Describe the event you actually run
Start with the work, not a feature list. A paid conference with workshops has different needs from an invitation-only reception or a time-slot attraction. Write down who registers, who pays, what each ticket includes and what happens when plans change. Include exhibitors, speakers and staff if they pass through a different flow. A platform that handles the happy path but leaves exceptions to spreadsheets may not be the simpler option.
Make one realistic test booking
Give each shortlisted vendor the same scenario: a purchaser books for several attendees, selects a paid workshop, receives an invoice and later changes one attendee. Ask to see the buyer’s screen, the administrator’s record and the resulting email. Clarify the difference between the person paying and the people attending. A single contact field is not enough if your accounts team and badge desk need different identities.
Follow the money as well as the ticket
Ask who is the merchant, when funds settle and which charges remain after a refund. Include payment-provider fees, platform fees, tax treatment, currency conversion and any minimum commitment in a written quotation. Do not compare one supplier’s per-ticket rate with another supplier’s all-in package. Demonstrate a partial refund and verify the ticket and financial records agree. No supplier pricing is assumed in this guide.
Treat the door as part of registration
The booking is not finished when an email arrives. Ask about ticket retrieval, lost phones, walk-ins, badge printing and poor connectivity. pretix’s public documentation is a useful example of why details matter: offline check-in depends on local data and the selected security profile. Ticket Tailor separately documents a check-in app and printable door lists. Check the workflow offered by your chosen edition, not the presence of a generic check-in tick box.
Specify where the data goes
List the downstream systems and the fields each needs. Name the source of truth for attendance and consent, and confirm how corrections, duplicates and cancellations propagate. An export available to an administrator may be sufficient for a small event; a real-time integration may be necessary for another. Ask to see an example export and API documentation before deciding which route you need.
Price the whole operating job
Include setup, training, printers, consumables, devices, onsite support and the staff time needed to reconcile records. Define who responds during your event’s operating hours and what happens outside them. Give the vendor a short acceptance checklist with evidence required for each item. Choose on the demonstrated fit and a clear contract, not an unverified claim that one platform is best for every event.
Sources and research basis
Sources checked 2026-10-17. Supplier capabilities and venue specifications are attributed to their published documentation. No first-hand test or visit is implied.