry. Each one of these topics are a track.



Level: A level is a category that indicates complexity or depth of a session. The session content within each track can be varied to appeal to different types of attendee competency. Using levels allows you to highlight which sessions within a track an attendee should consider based on their level of competency. For example, if an attendee is just starting to learn about nail care, they'll be interested in sessions that are high-level and aimed at beginners. While a fully qualified nail technician will be interested in more in-depth sessions. 




Utilizing tracks and levels to separate your session content makes it easily searchable and concise for your attendees, especially when faced with event agendas containing hundreds of sessions.



Understanding the types of sessions



We support two types of sessions:




Session: This is the default session type. This type of session will normally have at least one speaker delivering the session. For sessions that are presentations, panel discussions, or audience Q&A, this type of session is used. 



General Session: This is a "speaker-less" session. These are sessions that are typically activity based that have no formal focal point, but rather networking opportunities.  An example of a general session could be a roundtable, lunch, speed networking type sessions that promote active participation by the attendee rather than passive participation like watching someone deliver a keynote.




Understanding session delivery modes



Just Attend supports four types of session delivery modes:




In-Person: A session that is being presented in a physical location in the present world.



Hybrid: A session that is being presented from one location with a physical audience that also allows remote audience participation.



Online: A session that is being presented live on the internet through a streaming service or meeting platform like Microsoft Teams or Zoom with online and remote attendees.



On-Demand: A session that has been pre-recorded and the video is played to the attendee when it suits them.




When choosing hybrid or online sessions you have the choice of choosing the delivery method for the remote participation.




Live Meeting: You'll use your own Teams or Zoom meeting platform to deliver the virtual aspect of the session and embed the meeting join link into the session options. 



Live Stream: You'll use YouTube live streaming service and share the streaming URL into the session options for the remote attendees to watch through the platform.



Pre-Record: You'll pre-record the session, upload it to YouTube as an unlisted video and embed the video URL into the session options.




In any of these delivery modes, the appropriate join action whether that is clicking play on an embedded video player for Live Stream and Pre-record or clicking on the Join Meeting button for a live meeting, these actions won't be displayed to the attendee on the platform until the scheduled start time of the session.



At the end of the session, the links or the streaming player will be hidden again, unless the On-Demand option is enabled. If enabled, the join action button / player will remain visible forever.



Important: Non ticket holders cannot view on-demand or online session content. All attendees must be registered for your event and have a valid ticket.



Understanding Session Groups



At your event you may have repeating sessions. A repeating session is the same session with multiple time options, a bit like the Cinema. Would you like to go to the 10am screening of Happy Gilmore 2 or the 1pm or 5:30pm?



To support repeating sessions, you must create a session group for each cluster of repeating sessions, then assign those sessions to their appropriate session group.







You create and assign a session group when editing an affected session.



A session can only be a member of one session group. You must create individual sessions for each repeating session time option. This is because each session could have different speakers or be scheduled in a different room and each room will have its own unique seating capacity.



Understanding session attribution



You can assign a session to an exhibitor / sponsor. This is done through session attribution. A session can be attributed to one exhibitor only.







When a session is attributed to an exhibitor, the following behavior is expected:




The assigned exhibitor will be able to edit the session entirely except for the time, date, and room the session is scheduled for and in. They will be able to edit the title, description, upload presentations, select the track and level, and add their speakers to the session



The session will appear on their exhibitor page highlighting it



The exhibitor logo will appear on the session description page on the agenda




Publishing the agenda



You can choose when to publish your event agenda in Configuration > Settings. 







Hiding personal agendas



You can choose to hide attendee and volunteer personal agendas from their view until you're ready. This is useful if you're pre-assigning their agenda and don't want to release them until a certain time. 



To hide the personal agenda for attendees, go to Configuration > Settings and set "Hide My Agenda" to Yes.







The volunteer setting can be found in the volunteer settings in Configuration.



Room capacity management



Every session must be assigned to a room including virtual sessions. You can name the room as you need, but you can also configure the room seating capacity. Set this to the maximum number of seats your physical or virtual room can support.



By default, the system only monitors session reservations vs room capacities so that you can take proactive action in adjusting the rooming of sessions to suit demand. This is indicated to you in the session list using a traffic light signal approach to the count. 



Should you wish to enforce room capacity, you can turn this on in Configuration > Settings and enabling 'Enforce room capacity' setting.







When enabled, once the number of session reservations reach the max seating capacity, the system will prevent anymore seats being reserved until capacity becomes available.



At this time we don't have the ability for a wait list.



Managing speakers



You can add and remove speakers to sessions using the admin interface. All you need to do is enter the email address of the speaker. If they have an account on Just Attend, the search will return their account. If not, a new account will be created and the speaker will be notified.



When a speaker is added, a ticket is generated for them to your event. This ticket is a 'Speaker' ticket and has no cost to the speaker. They will be emailed their ticket once you have added the speaker to the session and pressed save.



They are able to login and complete their profile and registration fields. Alternatively, you can do this for them in by editing their speaker account in the event admin area.



When you remove a speaker from a session their ticket will be cancelled to the event if they aren't speaking in any other session. If you would still like them to attend your event, they will need to register as an attendee, or you can re-register them manually in the event admin area.



When assigned, speakers will have the ability to edit their session description and upload their presentation only. They cannot edit the title, time, room, or change the track and level. 



Scheduling sessions



You can schedule sessions in two ways. 




By editing each session and choosing the start and end time of the session along with its room assignment.



By using the session calendar view that enables you to drag and drop sessions between times, rooms, and even across days.




Important: When moving sessions around on the session calendar, changes are not saved until you click the Save Changes button.



When using the session calendar, sessions are automatically color coded by track assignment to make it easier for you to distinguish if sessions in the same track are clashing with each other.



Session reservation



Attendees with a valid ticket will be able to reserve their place at a session by browsing the event agenda and clicking on the button to 'Add session to agenda'. When doing so, the session will show in their personal agenda list on the website and mobile app. The available seat count will also reduce by one.



By default, the platform doesn't prevent attendees from double booking onto sessions that overlap or start at the same time as each other. This allows them to hedge their bets and decide on the day which session to attend.



If your event is more capacity restricted, you can enable a setting called 'Prevent Agenda Overlap". This can be found in Configuration > Settings. When enabled, attendees will not be able to add more than one session in any one time period to their personal agenda, forcing them to make a single decision.







Session selection restriction



By default the system will allow attendees to add any number of sessions to their personal agenda. However, you may have a requirement that restricts attendees to picking a certain number of sessions per track to add to their agenda, for example: 1 session per track.



You can set this limit in Configuration > Settings and entering the max number of sessions into the "Maximum Agenda items per Session Category" setting.







When set to 0, this is unlimited and the restriction is essentially disabled.



Show only the sessions available based on ticket valid time



By default registered attendees will be able to see the entire event agenda when logged in and reserve their seat at any session. This is OK if the ticket they have purchased entitles them to stay at your event until the end.



