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Congresses and Conventions

Fourteen Delegate Categories. One Registration.

Member, non-member, student, press: each category gets its own form and price schedule, and early, standard and late rates switch on the dates you set. In the US it is a convention. The fee table is just as long.

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  • Unlimited fee categories and price tiers
  • Five languages, from the form to the PDF ticket
  • Sessions booked at sign-up, scanned at the door
Agenda page of an event website with a tab for each day, a filter by track, and sessions listed with their times, rooms, track labels, descriptions and speakers

Congress Kit

Congress Quirks

Congress or Convention.
Same Quirks Either Way.

A congress (the European word for a convention) pushes registration harder than most events. These are the hard parts, and where each one stands.

A Dozen Categories, Three Deadlines Each

The Quirk

A large congress runs a dozen delegate categories or more, each with early, standard and late fees and sometimes income-country tiers, as the IUCN tender for its 2025 congress spelled out.

How eventcloud Handles It

Build each category as its own ticket group or ticket type with its own price schedule; there is no cap on how many. Stacked price windows move from early to standard to late on the dates you set. Press and committee get private groups that only open from a secret link.

See Attendee Types and Pricing

Institutions That Pay by Invoice

Coming Soon
The Quirk

Universities, hospitals and ministries want an invoice, a bank transfer and a purchase order number before anyone pays a penny.

How eventcloud Handles It

Delegates choose to pay by invoice or bank transfer, the purchase order travels with the booking, and receipts carry your VAT number.

Today, capture the PO number on the form, hold the seat with a payment link that stays open for up to 30 days, or add paid-up delegates by hand or import them from Excel.

See Payments and VAT

Delegates from Forty Countries

The Quirk

Delegates expect to register, pay and read their confirmation in their own language, not squint at yours.

How eventcloud Handles It

Publish the congress in UK or US English, Spanish, German and French, each with its own URL. Delegates register and pay on Stripe's page in the language they chose, and their confirmation email and PDF ticket follow once you publish each email in that language. Badges print in your main language, or in each delegate's own if you switch that on.

See Languages

Parallel Sessions, and Proof of Who Came

Partial
The Quirk

Six rooms run at once, the masterclass seats sixty, and the society wants proof of who turned up to what.

How eventcloud Handles It

Delegates book their sessions as they register, door staff scan at each session's door, and each session's attendee list shows who came in and when they first arrived, with a spreadsheet download.

Coming soon: certificates of attendance and CPD credits.

See Session Booking
Who Registers

Four Ways In. One Fee Table.

Delegates in their own language, delegations booked by the dozen, press through the side door and a desk any temp can run.

In Their Language.
Down to the PDF.

Delegates register, pay on Stripe's page and read their confirmation in UK or US English, Spanish, German or French, once you publish each email in that language. Badges print in your main language, or in each delegate's own if you switch that on.

  • Five languages: each with its own web address
  • Every checkout step: translated, Stripe's page included
  • The PDF ticket: follows the confirmation email
See Multi-language
Attendee details step of a checkout in German, with the reservation timer and translated questions such as E-Mail-Adresse, Vorname, Nachname, Unternehmen / Organisation, Position, Mobilnummer and Wohnsitzland

Twenty Delegates. One Order.
Twenty Confirmations.

A national society books its whole delegation in one go: up to 99 of a pass in one order, each delegate with their own details, email address and confirmation. Group rates lower the price from the number of tickets you choose.

  • Group rates: up to six price breaks per paid price window
  • The booker: gets a confirmation only if they are on the list
  • Coming soon: a coordinator portal for delegations
See Group Rates
Ticket card on a public event page with a group rates ladder: three tickets chosen at the price for three or four, a lower price from five, and a running total

Press Through the Side Door.
Accredited Outlets Only.

Press register through a private ticket group that only opens from the secret link you send to accredited outlets, with its own form and badge design. Coming soon: approval, so each press registration waits for your yes.

  • Hidden: never listed on the public event page
  • Their own form: outlet, role and press card number
  • Their own badge: a design stewards spot at a glance
See Registration Forms
Registration form layout with email, name, company and job title fields, a section heading and a selected single choice question with its options

An Accreditation Desk.
On Any Tablet.

Hand the desk to your PCO or the temps who started at seven: a check-in link and a four-digit PIN, no logins. Delegates who would rather do it themselves print their own badge at the Badge Kiosk.

  • Pause: stop every phone at once between halls
  • The kiosk: name or email search, if you switch it on
  • Coming soon: batch printing by category
See the Badge Kiosk
Check-in settings for door staff: a four digit staff PIN, a switch to pause access, and a check-in link with a QR code to open on a phone. The PIN and link are masked in this image
Tender Checklist

The Tender Checklist. Ticked Honestly.

Congress tenders ask for much the same list. Here is where eventcloud stands on each line today, gaps included.

