Starting an event begins with ticketing, and one of the most crucial tasks for event organizers is finding the perfect event ticketing platform. With many event tech companies offering various feature-rich ticketing platforms, selecting the one that fits all your requirements can be a challenge. However, a well-chosen platform can streamline key aspects of planning and execution, enhance the attendee experience, and boost ROI. In this blog, we will explore the key features, considerations, and benefits of an event ticketing platform for your next event. So, without further ado, let’s get started!
Checklist To Consider While Selecting Event Ticketing Platform
Consider the following checklist below before finalizing your event registration and ticketing platform.
1. Define Your Event Requirements
It’s important as well as essential to know about your event in-depth before anyone else. Therefore, before selecting an event ticketing platform, it’s a must to understand the event’s specifications, needs, and requirements. This section delves into the exploration of event requirements to help you clarify any doubts, if any. Consider the following factors:
Event type:
What kind of event are you hosting? (Conference, festival, summit, AGM, music concert, workshop, trade show, expos, etc.) Different events have unique needs, such as:
- Conference: Features like attendee registration, speaker management, and scheduling tools are required.
- Festival: Needs features like ticket tiering, wristband, smart event badge management, and quick on-site check-in.
- Small events (less than 100 attendees): Events like annual general meetings (small-scale), virtual product launches, etc., may require basic features and minimal support.
- Large events (thousands of attendees): Events like trade shows, expos, and art exhibitions need robust features, high scalability, and dedicated support.
Read More: Tips for Trade Show Event Management
Ticket pricing strategy:
How will you price your tickets? Consider:
- Single-tier pricing
- Multi-tier pricing (e.g., early bird, regular, VIP)
- Discounts (e.g., student, group, family)
- Promotions (e.g., limited-time offers, bundle deals)
Registration process:
What information do you need to collect from attendees using event registration form? Consider:
- Basic contact information ( Attendee name, email, contact details, government ID)
- Additional details (e.g., company, job title, dietary restrictions)
- Custom questions (e.g., “How did you hear about our event?”)
By defining your event requirements, you’ll be able to:
- Identify the essential features your QR code ticketing platform needs to have
- Expect the attendees at the events and
- Determine the scalability and performance requirements
- Understand the necessary customization options regarding event registration forms, mobile event app and more
- Ensure a smooth event registration and ticketing process for your attendees
2. Key Features to Look for in an Event Ticketing Platform
Here next we are going to learn more about the key features that you might need in an online event ticketing platform. It’s crucial to know about the capabilities and benefits of the event ticketing platform you’re choosing and make sure that the required features are available according to event type. When evaluating contactless ticketing platforms, consider the following essential features:
User-friendly interface and navigation:
An easy and simple user-friendly interface and navigation are crucial for both organizers and attendees. It should not be challenging, or hard to navigate. Ensure that the user interface has the following;
- Easy-to-use event dashboard for organizers to manage in-doors and outdoor events
- Intuitive event ticket purchasing process for attendees
- UI/UX designing with a focus on visualization
- Clear and concise event information display along with top onsite event solutions
- Simple navigation and minimal clicks to complete tasks
Read More: Tips for Effective Outdoor Event Management
Customizable event pages and ticket types:
This feature allows you to tailor the platform to your event’s specific needs. Look for contactless ticketing platforms that support;
- Personalized event registration pages with branding and images (e.g., microsites, websites)
- Contactless event registration and paperless ticketing methods
- Flexible event ticket types (e.g., general admission, VIP, student discounts)
- Ability to create custom ticket fields and questions
- Support for multiple events and event series
Secure payment processing and fraud protection:
Make sure that the contactless ticketing platform prioritizes security with;
- PCI-compliant payment processing
- Data encryption and secure servers
- Fraud detection and prevention measures with blockchain technology
- Support for multiple payment gateways, customized event manager app, and cashless payment methods
Real-time analytics and reporting:
Look for features like real-time analytics and reporting because they offer data-driven decisions that help in optimizing event strategy. Ensure to leverage the benefits of the event ticketing platform and check if it provides access;
- To detailed lead generation and revenue reports
- Attendee demographics through the event manager app and behavior insights like attendance tracking, revenue reporting, KPI demographic analysis, and engagement metrics.