However, if you offer time bound tickets, for example: morning and afternoon, or day one and day two, you may not want them to see sessions outside of their purchased ticket privilege. 



To prevent sessions from showing outside of their purchased ticket entry times, in Configuration > Settings set the setting "Show sessions outside of ticket date" to No.



When set to no, the system will look a the ticket entry and exit times and display sessions that fall within that time period only.



Adding sessions to an attendee's agenda



Attendees can choose what sessions to add to their agenda. However, you as an event admin can add sessions on behalf of attendees to their personal agenda.



There are 2 ways you can do this:



Manually by finding the attendee in your attendee list, viewing their registration and then clicking on the agenda tab. Use the selectors to add and remove sessions as needed.







Automated by creating automation rules that will add sessions to their agenda when they purchase their ticket.

### Setting Up Volunteers

The volunteer role allows you to extend your event team by encouraging volunteers to sign up to help you. The setting is disabled by default.



When enabled, you'll be able to create a volunteer landing page that informs potential volunteers what you need help with, when, and what incentives are available should they volunteer. At the bottom of this page, the volunteer tickets for your event will be displayed and they'll be able to self-sign up.



Important: The volunteer system implies that the tickets offered to such people are free of charge. Should you wish to charge volunteers for their attendance ticket, please contact us to discuss.



Enabling Volunteer Mode



To enable volunteer mode log in to the event admin portal, go to Configuration > Volunteers







Change the module activation from No to Yes and press Save.



Change Taxonomy



By default the taxonomy is set to Volunteers. If you want to change this to something else more familiar to your audience e.g. "Helpers" you can do so by updating the labels to what you want.







This will change the labels on the front end, but in the event admin portal, they will still be referred to as volunteers.



Volunteer Sign Up Landing Page



You can show or hide the volunteer sign up page on the front end. When set to hidden, the page is only accessible by direct link. This means you can distribute your call for volunteers by e-mail or other means and provide a link to sign up but not distract attendees from the tickets they should be registering for.







By default the landing page is enabled. 



Add the text that explains to the volunteers what they will be doing etc. so they can decide if they want to volunteer or not. This will show on the front end sign up page.







Requiring Profile Completion



By default the volunteers will be required to complete your event wide registration fields the same as attendees. However, you may want to require volunteers to complete their account profile especially if you're going to use the 'Meet the Team' feature page.



Under the registration settings block, check the user account fields the volunteer will need to complete in addition to the standard registration fields.







Enabling Meet The Team



The Meet the Team page is a directory of user profile accounts containing event administrators and volunteers for attendees to learn more about you and bring a sense of connection to the event.



By default, the page is disabled.







To turn on meet the team, change the setting to either:




Yes (Public) - Will show the page to all users including anonymous



Ticket Holders Only - Will show to users with a ticket to your event when they're signed in








Attendees will then be able to find out more about each team member







Tickets



You can create tickets for volunteers in the Tickets page of event admin. Click on the button for Add Volunteer Ticket







If you want to offer volunteers tickets for 'slots' e.g. Morning and Afternoon, then adjust the ticket valid from and to dates and times for each slot. Then volunteers can choose which ticket that suits their involvement.

### Exhibitor Staff Lead Scanning Guide

You can scan leads using the Just Attend mobile app installed directly on to your personal or business smartphone or tablet.



You can download the app here.



Once installed please login with your Just Attend credentials. These should be your email address and the password you set when logging into the event portal.



If you haven't received your event ticket then your company event administrator may not have registered you to attend the event on their behalf. In this case, you should contact your company administrator for the event in the first instance to check they have registered you. 



Failing that, please contact the conference administrator in charge of the event you're attending. 



Just Attend will not be able to assist you if your account hasn't be created and you haven't been registered for the event. We can only assist with account related issues, not event registration.



If you haven't yet set a password to your account, please click here and use the forgot password link and follow the instructions.



Once reset successfully, logon to the app.



Note: If your login fails after password reset it will because there has been no event registration found for your user account. If this happens, please contact your event administrator to confirm your registration.



If this is your first time logging into the app, you will be redirected straight into the event you're exhibiting at.



If you've previously used Just Attend for any other event, you will need to select the conference you want to enter from the upcoming conference list.







If you select the wrong conference, you can use the app menu to go back to the 'Conference Switcher'.



Once in your conference, you should see a conference home screen similar to this.







To Scan leads, click on the hamburger menu at the top right of the screen







Click on Lead Scan







When you click this the first time the app will require you to consent to use your device's camera. Please allow this. 



Note: If you deny or close this consent, please go to your app permissions settings page on your device and grant access to the camera.



The default experience for lead scanning is always to launch the camera first ready for scanning. This makes it easy to execute a lead scan when you're in the middle of a conversation.



To scan, point your camera at the QR code on the attendee's badge. There are no buttons to press, the app will automatically detect the QR code and fetch the attendee's details for lead saving.



When detected, the app will popup a screen showing the attendee's details. 



From here you can add notes and complete any fields which your company event admin has setup for you to complete.







Don't forget to press Save Lead when complete.



Accessing Your Saved Leads



To access your saved leads, launch the Scan Leads feature again. At the top right of the header you'll see a user icon. Click on this to reveal your scanned leads.







Exporting Your Leads



You can export your leads by going into your saved leads and clicking on the export button on the top right of the header.







This will send your leads to your email address as a CSV attachment.



You can only export the leads that you scanned under your login account. Exhibitor admins can export all leads generated by all their scanners from the event web portal.



Known Limitations & Best Practices



These are the current limitations of the lead scanning feature:




Editing lead fields and notes of a saved lead is not yet possible - feature update due Oct 2024



Cannot launch a conversation with the lead via the app - feature update due Oct 2024




For the best possible results in capturing lead notes, please write them in English. We have had sporadic reports that some special characters in different languages may encounter encoding issues with the database engine that may cause the notes to save incorrectly. We are still trying to find what those characters are.

### Automated Session Scheduling

One of the biggest benefits of using Just Attend is for our automated session scheduling. This is a powerful assistant to help you build your event agenda from session approvals in your call for content.



With our automated scheduling as soon as you approve a session from your call for content it is scheduled into the appropriate room setup for the session topic within the time frames permitted for the session.



The result is that you get a working schedule to refine based on where you want sessions from particular topics to be presented so you can make small adjustments and get your agenda live faster.



Compared to manual session scheduling, automated scheduling takes 90% less time to build your agenda.



Pre-requisites




You must have created your session rooms




Scheduling Basics



You can create scheduling rules based on the following conditions:




Date - this applies to the whole day (00:00 to 23:59)



Time - this applies to a specific time period within a day



Category - this applies to the session topics and levels



Duration - this applies to the length of the session in minutes




Actions are Blocked or Allow



The default action is Block if not defined.



The condition logic for sessions is AND. This means that if you create rule for a Category A, Duration 60 mins, only sessions that match both of these conditions will be chosen.



Setting Up Your Rules



Go to Setup > Rooms in your event management portal. From there edit the room you want to configure rules for.