Tender LineWhere eventcloud Stands
Fee Categories and Income-country TiersUnlimited ticket groups and types, each with dated early, standard and late prices
Registration in Several LanguagesFive languages, each with its own URL, from the form to Stripe's payment page
Confirmations and PDF Tickets in Each Delegate's LanguageA version of each email per languageUntil you publish a language, its readers get your primary version.
Delegations and Group RatesUp to 99 of a pass in one order, and up to six group rates per paid price window
Session Booking with CapacitiesFree, paid or included sessions, with clashes refused
Session AttendanceDoor scanning per session, and who came in and when as a spreadsheet
Badges by Category, Printed on ArrivalA design per ticket group, printed at a Badge Kiosk
Exhibitor Lead RetrievalExhibitors scan the QR code on each attendee's badge or in their event app and export to Excel
ExportsExcel, up to 10,000 orders each, filtered by ticket group

On the Workbench

  • Invoices, Bank Transfer and Purchase OrdersDelegates pay by invoice or bank transfer, with the PO on the bookingComing Soon
  • Press Accreditation with ApprovalEach press registration waits for your yesComing Soon
  • Abstracts and Call for PapersAbstract and speaker submissions where delegates registerComing Soon
  • Certificates of Attendance and CPDCertificates and CPD or CE credits for delegates who attendedComing Soon
  • Hotel and Travel BookingRooms and travel alongside registrationComing Soon
Congress Week

Early Bird to Closing Plenary. Four Steps.

The fee table, the desk, the parallel sessions and the proof, in the order the committee will ask about them.

  1. 1

    Set the Fee Table

    Each category gets early, standard and late windows that switch by date. Once a price has sold, its amount stays put, but its dates can still move.

    Price windows for an industry pass: early bird, standard and a door price, each with its dates, an Edit button and its group rates
  2. 2

    Accredit at the Desk

    Delegates type their ticket number at a Badge Kiosk and print a badge in their category's design. Printing checks them in.

    Printed delegate badge for BioInnovate MedExpo 2026 with the event banner, Mei Koch, Head of Sales at Wayne Enterprises, a QR code and DELEGATE
    Checked In
  3. 3

    Book the Breakouts

    Delegates book sessions in checkout, then add more in the event app. Clashes are refused, and a full session stops taking bookings.

    Session page in the event app for Rail Before Runways with the time, room, a Book this session button, the description and its track
  4. 4

    Prove Who Attended

    Each session's attendee list shows who came in and when, with a spreadsheet for the society's records. Coming soon: certificates of attendance and CPD credits.

    Attendee list for one session showing six booked places with names, emails, ticket type, place type, amount paid and attended time, and a button to download the list as a spreadsheet
On Every Seat

Everything Else. Already Included.

No modules to buy and no tier to upgrade to.

Fair Questions

Questions Congress Organisers Ask.

Can delegates pay by invoice or bank transfer?

Coming soon: invoices, pay by invoice, bank transfer and purchase orders. Today, capture a PO number on the form, hold the seat with a payment link that stays open for up to 30 days, or add delegates by hand or import them from Excel once they have paid. Card payments go through Stripe's hosted checkout straight to your account.

Which languages can delegates register in?

Five: UK and US English, Spanish, German and French, each with its own URL. Delegates see the form, every checkout step and Stripe's payment page in the language they choose, and their confirmation email and PDF ticket follow once you publish that language's version of the email. Badges print in your main language unless you switch on each delegate's own.

Can we see who attended each session?

Yes. Door staff scan at each session's door, and its attendee list shows who booked, who has it with their pass and who came in and when, with a spreadsheet download. Coming soon: certificates of attendance and CPD credits.

Can we vet press before they get a pass?

Coming soon: approval and invite-only registration, so a press registration waits for your yes. Today, press register through a private ticket group that only opens from a secret link you send to accredited outlets, with its own form and badge design.

Is this convention registration software too?

Yes. A convention is what US English calls a congress, and the same fee categories, price windows, badges and check-in apply. Events, registrations and attendees are unlimited on every plan.

Where is delegate data hosted?

Coming soon: EU or UK data hosting and a data processing agreement. Today it is hosted in the US, on Fly.io in US East. You can erase a delegate's data on request and export attendees and orders to Excel whenever you like.

Keep Exploring

Running It with a PCO?
Start Here.

  • Solution

    PCOs and Agencies

    Run each client society as its own organisation, from one account.

  • Solution

    Associations

    The events team, the calendar and the finance office.

  • Solution

    Association Events

    Members, chapters and the AGM on one subscription.

  • Solution

    Conferences

    Delegates, speakers and sponsors in one registration.

Your Next Congress, Registered Before the Committee Agrees on the Logo.

Unlimited events, registrations and attendees on every plan. Build the fee table in the free trial and publish when the committee finally says yes.

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  • Unlimited fee categories
  • Five languages per event
  • VAT frozen onto every order

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