- To leveraging the benefits of event ticketing platform in tracking event registrations, ROI and overall event performance
Mobile optimization and accessibility:
To ensure a smooth and seamless experience for attendees, mobile optimization plays a major role in providing;
- Mobile-friendly event registration landing pages and event ticket purchasing
- Responsive mobile event app design for various devices and screen sizes
- Accessibility features of contactless ticketing platform for attendees with disabilities
- Interactive features of mobile event apps like push notifications, live polls, GIFs, emojis, leaderboards, breakout rooms, etc.
- Support mobile event ticketing via digital check-in methods like QR code scanning
- 3D wayfinding for attendees to easily navigate
Read More: How Event Mobile App Streamlines Corporate/Conference Events?
3. Evaluate Platform Fees and Pricing Models
After identifying the event requirements and considering the key features of the QR code ticketing platform it’s essential to understand the costing fees of the platform and related pricing models. It assists with informed decisions and chooses the best option for your event. Remember to consider your specific event needs, revenue projections, and attendee experience when considering these factors.
Per-Ticket Fees
- Calculate the cost per ticket sold by QR code ticketing platform
- Consider the fee structure of the QR code ticketing platform
- Flat rate per ticket (e.g., $0.50 per ticket)
- Tiered pricing (e.g., $0.25 per ticket for the first 100 tickets, $0.50 per ticket thereafter)
- Assess how per-ticket fees will impact your event revenue.
Percentage-Based Fees
- Consider fees as a percentage of ticket prices
- Evaluate the percentage rate (e.g., 2%, 5%, 10%)
- Calculate the fee amount based on ticket prices (e.g., $20 ticket x 5% fee = $1)
- Assess how percentage-based fees will impact your event revenue.
Flat Fees
- Assess fixed fees per transaction or event
- Evaluate the flat fee amount (e.g., $5 per transaction, $100 per event)
- Consider any tiered pricing or discounts for large events such as corporate conferences, and summits. Trade shows, expos, etc.
Payment Terms and Refund Policies
- Understand the payment schedules by considering questions like; When will you receive ticket revenue? Are there any payment delays or holds?
- Ensure to evaluate refund policies too. What is the refund process for attendees? Are there any refund fees or penalties?
- Assess how payment terms and refund policies will impact your event cash flow and overall attendee satisfaction.
4. Evaluation of the Platform’s Integration Capabilities
Choosing an online QR code-based event ticketing platform has never been an easy task. It’s a matter of considering fees, features, customer service, and third-party integration capabilities, all at once. Therefore ensure that the online digital ticketing platform you’re choosing enables you to connect with your existing event management tools, software, and services. Here mentioned are the key factors to access:
Existing event management software:
- Start with verifying the QR code ticketing platform’s compatibility with your current tools, such as event planning software, event CRM systems, or marketing automation platforms for effective execution.
- API access and customization options: Features like ‘personalization’ have become a must-have factor. Make sure to consider the QR code ticketing platform’s flexibility for custom integrations. It’ll further allow event professionals to tailor the platform to specific needs.
However, API access also plays a major role in planning business strategies with effective budget management, data management, and promoting overall organization. Therefore, consider every feature and benefit of an event ticketing platform for seamless events.
Read More: Top 5 Third-Party Event Integration Tools For Seamless Event Registration
Compatibility with other tools and services:
In addition to the above factors, ensure that the QR code ticketing platform seamlessly integrates with essential software, such as:
- Payment gateways ( PayPal, Stripe, Square, etc)
- Social media platforms (Facebook, Instagram, Threads, Twitter(X), LinkedIn)
- Email marketing tools
- Project management tools
- Webinar and virtual event platforms
- Survey and Feedback Tools
- Analytics and reporting software ( Google Analytics, Power BI, etc)
5. Check for Reliable Customer Support and Reviews
Just like attendee satisfaction matters, in the same way, reliable customer support, and positive reviews are crucial indicators of a trustworthy event ticketing platform. Before relying on a contactless ticketing platform, make sure to evaluate the benefits of the event ticketing platform by checking its support channel, quality, and responsiveness, as well as research what other event organizers say about the platform.