To help you understand the concept of the rules, lets look at the following scenario.



Your event begins at 8am on the 20th August 2024 and ends at 6pm but you don't want any sessions scheduled after 5pm. You don't want any sessions scheduled between the hours of 8am and 9am as you will be checking-in attendees and you don't want sessions between 12pm and 1pm because of lunch. In Room 1 you only want sessions in the Communications topic to be scheduled.



To set this scenario up, edit Room 1.



Create a time based rule that blocks sessions from being scheduled between 8am and 9am on the 20th August and press Add Rule







Now create another time based block rule to prevent sessions at lunch.







Create another time based rule to prevent any sessions being scheduled after 5pm.







Now create a rule that allows only the communications category to be scheduled in this room.







Note: You can select more than one category in the same rule. The Wallboard and Label fields are now deprecated functionality that is being phased out. Please don't use.



Repeat rules for all other rooms. When completed you're now able to approve sessions in call for content and benefit from automated scheduling.



Additional Information: If you have room changeover time configured this will be added on to the start time of a session. For example if have a scheduling rule that is set to allow sessions from 9am and have a changeover time of 15-minutes, the session will begin at 9:15am. In order to ensure that the first session following a time block starts at the time you're expecting, set the end time of the block to 'time of session start - changeover time' e.g. 8:45am.



Scheduling rules are meant to give you a head start on building your agenda. You are still able to adjust your agenda at any time.



Unmatched Sessions



Any sessions that aren't matched to a scheduling rule are placed into the 'unscheduled' column on your agenda. You can then drag n drop them into their appropriate space. 



This is the same behavior if you don't have any scheduling rules configured or if the system cannot find a suitable place left to schedule the session.



Changing Rules



You can change the rules at any time. All changes are applied to session approvals approved after the change. Changing the rules won't alter sessions already scheduled using a previous configuration.



Scheduling Order



Scheduling is performed on a first approved, first scheduled basis. This means that sessions will fill up one room from start of the event to the end of the event before scheduling into other rooms where sessions are permitted.

### Submitting A Session

Anyone can submit a session to an event when the call for content window is open. They don't require a ticket to your event.



Note: A user who has submitted a session to your call for content that doesn't have a ticket to your event doesn't impact your registration limit. 



They are able to login using their Just Attend platform credentials, or if they haven't yet signed up to Just Attend, they can register for an account as part of the call for content submission procedure.



Once logged in, they will see a button to submit content. Or they can access this through their Speaker Area which is accessible from their logged in user menu.







When they click on Submit New Session they will be able to submit into any session category







Additional Speakers



If a session is being submitted that has more than one speaker, the submitter can nominate the names of their other speakers.



They can add them by email address. 



If an account is found, the content submission is also linked with their account. If they don't have an account, they will be sent an email informing them that they have been added as a speaker to a session submission and that they must create an account.



Saving & Editing Content



The submitter has the ability to save the submission to their own submission content library which they can use to submit to other events on Just Attend.



The submitter can also edit their session submission whilst their submission is in the Awaiting Review status.



Once the status of their session changes, they will no longer be able to change their session submission.



The submitter can delete their session any time before the call for content window closes.



Limits



The default number of sessions permitted that can be submitted by any one speaker is 4. This can be configured in your call for content settings.



If a speaker is added as an additional speaker to another session, this session counts towards their submission allowance.

### Configure Call for Content

Call for content (sometimes referred to as "Call for Papers" or "Call for Speakers") allows you to collect session proposals for your event from your community.



Usually this is a time limited process that happens several weeks or months before your event begins.



You're able to use Just Attend to collect content submissions before you have sold a ticket. This means you can run your entire call for content for free with unlimited submissions. 



Pre-requisites




Before you open call for content, be sure you have created your session categories.




Configuring Call for Content



Go to your conference admin portal and navigate to Setup > Event Details > Call for Speakers







Choose the date and time you want your call for content to open and close.



When your call for content window is open, a section on the main conference page is shown to encourage people to submit.







You can customize this section by adding in your own text and image. Include information that will be important for speakers to know in advance of submitting such as expenses or travel arrangements.



You can also add your own acceptance terms a speaker must agree to when accepting a session offer







When your call for content closes, the section will be hidden from view.

### AI Content Detection

AI is an increasingly useful tool for creating a structured outline for content whether that is a PowerPoint presentation or in this case, a session submission to an event.



We believe AI should be used responsibly and as an assistant, not a replacement of human intellect and value.



Across our events we have seen an increase in unedited AI content submitted to events as session proposals. 



We believe you as an event organizer should be made aware when submissions include AI generated content and how much content is AI generated so that you can make better decisions in your session evaluations.



Our AI Content Detector can be enabled on your call for speakers module. 







When enabled, each time a session proposal is submitted or edited it is evaluated by our AI Detector which provides sentiment on how much of the session content is AI generated.



The following table explains the scoring criteria



Amount of AI Content DetectedIndicator0 - 54.9%Green - Contains some AI but at least half of the content is human input55 - 84.9%Amber - Contains mostly AI generated content with only minor human input / correction85 - 100%Red - Almost all content has been AI generated with little to no human correction or input



Our AI Content Detector should be used as a tool to help you approach your evaluations with caution. We strongly recommend that you spend an appropriate amount of time ensuring the submission meets your criteria, is factually correct, and you feel it is deliverable within your event parameters.



We don't recommend that you use this tool as a primary decision maker or automatic eliminator in your session evaluations.



Limits



AI Content Detector is included in all paid plans up to a limit of 15,000 words. Additional credits are available to purchase for $10.00 per 10,000 words.



If you're using our free plan, you can purchase AI Content Detection for $15.00 per 10,000 evaluated words.



As a barometer, the average word count per 100 sessions submissions is around 7,500 to 9,000 words combined.

### Live Agenda Wallboards

If you've attended events you may have seen digital displays outside seminar rooms showing what sessions are in progress and upcoming in that room.



You may have also seen large displays on exhibition floors showcasing what is on and upcoming at the entire event.



When you create a room in Just Attend, a live wallboard is also created for this room.

















The wallboards are web driven and accessible via public URL so no login is required. This makes it easy for you to deploy onto venue or 3rd party digital signage solutions.



To find your room wallboard URL to share, go to your conference admin portal and then to Setup > Rooms.



The wallboard for each room is accessible by clicking on the wallboard button next to each room.







Copy the URL this opens and paste it into your digital signage solution.



Update Frequency



The wallboards update automatically every 15 seconds. They call 'home' to download all their content to local cached storage on the device controlling the screen. This is transparent to the viewer and they will not experience a screen refresh.



Offline Mode



The wallboards need access to the internet to download their configuration and data. This takes no longer than 15 seconds. After which the wallboards will continue to function using that configuration data until the end of your event without needing internet access again. 



This means they can withstand any inconsistent or intermittent internet connectivity glitches. The wallboards will refresh their content once internet connectivity has been restored.



