Conference registration
Ticket types, member and student pricing, early birds, comp codes, add-ons and pay by card or invoice.
Conference registration software: sessions, badges & sponsors
Conference organisers: from early bird to name badge, joined up. Sessions, sponsors and badges, sorted.
Ticket types bent to fit a platform that wasn't built for conferences. Session numbers live in a spreadsheet. Dietary needs turn up the week before and badges get mail-merged at midnight. We build registration, session, badge and sponsor systems for conference organisers that all talk to each other. Then we host them and look after them.
Looking for conference registration software that actually fits your event?
A conference is a pile of moving parts that all have to land on the same Tuesday morning: member and non-member rates, day passes, workshops with 30 seats, a gala dinner, sponsors wanting their logos everywhere, speakers who still haven't sent slides and 600 people who need a badge with the right name spelled the right way. Most organisers run it on a generic ticketing platform plus a dozen spreadsheets and a very full inbox.
Wollopit builds custom conference software around how your events actually run. Delegates register once and pick their sessions with real caps. Dietary and access needs land straight in the catering report. Sponsors and speakers get their own portals. Badges print from the data and check-in takes seconds. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers. You can reuse it event after event.
01The problems
What we hear from conference organisers
Does your conference organising business have these problems? Here's how we'd fix them.
Most conference organisers we talk to run brilliant events on top of exports, mail merges and late nights. It holds together, right up until the registration desk opens.
- The problemThe registration platform doesn't fitMember rates, early birds, student pricing and comp passes all bodged together with promo codes and workarounds.How we fix itRegistration built around your ticket types, with member checks, early bird cut-offs, comp codes and add-ons like the gala dinner.
- The problemSession numbers live in a spreadsheetWorkshops overfill, a breakout room holds 40 and 72 people turn up. Somebody counts by hand every night.How we fix itSession selection with hard caps, waitlists and clash checks so nobody books two things in the same slot.
- The problemDietary needs arrive a week outA panicked email to every delegate, half reply and the caterer gets a best guess.How we fix itDietary, allergy and access needs captured at registration with a catering report by day and meal.
- The problemBadges made by handMail merge into Word, typos in surnames and late registrations written on with a Sharpie.How we fix itBadges print straight from registration data with QR codes. Late arrivals get theirs printed at the desk.
- The problemSponsor packages lost in emailLogos in the wrong format, booth numbers in someone's inbox and exhibitor staff never registered.How we fix itA sponsor portal with their package, deliverables checklist, logo uploads and exhibitor staff passes.
- The problemGroup registrations are a messAn HR manager emails a spreadsheet of 15 staff and wants one invoice. You type them all in.How we fix itGroup bookings where the company pays once and each staff member fills in their own details and sessions.
- The problemChasing invoices and purchase ordersCouncils, universities and government want to pay by invoice. Nobody knows who's paid until the books are done.How we fix itPay by card or invoice, PO numbers captured, invoices sent to Xero and reminders that chase themselves.
- The problemSpeakers chased for everythingBios, headshots, slides and AV needs hunted down one email at a time.How we fix itA speaker portal with deadlines, uploads, AV requests and travel details all in one spot.
- The problemAbstracts in an overflowing inboxSubmissions arrive as attachments and reviewers score them in their own spreadsheets.How we fix itCall for papers with online submissions, reviewer scoring and accept or decline emails sent in bulk.
- The problemThe 8am check-in queueAlphabetical lists on trestle tables and a line out the door while the keynote starts.How we fix itQR check-in on any phone or tablet, badges printed on demand and live numbers for the organiser.
- The problemCPD certificates done manuallyDelegates need proof of attendance for their CPD points and you build certificates one at a time.How we fix itSession scanning tracks attendance and certificates generate and send themselves after the event.
- The problemProgram changes reach nobodyA speaker drops out and the PDF program is wrong before it's printed.How we fix itA live online program that updates instantly, with SMS and email alerts for room changes.
02What we build
Solutions
What we build for conference organisers. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Session selection
Streams, workshops and breakouts with caps, waitlists, clash checks and changes up to your cut-off.
Dietary & access capture
Allergies, dietary needs and accessibility requests flowing into catering and venue reports.
Badge printing
Badge layouts by ticket type, printed in bulk from the data or on demand at the desk.
Check-in & session scanning
QR check-in on phones and tablets, session door scanning and live attendance numbers.
Sponsor & exhibitor portal
Packages, deliverables, logo uploads, booth allocation and exhibitor staff passes.
Group & company bookings
One payer, many delegates. Each person fills in their own details and sessions.
Speaker portal
Bios, headshots, slides, AV needs, travel and accommodation with deadline reminders.
Call for papers
Abstract submissions, reviewer allocation, scoring and bulk accept or decline emails.
Live online program
Sessions, speakers and rooms on your website and phones, updated the second you change it.
Delegate emails & SMS
Confirmations, joining info, reminders and room changes sent to the right people.
CPD & certificates
Attendance-based CPD points and certificates generated and emailed after the event.
Invoices & finance
Tax invoices, PO numbers, part payments and refunds synced to Xero or MYOB.
Event reports
Registrations by day, sessions, dietary counts, sponsor deliverables and revenue at a glance.
03The systems
The big ones
Your whole conference, on one system.
These are the systems conference organisers ask us about most. Each one works on its own. They get properly clever when they're joined up.
Registration
Registration that fits your conference, not the other way round.
