Event registration software cost in India: what drives the price

The three pricing models

Most confusion about cost comes from comparing quotes built on different models. Check which one you are looking at first.

1. Percentage of each paid ticket

Self-serve ticketing platforms take a cut of each paid ticket. Free events are often free to run, up to a limit. KonfHub publishes its fees, which makes it a useful reference. As listed on its pricing page in October 2026:

• Freemium: 0%, free tickets only, up to 100 registrations per event.
• Lite: 2% plus 18% GST, up to 300 registrations per event, UPI payments only.
• Silver: 3.75% plus 18% GST, including payment gateway charges, up to 2,500 registrations per event.
• Gold: custom pricing, with unlimited attendees and white-label branding.

The same page lists ₹10 for each attendee beyond the plan limit and no setup fee. Check the vendor's page for current figures before you budget.

This model suits paid, public events where the organiser handles the door with their own team.

2. Subscription or licence

Some platforms charge a monthly or annual fee, or a fee per event, for a set number of registrations and features. Many do not publish the price and quote on request. This model suits organisers who run many events a year and have a team that operates the software.

3. Per-event managed registration

For invite-only corporate events, there is usually no ticket to take a percentage of. A dealer meet, a results conference or an expo gate needs a branded registration flow, passes, badge printing, scanners and people at the gate. A technology partner quotes one price for the event, built from the drivers below. Agencies usually buy this white-label and bill their client.

Eight things that drive the price

1. Headcount and peak arrival rate. A total of 2,000 guests spread over a day is a different job from 2,000 guests arriving in 40 minutes. Peak rate decides how many counters, scanners and operators are needed.
2. Check-in method. QR uses the guest's phone and a scanner. RFID needs an encoded badge for every guest and readers at every entry point, so hardware and consumables rise with headcount.
3. Badge printing. Pre-printed badges are cheaper per piece but waste stock on no-shows. On-site instant printing needs printers, badge stock and an operator at each counter.
4. Gates, sessions and days. Each extra entry point or session room that needs tracking adds devices and people. Multi-day events add crew days.
5. On-site crew and city. Operators, a technical lead, and travel and stay for events outside the partner's base city.
6. Invites and messaging. OTP verification, SMS, WhatsApp and email reminders are charged per message by the telecom and messaging providers.
7. Custom work. Client branding, approval workflows, seat or table allocation, integration with a CRM, or a welcome wall that shows each guest's name or avatar at check-in.
8. Data and reporting. Live headcount for the client, exhibitor lead capture, post-event reports, and how long data is hosted. Consent capture and deletion need to meet the Digital Personal Data Protection Act, 2023.

Which model fits which event

KonfHub and SmartEvent are examples of the first category. Clogik's event registration system is in the second. Neither is better in general. A paid 300-seat meetup does not need a crew, and a 3,000-guest dealer meet cannot run on a self-serve link alone.

QR or RFID: the biggest single cost choice

QR check-in is enough for most conferences and corporate events. The guest gets a digital pass, staff scan it at the gate, and the dashboard updates. It needs no consumable beyond the badge itself.

RFID is worth the extra cost when guests must tap in and out of several zones, when queues at the gate have to move very fast, or when the brand wants session-level attendance without asking guests to pull out a phone. Both methods can write to the same attendance log, so some events use QR at the main gate and RFID only for the zones that need it.

Costs that are easy to miss

• Payment gateway charges and 18% GST on platform fees.
• SMS, WhatsApp and OTP charges for invites and reminders.
• Badge stock, lanyards and holders, including extra stock for walk-ins.
• A dedicated internet line or backup hotspot at the registration desk.
• Power and furniture for counters, which the venue or fabricator may bill.
• A rehearsal day at the venue.
• Changes to the form or guest list after sign-off.

What a managed registration job looks like

Three examples from Clogik's work show how the brief changes the scope:

• HP "Tool se Taal" dealer event: registration with OTP-verified invites.
• Austrade at AAHAR 2025: a unique QR code for every exhibitor.
• AMFI Bharat Nivesh Yatra at the Mahakumbh: registration combined with lead capture.

When the event also has a stand, registration can feed exhibition technology and an interactive wall, and multi-city programmes can report through field reporting.

Checklist: what to send for a firm quote

1. Event type, city, venue and dates.
2. Expected headcount and the busiest arrival window.
3. Free and invite-only, or paid tickets.
4. QR, RFID or both.
5. Badges: pre-printed, printed on site, or none.
6. Number of gates and any session rooms to track.
7. Where the guest list comes from: an Excel file, a CRM, or open registration.
8. Extras: welcome wall, lead capture for exhibitors, WhatsApp reminders.
9. The report you need the next morning, and who receives it.

Ask every vendor to split the quote into software, hardware and crew. That is the only way to compare a ticketing platform plus your own team against a managed partner.

Frequently asked questions