Testing the Wallboard 



You can test the wallboard from your laptop or PC by accessing the URL. The wallboard should load showing the first session of the event in the lead up to the event date. 



You can spoof the time and date the wallboard thinks it is by adding a test query string to skip to a certain date and time.



At the end of the wallboard URL add the following query string



?ja_date_override=YYYY-MM-DD%20HH:MM:SS
e.g. ?ja_date_override=2024-06-20%2010:00:30



This will make the wallboard display the content as if it was this time.



Note: Don't use this query string on the live wallboards as they will not move forward in time as the event  progresses.



Wallboard Reponsiveness



The wallboards are responsive to screen orientation. When a screen is in landscape mode the wallboard will show like this:







And when orientated to portrait, they will respond with this layout







The break point for orientation is 1280 pixels.



Room Sponsor



By default, the bottom of the wallboard will carousel all your exhibitor logos found in your exhibitor list. If you want to dedicate a room to a specific exhibitor through increased sponsorship you can select which exhibitor should be the room sponsor when editing the room.







Event Wallboard



There is also an event wide wallboard that will show what is going on now in each room and what is upcoming next in those which can be displayed on venue signage.



This can be found in the Rooms page at the top right of the page







This wallboard is intended to be used in landscape only mode and is best viewed on 4K resolution.







Digital Signage Requirements



The wallboards will run on any digital signage solution that can display a webpage. To avoid screen flicker don't set the page to auto refresh in the digital signage settings. The javascript code used in the webpage will refresh its own data transparently.



If you are going to run your own signage, we recommend that you use Raspberry Pi 4 devices with 4GB RAM and not the 1GB models. 



The wallboards will run on the 1GB models but they aren't the most powerful devices which can lead to jumpy transitions. 



To run native Raspberry Pi with Chromium add the following code to your boot start up config



@chromium-browser --kiosk https://events.justattend.com/...



Replace the URL with the wallboard URL.

### Conference Settings

You can control when your conference should be made public and when to publish your agenda using the toggles in conference settings.



To get to settings, login to your conference admin portal and go to Setup > Settings







Conference Public - When this is set to YES, your conference homepage and front end will be visible to anyone. When set to NO, this will be hidden in 'Maintenance Mode'. This is useful when you're busy building your event up and don't want any early visitors to your event page.







When set to NO, you as an admin will still be able to view the front end as if it was public so you can validate its look and feel.



Agenda Published - when this is set to NO, the event agenda and personal agenda pages on the front end are not shown to the public or logged in attendees. This allows you to create and fine tune your agenda in the conference admin area before making it public to view.



Admin Email Notification - when this is set to YES, each time someone registers for your event, the admins will receive an email notifying them of the registration. In most cases we recommend that this setting is set to NO.

### Adding Other Admins To Your Conference

Organizing conferences takes a lot of work and resources. You can share the responsibility of managing your Just Attend event with multiple event administrators.



There is no license charge for event administrators and these aren't counted towards any registration limit.



To add an administrator, login to your conference admin portal. Then navigate to Setup > Admins



From there you can manage your administrators







To add an administrator, enter their email address and press Check User



If they already have an account on Just Attend they will be added instantly. If they are new to the system then you will need to supply their name as well as their email address.







Press Save Changes to add them.



When added they will receive an email informing them that they have been added. If they have an existing account, they can login using their email address and current password. 



If they are new to the system, they will be required to perform a password reset first.



Deleting an Admin



You can remove an admin (but not yourself) from your event at any time. Go to Setup > Admins and then click Remove Admin next to the person you want to remove.



Please be aware that removing them as an admin doesn't remove them from any other roles they may have within the event they have been removed from.



In other words, if they have registered as a speaker, attendee, or even exhibitor staff, their registration will remain unaffected.



If you want to remove them completely, please also cancel their ticket from your registrations too.

### Configuring Discounts

If you're charging for a ticket you may have different incentives that offer discounts to qualifying attendees. 



Just Attend has 2 ways to offer discounted incentives to potential attendees, coupons and loyalty based discounts.



You can find and manage these in the conference admin portal under Setup > Discounts



Coupons



Coupons allow you to generate discount codes that apply a certain percentage discount to the price of a ticket. 







When you add a new coupon, the code is automatically generated for you, but you can replace this with your own. They must be unique.



The maximum number of characters supported is 10 and these can be alphanumeric.



Enter your discount amount as a percentage to be deducted off your ticket price. You can use this handy calculator to work out your percentage.









Enter the usage limit. This is the number of times the coupon can be used as a whole before it is no longer valid. Enter 0 for unlimited uses.



You can optionally link this coupon to an exhibitor. In doing so, this makes the coupon visible to the exhibitor in their self-service area.







Alternatively you can link the code to a speaker so that also shows in their speaker area. 



Note: The code assignment cannot be assigned to both Exhibitor AND Speaker. Only 1 assignment can be configured.



Finally choose the ticket types to assign the coupon to. If no assignment is chosen the coupon can be used against any public ticket available to purchase.



Bulk Coupons



You also have the ability to create multiple coupons matching the same conditions by choosing Add Bulk Coupons







Enter the number of coupon codes to create and their conditions and press Add Coupons



Loyalty Discounts



Loyalty discounts is a useful way to reward previous attendees with automated discount at checkout without needing to create coupons for them.







When configured if an attendee registers for your event using an email address they used at a previously qualifying event, then you can apply a loyalty discount automatically for them.



This can be found in the Discounts section alongside coupons.







You can create a tiered discount program by configuring different qualifying discount tiers.



For example if an attendee has attended 2 or more previous events, automatically apply X discount or if they have attended only 1 previous event apply Y discount.



With loyalty you can choose a percentage discount or fixed amount.



Choose the time period your discount offer is available from and to, along with the previous events to use as the qualifying criteria. Then choose which tickets the loyalty discount should apply to.



If the attendee qualified for loyalty they will pay the discounted price at checkout and receive a badge next to their name when logged in







In the conference admin you will see users who have qualified for loyalty when editing their attendee details

### Session Categories

If you're going to be hosting seminars then you need to setup at least one session category or use the default pre-created for you.



You can find the sessions categories in Setup > Categories







There are 2 types of categories, track and level.



Track - this is the overall session topical category 



Level - this is a sub-category of the topical category, for example topical depth



You must have at least one of each configured.



Note: Levels are sub-categories applied to all tracks. There is no current way to offer different levels per track topic. This will be added in a future release.



Durations



You are able to configure session durations accepted via call for content for each track and level. The default duration is set to 60 minutes.







You're able to add your own session durations as you need and each category can support more than 1 duration.



Please note that a level duration will override the main category duration when selected. For example if a track has a duration set of 40 minutes, but a level is set to 20 minutes, when the speaker chooses the level within the the track, the maximum duration of the session will be set to 20 minutes.



This also works the other way around. If a track duration is set to 20 minutes, but a level is configured at 40 minutes, when the level is selected, the duration will be set to 40 minutes.