Customer support channels:
Assess the availability and responsiveness of support channels, including:
- Phone, and laptop support
- Email support
- Artificial Intelligence chatbots to provide automated customer support.
- Live streaming, live chat support of contactless ticketing platform
- Knowledge base or documentation
Quality and responsiveness of support:
Evaluate the expertise and support times, ensuring:
- Timely responses to inquiries asked by attendees via mobile event app
- Knowledgeable support staff to solve immediate issues
- Effective resolution of technical issues quickly
Reviews and ratings:
Reviews and feedback are important when choosing the best event registration platform. Always research what other event organizers say about the platform, considering:
- Overall ratings (e.g., 4.5/5 stars)
- Written reviews and testimonials
6. Security, Scalability, and Reliability
Make sure that the QR code ticketing platform prioritizes security measures including data encryption, PCI compliance for secure payment gateways scalability, and reliability to protect your data and provide a seamless attendee experience. Ensure that your contactless ticketing platform can handle:
- High traffic and large attendee numbers
- Peak sales periods and sudden spikes in demand
- Rapid growth and expansion
- Prevent downtime and data loss with robust infrastructure and server architecture.
- Have regular backups and event risk management plans
- Redundancy measures for critical systems and components
7. Additional Features and Benefits of Event Ticketing Platform
The final section highlights the importance of considering extra features and benefits of event ticketing platforms that can enhance your overall event experience with increased reach, branding, promotion, engagement and ROI. Here are more detailed benefits of event ticketing platforms to look for, along with advanced tools to help you promote your event in every aspect. Here is the table with categories and services to look for while choosing a platform;
| Categories | Services Offered |
| 1. Smart Registration | Event Microsite Builder, Self Managed Registration, Modules For E-commerce, Hotel Booking & Packages, Marketing Automation, Badge Builder, Category Wise Registration, Speakers Management Module, Facial Recognition, Turnstile Access, Options For On-spot Print Badge Over Simple Hardware, RSVP Management, QR Code Check-ins, Access Management & Footfall Scanning, Business Card Exchange, Self Check-in App, Self Check-in Kiosks, WhatsApp Driven Digital Badge & Ticketing, WhatsApp Driven Communication & CRM |
| 2. Content & Streaming | In-studio Or On-ground Live Streaming, Live Production-Based Streaming, Studio & Croma Shoot Integration, Live Motion Camera Multi Feed Integration, Intranet Streaming, Connecting Virtual & Physical Speakers, 2 Way Interaction Of Virtual Audience, Multi-language Support, Self-Managed Streaming Studio |
| 3. Networking | Master Attendee List (Virtual + Onspot), Pre Event Connections & Networking, Meeting Scheduler, AI Matchmaking of Virtual & Physical Audience, Onspot Networking Pods, Chat Rooms For Virtual & Physical Audiences, Digital Business Card Exchange, Hybrid Networking Tables |
| 4. Expo Experience | Exhibitor Portal, Offline-Online Expo Sync, Live Commerce, Visitor Meeting Scheduler, Exhibitors Profile, Live Lead Retrieval, Easy Onboarding, Exhibitor On App |
| 5. Event Marketing & CRM | WhatsApp Centric CRM, Email & WhatsApp Marketing Automation, Audience Targeting & Retargeting, Branded Landing Page with UTM Tracking, Email & Campaign Builder, Social Media Integration |
| 6. Event Platform | White Label Hybrid Event App, Exchange Contact Information Via QR Codes, Stream Your Content Live, Schedule Private Meetings, Speed Networking, Interact Via Polls And Q&A, Environment, On-Stage Experience, Breakout & Functional Rooms |
Summing Up:
By the end of the blog, it’s clear that choosing the right event ticketing platform is one of the critical decisions that directly impact an event’s success or failure. In this comprehensive guide, we have covered all the sections that you need in the platform selection process. With all the above-mentioned factors, you’ll be well-equipped to analyze and effectively evaluate the ideal platform for your event.
However, always remember to define and identify event requirements, assess key features, check up on fees along with benefits of the event ticketing platform. Besides all, consider pricing models and don’t forget about integration capabilities. Moreover, security, scalability and additional features spice up the searching game. Furthermore, with the right event ticketing platform, you’ll be able to host successful and hassle-free events.
