Setting up paid event registration for a congress

Paid event registration is a registration process in which participants pay online directly during registration and subsequently receive a confirmation with an invoice and e-ticket, so registration and payment are handled in a single process.

For a congress with participation fees, the registration process stands or falls with payment. Participants who register and then have to wait for an invoice are more likely to drop out or remain outstanding in the administration for weeks. By incorporating payment into the registration process, a registration is immediately final. Activo has been providing this service for business events and congresses since 1997.

Rates vary by target group

A congress rarely has just one rate. Members and non-members pay different rates, junior doctors or students have their own category, and speakers or committee members often pay nothing. You define these categories in the registration form, so participants are automatically assigned the correct rate without anyone having to make corrections afterwards.

You can also link individual components such as a dinner, workshop, or pre-conference day to the registration. The online payment module calculates and charges the total at the end of the registration process.

What the participant receives after payment

Immediately after completing the registration, the participant receives a confirmation. It contains everything they need, without having to follow up on anything themselves.

• Confirmation of registration with the selected components
• A PDF invoice for their own administration or employer
• The e-ticket with QR code for access control at the venue
• Where applicable, the personal programme with selected sessions

The PDF invoice is more important for congresses than for a free event. Participants often claim their participation costs from their employer or department and need supporting documentation immediately. You can read about how these details are collected in the article on collecting information during congress registration.

How paid registration affects attendance

A participant who has paid is more likely to attend or cancel earlier. This makes attendance forecasts more reliable, which directly affects catering and room planning. For the organising committee, this is the practical argument for charging participation fees, separate from covering the costs.

Make sure cancellations are clearly regulated. A clear cancellation policy in the registration process prevents discussions in the weeks leading up to the congress.

Part of the congress journey

Registration, payment, programme, and reception come together in the medical congress platform. On the day of the congress, the e-ticket is scanned at the entrance, followed by badge distribution, with an Activo project manager on site. The platform is set up with attention to GDPR and meets the requirements of academic and healthcare organisations.

Frequently asked questions about paid event registration