Category Description



The category description is an opportunity for you to communicate with your potential speakers and attendees on what to expect from content within the category. 







This helps them understand if the content within the track is relevant to their interests.

### Configuring Rooms

If you're event includes seminars you will need to create at least 1 room. Rooms are used to locate sessions and these can be physical rooms in your venue, or virtual rooms.



Rooms can be configured from the Setup > Rooms menu in the conference admin portal.







To add a room click on Add New Room








Room Name - this will be displayed on your event agenda, mobile app, and wallboards



Room Capacity - this is used to indicate how many seats are available in the room



Room Changeover Time - this is used with automated session scheduling to provide a gap in the agenda for people to move between sessions



Room Sponsor - this allows you to select a sponsor for the room. Their logo shows on the room wallboard




When you have completed this information, press Create Room



Editing Rooms



You can change any room configuration in the Edit Room page







Please be aware that adjusting the room change over time will not alter the gap between sessions already scheduled on your agenda.

### Integrating With An External Check-In System

Did you know that Just Attend has its own onsite check-in and badge printing solution? - See more here



If you do want to work with an external system for event check-in and badge printing, then of course, you're able to do so.



We don't have any integrations with other check-in systems that will automatically send ticket data to that platform. Instead you must export your attendee list from the conference admin portal to CSV and import into your chosen system.



If you would like integration with your system, please get in touch and we can discuss your needs.



To export your attendees, go to Attendees > Active Attendees and click the Export All Users button







This will export all your attendees, speakers, exhibitors, and staff members to CSV.



Pass this CSV on to your check-in and badge printing provider.



Lead or Session Attendance Scanning



If you intend on using the Just Attend mobile app with your exhibitors to scan leads or with your staff to scan entry into sessions, then it is very important that your badge printing company prints a QR code on the badge encoded with the ticket number of the attendee.



The QR code must be 2D. Barcodes aren't supported and won't be recognized by the mobile app.



The QR Code must be encoded with just  the ticket number of the attendee with nothing prefixed or appended. e.g. 12345678



Example:

### Creating & Managing Tickets

In order for attendees to register for your event you must create at least one public ticket to purchase. You can create and manage tickets in the conference admin portal Setup > Tickets







Before you begin make sure that you've setup your payment methods and tax settings if you're planning to charge for tickets.



Understanding ticket types



There are 4 types of tickets you can add to the system:




Public - these are tickets that will be available for sale to the general public



Speaker - these are the tickets assigned to a speaker when they accept their speaking slot



Exhibitor - these are the tickets assigned to exhibitor staff when they're added as booth staff



Internal - these are tickets that are available only to conference admins to register attendees manually with. 




Both the speaker and exhibitor tickets are automatically created for an event. You must have only one of each type in your event of these. You can have as many internal or public tickets as you want.



At the moment it is assumed that both these ticket types will be free tickets when issued and the speaker or exhibitor staff member will not be required to pay. In future updates we will support multiple tickets for these types as well as condition based charging.



Ticket Availability



For each ticket you can configure when they should be on sale from and to as well as the number of tickets available to purchase.



You will see a running total of the number of tickets sold and remaining from the ticket configuration page.



Note: Speaker and Exhibitor tickets must have an availability number, but this number is ignored in the system currently when these tickets are issued.



When a public ticket has reached its availability, it will not be possible to purchase the ticket from the front end until the availability has been increased. However, as an admin, you can still manually register attendees using these tickets in the conference admin portal.



Configuring a ticket



Press Add Ticket to add a new ticket to your event and add the following information.








Ticket Name - the name of the ticket as the attendee will see it



Ticket Type - choose between public, speaker, exhibitor, or internal (default: public)



Ticket Label - optional if you want to highlight a ticket offer e.g. "Early Bird"



Ticket Cost - enter the amount including taxes your ticket will cost (enter 0 for free)



Ticket Currency - choose the currency you are going to charge in



Entry Valid From - the date and time (in your event timezone) that this ticket will be valid from



Entry Valid To - the date and time (in your event timezone) that this ticket will be valid to



Ticket Available From - the date and time (in your event timezone) that people will be able to purchase from



Ticket Available To - the date and time (in your event timezone) that people will be able to purchase until assuming that it hasn't sold out beforehand



Ticket Order - the order this ticket will show on the buy tickets page (default: 10)



Quantity Available - the number of tickets available of this ticket type




You can also add a short and long description of what this ticket includes or excludes which is shown to the purchaser







Short descriptions are shown on the ticket card on the front end and the longer descriptions are shown in a modal which is accessible using the "More info" button on the ticket card.

















Sending tickets



Tickets are sent automatically by email when the purchaser has completed their registration steps. If they haven't received their ticket, the main reason will be because they haven't completed all their mandatory registration fields.



They can access their ticket by logging into the event portal and clicking on My Ticket or by logging into the Just Attend mobile app.



You can resend them their ticket at any time by finding their registration in Attendees > Active Attendees and then clicking Edit next to their account.



From the attendee detail page, scroll down to the Actions section and then press Email Ticket







If you need to cancel and refund a ticket, click on the cancel button. Please read more about refund management here.



Changing ticket types



You can change a ticket that has been issued to another type from the actions menu when editing an attendee



If you need to transfer a ticket to another user, please read this article.

### Customizing Your Registration Form

As a conference organizer you need complete control over the data you capture from your attendees. 



Attendee information is important because it allows you to build up a picture of your attendee demographic which you can use to attract new exhibitors and provide confidence to existing ones as well as enabling you to tailor your event to better suit the types of people attending.



As a result, Just Attend offers you the ability to create your own registration form fields.



Out of the box, Just Attend requires the following 2 pieces of information which is mandatory




Full name



E-mail address




These are required in order for the attendee to create an account on our platform for the purpose of attending an event.



Any other fields are controlled by you.



Setting Up Your Custom Fields



To set up your custom fields it is important to ensure that these are correct and as you intend them to be for all your registrations. 



We don't recommend changing them once you open registration and you've attained your first attendee as the fields aren't persistent. 



Go to your conference admin portal and then navigate to  Setup > Event Details > Registration Fields







We have set up some of the most common fields asked in registration forms for you in the pre-defined fields box.



Note - pre-defined fields when enabled are considered mandatory fields that must be completed. If you want to make these fields optional, then create a custom field of the same name instead.



Click on Add Custom Field to create a field








Enter the name of the field as the attendee will see it on the form. 



Choose whether the field must be completed or not



Choose whether the exhibitors will be able to export this field in their lead scan export



Choose the field type




When creating multiple choice fields, enter the choices on a separate line







Press Add Field to add it to your registration form.



Note - Fields are shown on the registration form in the order you create them here. At the moment there is no way to reorder them once you've added them. This functionality will be added in the near future.



Once you've added all your fields, be sure to click the green Save button.



When attendees register for your event, the fields will be shown to them as part of the registration process.







Incomplete Registrations



Sometimes attendees for various reasons don't always complete their registration fields. Just Attend handles this by holding back their ticket from being issued until they have completed all required fields.