Every ticket type, rate and add-on you actually sell, with member checks and early bird cut-offs that switch over on their own. Delegates pay by card or request an invoice. Your finance team stops guessing who's paid.
- Member, non-member and student rates
- Early bird cut-offs that switch automatically
- Day passes and full registrations
- Gala dinner and workshop add-ons
- Comp and speaker codes
- Pay by card or invoice
- PO numbers captured
- Group and company bookings
- Invoices synced to Xero or MYOB
- Refunds and transfers handled
Sessions & program
Sessions that never overfill.
Delegates choose their streams and workshops when they register, with real room caps and waitlists. The program on your website updates the second you move a session. Delegates hear about room changes before they walk into the wrong one.
- Streams, breakouts and workshops
- Hard caps per room
- Waitlists that fill themselves
- Clash checks across time slots
- Changes allowed up to your cut-off
- Live program on web and mobile
- Speaker and room details per session
- SMS alerts for room changes
- Session numbers for AV and catering
Badges & check-in
Badges print themselves. Check-in takes seconds.
Badges come straight from registration data, laid out by ticket type with QR codes for scanning. On the day, staff check people in on phones or tablets and print a badge on the spot for late arrivals. You see who's here in real time.
- Badge layouts by ticket type
- Bulk print or print on demand
- QR codes on every badge
- Check-in on any phone or tablet
- Name fixes printed at the desk
- Session door scanning
- Live arrival numbers
- Dietary flags shown at check-in
- Lead scanning for exhibitors
Sponsors & exhibitors
Sponsors who get what they paid for.
Each sponsor logs in to see their package, what's owed to them and what you still need from them. Logos, booth details and exhibitor staff registrations all come in through the portal instead of your inbox.
- Sponsor packages and tiers
- Deliverables checklist per sponsor
- Logo and artwork uploads
- Booth allocation on a floor plan
- Exhibitor staff passes
- Deadlines with automatic reminders
- Sponsor invoices to Xero
- Logos fed to website and program
- Post-event sponsor reports
Speakers & abstracts
Speakers sorted without the email chase.
Run your call for papers online, let reviewers score in one place and send outcomes in bulk. Accepted speakers land in a portal where they upload bios, headshots and slides and tell you what AV they need.
- Online abstract submissions
- Reviewer allocation and scoring
- Bulk accept and decline emails
- Speaker bios and headshots
- Slide uploads with deadlines
- AV and room requirements
- Travel and accommodation details
- Speakers flow into the program
- Speaker comp registrations
04How it changes
Before and after
Conference week, wolloped.
Here's how the week before a conference could change. Every event is different, so we map yours first.
Before
- Export registrations from the ticketing platform
- Rebuild the session spreadsheet for room counts
- Email every delegate for dietary needs
- Mail-merge badges and fix the typos
- Chase sponsors for logos and staff names
- Handwrite late registrations at the desk
After
- Registrations are already live in one system
- Sessions capped with waitlists filling themselves
- Catering report ready by day and meal
- Badges print straight from the data
- Sponsors uploaded everything in their portal
- Late arrivals get a badge printed in seconds
05Services
Everything under one roof
Software, websites and systems for conference organisers.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for conference organisers
Built around how your conference organising business actually runs: conference registration, session selection and the admin in between, in one system you own.
Websites for conference organisers
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Conference organising business system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for conference organisers
Dietary & access capture and badge printing: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Eventbrite, Humanitix and Cvent so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your conference organising business, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside event platforms you're happy with or replace the ones holding you back.
- Eventbrite
- Humanitix
- Cvent
- Sessionize
- Slido
- Stripe
- Square
- Xero
- MYOB
- Mailchimp
- Campaign Monitor
- HubSpot
- Salesforce
- Zoom
- Microsoft Teams
- Google Workspace
- YouTube
- Vimeo
- Twilio SMS
- Canva
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your conference organising business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit in on your planning, look at last year's spreadsheets and work out where the late nights actually come from.
- 02
Archi-tech
We plan it before writing code: ticket types, sessions, sponsors, speakers, badges, payments, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually registration first, so it's live before your early bird opens.
- 04
Look after
We host it, maintain it and are on call through event week. When something breaks you call the people who built it.
08Questions
FAQ
Things conference organisers ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can attendees change sessions after registering?
Yes, up to a cut-off you set. Caps and waitlists still apply, so a freed-up seat goes to the next person waiting.
Can it handle invoices and purchase orders?
Yes. Delegates can pay by card or request an invoice with a PO number. Invoices sync to Xero or MYOB and unpaid ones get reminders automatically.
Can we print badges on the day?
Yes. Bulk print before the event, then print single badges at the desk for late registrations or name fixes. Badges carry QR codes for check-in and session scanning.
Can it track CPD points?
Yes. Session scanning records who attended what and certificates with CPD points can generate and email themselves after the event.
We already use Eventbrite or Humanitix. Do we have to switch?
No. If your ticketing platform is doing its job we can build around it: sessions, badges, sponsors and check-in on top. If it's holding you back we'll show you what replacing it involves before anything changes.
Can we reuse it for our next conference?
Yes. That's a big part of the value. Clone last year's setup, change the dates and sessions and you're ready to open registrations.
How much does a conference system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like badge printing or session selection can be quick. Bigger systems are planned in stages so you get the first win early, ideally before registrations open.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. During event week you can ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most conference organisers we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a conference organising business problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.