If an attendee hasn't completed their fields, then when they login to the platform again they will not be able to navigate away from their registration data profile until they have completed it.







This prevents them from obtaining their ticket and QR code to check-in to your event until it has been completed.



As an organizer you can keep track of all attendees who have or haven't completed their registration fields by viewing the status light in the Active Attendees list.








Green = Complete



Red = Incomplete




Note: You will be able to check-in an attendee at your event with incomplete registration fields by using our kiosk software and entering their ticket number or email address.



Common Questions with Answers



Can I add different registration fields for different tickets?



At the moment this isn't possible. It is one set of registration fields per conference, so all ticket holders will need to complete the same form including speakers, exhibitors, and your staff members.



Can I change my registration fields?



Technically yes, but doing so will invalidate any previous submissions and any data saved against the old questions will be lost.



Can I reorder my registration fields?



Currently in the UI there is no reorder capability. However, if you really need to reorder the fields, please raise a support ticket with us and we can do this for you.



Is there a limit to the number of fields I can have?



No, there is no limit to the number of fields you can add. Please bear in mind that currently there is no automated form pagination or multi-step forms, so all fields will be shown on one page.



Do you support conditional / branched fields?



No we don't yet support conditional fields or branching in our registration form.



Can I use another form builder to register attendees?



No, we don't integrate with any other form builders currently. You must use our registration form for attendee registration.

### Transferring, Cancelling, & Refunding A Ticket

There are times when you will be asked about transferring, cancelling, and even refunding a purchased ticket. 



In Just Attend you can perform all these activities easily.



Transferring a ticket to another person



Each individual person in Just Attend has their own unique account on the platform, registrations to any event are associated with that account. Furthermore, each individual will have their own personal data to enter into your registration form.



This makes transferring tickets as if they were tickets to a concert is not possible.



However, there are 2 ways you can achieve a ticket transfer.



Option 1 - Coupons



With this option, you should cancel the original person's ticket. When you cancel it they will receive an email to inform them their ticket is no longer valid and they will be moved into the cancelled tickets list.



Now you need to invite the person they want to transfer the ticket to on to the platform. Assuming you know their email address you can invite them to register themselves using a coupon code.



Create your coupon code totalling 100% discount (assuming that you haven't refunded any money) and associate the coupon with the qualifying ticket. 



You can do this in Setup > Discounts of the conference admin portal







Add the coupon to your event.



Then you can send this coupon to the new attendee by email instructing them to register for a ticket and to use the coupon at the checkout.



Alternatively, you can issue a URL that will automatically apply the coupon. Copy your event homepage URL and append the following to the URL



?code=[your coupon code]



This will avoid them having to enter the coupon code at checkout and automatically apply it.



Option 2 - Manual Registration



The 2nd option is perhaps the easiest to control as a conference organizer and that is to register them yourself. 



First, cancel the ticket of the person no longer attending and ask them to supply the name and email address of the person they want to transfer their ticket to.



Once you have this information, in the conference admin portal go to  Attendees > Active Attendees > Add Attendee







Select a ticket to use







Enter the email address of the new attendee and their name







Choose whether you will complete the registration information steps or they will. Then press Add Attendee. They will have their ticket emailed to them.



If you select "They will do it themselves" when they login to the portal they will be forced to complete your event registration fields.



Cancelling and refunding a ticket



Only a conference admin can cancel a ticket. The purchaser doesn't have this control. When you cancel a ticket, if they have paid via Stripe you have an option to perform a refund or partial refund too with this action.



Go to your conference admin portal and then Attendees > Active Attendees, search for the attendee and then edit them.



Scroll down their detail page until you see the Actions section and the cancel ticket button







Here you can choose whether you want to just cancel the ticket and keep any monies associated or cancel and issue a refund.







If you chose cancel and issue a refund you will then have the option to enter the amount to be refunded.







This will default to the full amount paid by the attendee.



When you press OK the ticket will be cancelled and Just Attend will send a refund request to your Stripe account to process the refund.



Stripe will automatically refund the purchaser by finding the transaction identifier associated and then refund the stated amount to the card used in the original purchase.



It is not possible with Just Attend or Stripe to issue a refund to another bank account or payment card that wasn't used for the original transaction.



Sometimes the card used at purchase time can expire validity in the time between purchase and refund. In this case, where the purchaser has remained with the same bank or credit card company and has just had a new card issued, the refund will process as normal.



Where the purchaser has closed the account between purchase and refund and you issue the refund, then the money will be returned to the card issuer. The purchaser will then need to contact the card issuer and request the money to be paid to their new account or check.



Just Attend doesn't manage refunds or compliance of such transactions on your behalf.

### Get Paid By Invoice

If you want to offer your attendee the opportunity to pay for their ticket by bank transfer, you can enable the 'pay by invoice' payment method in Just Attend.



When enabled, the purchaser will have the option to choose what method of payment they want to pay with. If they choose pay by invoice they will be required to fill out billing fields such as name, address, PO number etc. You can choose which fields to require in the pay by invoice module configuration.







Once they have completed their billing information and completed their ticket registration they will be sent the invoice to their email address (and accounts email address if supplied) along with their ticket to the event.







Be aware that the ticket is issued at the point of order and not when you receive payment. There is no integration with your bank to reconcile invoices currently. For any unpaid invoices, you will need to cancel the attendee's ticket.



Setting Up Pay By Invoice



Login to your conference admin portal and navigate to Setup > Payment Methods







Click on Manage next to the invoice method.



Please ensure you have completed your ticket tax settings before enabling the invoice payment method. For more details, see ticket tax settings.








Payment Terms - the number of days the invoice must be paid by



Payment Instructions - please enter your bank details or other instructions on how to pay this invoice.




The next section contains the billing information you want the purchaser to add to the invoice. By default they are all set to ON and required.







Please adjust the field settings as you require, then Press Save.



When you're ready to enable the method, change the status from Inactive to Active and press Save.



View Pending Invoices



You can view any unpaid invoices at any time by navigating to  Financials > Pending Invoices in the conference admin portal.







When you receive payment, you can edit the invoice and mark it as paid.







If an attendee needs to edit their invoice billing information, they can do this in their own account profile on the front end. Alternatively, you can make the necessary changes here and send them an updated invoice by email.



When the purchaser adds their accounts email address, the invoice is emailed to the purchaser and the accounts email address at the same time.

### Ticket Tax & Invoice Settings

All prices when you enter a cost against a ticket are inclusive of any tax required. Therefore when setting your ticket price, set this to the amount the attendee will pay including any taxes due.



When an attendee purchases a ticket, they will be able to download an invoice for their purchase from their account page.



The invoice will show the tax break down and your company information so they can process it with their accounts team.



To setup your tax settings, follow the below process.



Login to your admin portal and go to Setup > Event Details > Tax / Invoice Settings 







Complete all fields that are relevant to your business setup.




Company Number - this is your company registration number supplied by your government company register



Tax Rate - the taxable rate for your country e.g. 20 (percentage)



VAT / TAX Number - this is your company tax or VAT registration number e.g. GB123456789



Registered Address - this is your company's registered name and business address








There is an optional footer message you can enter e.g. "thank you for your business" if you wish to put anything in the invoice footer. This doesn't accept any variable data.



Invoices



Invoices are automatically generated when an attendee creates a transaction (purchases a ticket). They are downloadable from their account page.







When invoices are generated, your company information will be displayed on the invoice to comply with accounting best practices. 



The invoice number is formulated with a JA prefix which indicates the invoice was generated by Just Attend. The next 8 characters relates to your specific Event ID and the last numerical block is the Transaction ID of the transaction.



Invoices can be emailed, edited, and downloaded from the admin portal too.



Editing an Invoice



An invoice can be edited in two ways:




By the purchaser in their personal account area



By the organizer in the admin portal




Only the billing information can be edited for an invoice. The item and amount paid cannot.



Editing an Invoice as the purchaser



The purchaser can login to the front end of your event portal using the account they purchased the ticket with. From there click on My Account



From their account page, click on Billing tab 







Here they can add the business name and address they want the invoice to be made out to.



Press Update Billing Info then click on the invoices tab and download the invoice







Editing an invoice as a conference organizer



If you are asked to update an invoice on a customer's behalf you can do this from the admin portal. 



From the admin portal go to Financials > Transactions







Search for the person by name or email address and press Edit Invoice



You can also find the user directly in attendees list, then edit the attendee and scroll down to transaction history and click the edit invoice button to do the same.



From here you can edit the billing information as you need.







When edited and updated, click on the email invoice button to send the invoice to the purchaser's email address or download it as a PDF and send it externally.

### Integrating With Stripe

Just Attend integrates with Stripe which can be used as a payment gateway for your ticket purchases. 



Unlike other platforms we don't handle the payment fulfilment on your behalf. Instead, you must do this with your own Stripe account.



We believe this is a better approach because in so doing you benefit from cheaper fees and also have access to your ticket revenue quicker. Some other platforms may withhold some or all of your ticket revenue until after your event. 



That doesn't happen with Just Attend.



Pre-requisites



You will need to register and setup your account with Stripe.



This process quick and you can be setup and ready to accept payments within a few minutes. You will need to provide Stripe with your business details, tax information, and also link your bank account that funds will be paid into.



In your Stripe dashboard you will need to create an API key. 



You can do this by clicking on Developers > API Key > Create Secret Key







Give your key a name e.g. Just Attend and press Create







Be sure to copy and paste your generated key into notepad temporarily. It will start with sk_live...







Be sure you have this copied as you won't be able to retrieve it from Stripe again and you'll need to create a new one.



Also copy your publishable key starting with pk_live to notepad







Integrate Just Attend with Stripe



Now you have your publishable and secret API keys, you can integrate Stripe with Just Attend.



In your admin portal go to Setup > Payment Methods > Stripe > Manage







Add your Stripe publishable and secret key to the appropriate Live fields







Press Save



As you can see, you can also add test API keys too. This is useful if you want to test your integration by registering a ticket and using the Stripe gateway in test mode.



Testing Stripe Integration



With test mode you enter fake card information into Stripe checkout and it will process like a real transaction but without taking real money.



First you need to create a test mode API key in Stripe. You can do this by toggling ON  test mode in your Stripe dashboard







Once toggled on, go to Developers > API Keys



Copy your test publishable and secret keys and paste them into Just Attend's Stripe integration in the Test Key fields







Be sure to switch the integration mode from Live to Test and save your changes.



If you want to activate the Stripe integration, change the Active  status to Yes.



When you're finished testing, make sure to change the mode status to Live.

### Setting Up Your Event For The First Time

When you sign up to Just Attend you will be invited by email to your event portal. The URL for your event will be unique to your event.



Just Attend provides a fully functioning front end website which you can use to promote and center your event around. This means that you don't necessarily need another website to 'front' your event and can bring prospective attendees, exhibitors, and speakers to sign up directly on your Just Attend website.



You can of course choose to have a different website to market / promote your event brand and we offer a WordPress plugin that allows you to integrate exhibitors, speakers, and sessions from Just Attend into your WordPress website should you want a more tailored website theme and flow.



Whether you choose to use just our web platform or integrate with WordPress, users will always end up on the Just Attend platform at some point. Therefore it is important that you setup the platform properly, including branding and event meta information.



What you will need



Before you begin and for the best results you will need to prepare the following information and digital assets.



If you haven't got all this information to hand in advance, don't worry, all this can be added at any time. 



Information / AssetRequirementsYour event logo for light backgroundsFull color 2:1 aspect ratio with no padding, transparent background PNG formatYour event logo for dark backgroundsWhite 2:1 aspect ratio with no padding, transparent background PNG formatInvoice logo (if different from event e.g. trading company logo)Full color 2:1 aspect ratio with no padding, PNG formatStacked logo (used as an alternative to inline)Full color 1:1 aspect ratio, transparent background PNG formatPrimary brand color (used for button background color)hex code e.g. #4424C9Secondary brand color (used as text color over primary brand colour)hex code e.g. #FFFFFFName of your event as you want it displayed to publicStart and End date of your event and timesYoutube video (optional) Promotional video that can be displayed in the hero section of the main event homepagePromotional ImageWill be used if there is no promotional video present. Useful for showcasing offers.For best results 1920 x 1080 pixels, 150-300dpi, PNG or JPGHero Background ImageWill be used in the hero section of the conference homepage as a cover image. For best results 1920 x 1080 pixels, 150-300dpi, PNG or JPGPrivacy Policy URLYou must supply a URL to your privacy policy your attendees have to accept as part of their registration



Setting up your event



Log in to the event portal. You can do this by clicking on your event URL and using the login function. If you have lost this then click here.







Once logged in, at the top of the page, click on the Conference Admin button to enter your admin portal.







The navigate using the left hand menu to Setup > Event Details







Use the form to enter your event information.




Conference Name - the name of your conference as attendees will know it



Conference Type - In-person, virtual, or hybrid



Conference Timezone - the timezone the conference will take place in



Conference Start Date - the date your conference will begin in that timezone



Conference End Date - the date your conference will end in that timezone



Day Start Time - the time your event will open each conference day



Day End Time - the time your event will close each conference day



Venue Address - The full address of the venue where your event is taking place








Press  Save



It is important to save your changes on each tab page as they are not all saved together.



Once complete its time to add some information about your event so attendees can learn more and the reasons for attending. Click on the About tab.







Here you can write about your event using the WYSIWYG editor. You may find it easier to document in a word processor like Microsoft Word first. 



Be careful when using a word processor like Word that when you copy your text, all formatting, fonts, colors, sizes will be copied too. This can make the display of the information appear odd and out of keeping with the rest of the site. We recommend using a Word to HTML sanitizer before pasting into our platform in order to maintain the correct look and appearance.



Next it's time to configure your conference homepage hero section. You can do this by clicking on the Media tab.







If you use a Youtube video, this will take precedence over any introduction image you might upload. If you want to show the image, remove the Youtube video link first.



The background image shows in the hero section of the conference homepage only and is displayed full width, centered, and sized as a cover without repeat.



To better understand where these are used, see the below screenshot with descriptions.







Now you have the basic information available in your event portal, you can now add some branding. In Setup > Branding is where you'll find the ability to choose your color scheme and upload your logos.







In the contact email, enter the email address you want any web inquiries to be sent when someone uses the contact us form.



Choose your brand's primary color using the color picker. This will be the color of:




the hero info box on the homepage as the background color



the button background color of all submit buttons



the footer background color of all pages



the underline of all H1 and H2 titles



the background color of all wallboards



the header color scheme of the mobile app when logged into your event




The secondary color is used for the text color of all text on laid on top of your primary brand color.



Sometimes your brand colors may not work well as background and font colors in certain uses. For the wallboards, you can choose to override the text that clashes by choosing alternative colors. 



Press Save  to save your brand scheme.



Now click on the Logos tab to upload your logos.







The only logo you need to upload is your site logo. This will be used in all places where alternative logos aren't used.



Where your brand color is bold or dark, we recommend that you upload an alternative site logo that works on dark backgrounds that won't clash. Upload this to the alternative site logo.



The stacked logo is only used on wallboards when the site logo isn't visually correct. 



The invoice logo is used on all generated invoices. By default this is the site logo, but if your trading company name is different to the event logo, then you can upload your company logo here.



Press Save to save your logos.



At this point your conference portal is branded and taking shape. There are more tasks for you to do to begin using it. 



We've put together a checklist below for you.



TaskInformationArticle LinkAdd conference detailsMandatory Set conference brandMandatoryAdd company billing infoyour business billing details that will be shown on invoicesIntegrate with StripeOptional if you want to use Stripe as a payment gatewaySetup Invoice billingOptional if you want to accept invoice billingCreate ticketsMandatory to offer tickets for registrationSet registration fieldsMandatory if you want to capture attendee informationConfigure Session CategoriesMandatory if you want to use call for contentConfigure Exhibitor LevelsMandatory if you want to add exhibitorsConfigure Call for ContentOptional if you want public to submit session content for consideration

### What Happens When My Event Ends?

In the conference admin portal you set the dates and times that your event starts and ends. Before the start date you can adjust these dates however you require.



This means that should you have to reschedule your event and it hasn't yet started you can do so without any obstruction.



As soon as your event start date begins your event is considered in-progress. In this state you will no longer be able to adjust the start or end date of your event.



Furthermore, you will be able to add or edit tickets but their on sale dates will be limited to the dates of your in-progress event.



The same logic will be applied to sessions. You will be able to add new sessions or adjust existing sessions within the boundary of your in-progress event dates.



All other functionality will not be restricted.



What happens after my event end date?



All conferences remain online and available within the Just Attend mobile app indefinitely. This means your ticket holders can access the content and their data at any time post event.



This provides you as an organizer with the opportunity to upload your session recordings for on-demand viewing and even sell on-demand tickets after your in-person event has expired. 



The only real limitation at the end of your event will be the inability to repurpose your finished event into a brand new one.



How long will my expired events be online for?



Your event will remain on our system and available to access indefinitely. This means that attendees who have attended your events can scroll back through each iteration to view content such as sessions and download presentations. 



This gives you an unrivalled opportunity vs any other platform to build a library of content and a community around your event over the years.



Can I delete an event?



You can of course choose to delete your event at any time. However, be aware that this is a destructive action and you will lose all the data from registrations, analytics, sessions etc. related to that event.



Do so at your own risk. Once deleted there is no way to restore.



Can I unpublish an event?



Yes, you can un-publish an event at any time from the conference admin portal.



Go to Setup > Settings and change the Conference Public setting to No and press Save.







On the top bar on the admin portal you will see the conference published status.



When not published, anyone trying to access your event front end portal will be shown a holding page.

### How Our Plans Work & Choosing The Right One

All of our plans are charged on a per event basis and are limited by user registration (consumption). When you choose any of our plans, you benefit from all features within the platform. There are no feature distinctions between the free plan and our highest priced plan. 



What is a registration?



A registration is any user of your conference that has or had a ticket to attend your event. These could be:




Attendee



Speaker



Exhibitor Booth Staff Member



Press member



Event Staff




Once a ticket has been issued to a person, this counts as a consumed registration.



Important - registration consumption is calculated as soon as a ticket is issued. If you cancel a ticket, this isn't credited back to your remaining registration balance. 



Types of users who aren't classified as a registration are:




Event platform administrators without a ticket



Exhibitor administrators without a ticket



Users who have registered an account to submit sessions by call for content who aren't registered as speakers




What if I go over my registration limit?



We offer tiered plans for events of different sizes that give you a guaranteed maximum amount of registrations. You can upgrade between plans at any time by paying the difference between your current plan and selected new plan.



When your current plan reached 95% of your plan's registration limit you will be prompted to upgrade. If you feel that your event will exceed your plan limits, you should upgrade immediately to avoid disruption to your registration.



If you fail to upgrade before your plan's limit has been reached we offer a 2% burst over your plan limits (except for the free plan) so that you have time to upgrade without affecting your registration capabilities.



The following table shows the burst threshold of each plan



PlanNumber of Burst RegistrationsFree0Seed5Sprout10Grow20Bloom40



If you fail to upgrade your plan before the burst threshold has been reached, registrations for your event will be suspended.



When suspended, no new users can be registered either manually in the conference admin portal, exhibitor self service, or purchase tickets that might be available in the front-end.



All existing registration holders will be able to use the platform without limitation and all features will be available.



Which Plan Should I Choose?



You should choose the plan that best meets your conference registration goals as this will avoid any unnecessary restrictions. 



You can calculate the number of registration licenses you need by using the calculator below:









If this is your first time using Just Attend or if this is your first ever event and you aren't sure how many registrations you need, we recommend that you choose the free plan to begin with.



The free plan gives you full access to our entire platform features but is limited to 50 registrations. 



Often as conference organizers you have to acquire software before earning revenue from ticket or exhibitor sales. 



Using the free plan enables you to begin using the system at the same time as fundraising so that you don't need to invest upfront before you even know if your event is secured.



What if I don't use all my plan's registrations?



Any unused registrations in your plan will expire when your event ends. You won't be able to carry these forward to your next event or be credited back to you pro-rata either by refund or credit note.



You should ensure that you select the right plan for your event.



To limit the risk of overspending on plans, we recommend that you choose our lowest plan first, then upgrade through the available plan tiers as your event grows.



What happens at the end of my event?



As soon as your event start date has arrived you won't be able to modify the start and end date of that event or add any more tickets to that event.



You will be able to modify any existing tickets such as availability and price, but changing dates will not be possible.



Your event will still continue to operate as normal and you will have full control over its features and capability.