> For clean Markdown of any page, append .md to the page URL. > For a complete documentation index, see https://learn.nuwebgroup.com/llms.txt. > For AI client integration (Claude Code, Cursor, etc.), connect to the MCP server at https://learn.nuwebgroup.com/_mcp/server. # What ticketing capabilities do conferences and exhibitions need? > Conference registration and ticketing explained: delegate categories, session capacity, badges, exhibitors and lead capture. **Conferences and exhibitions need registration technology that connects attendee entitlements, session choices, badge credentials, on-site check-in and exhibitor workflows.** Unlike a straightforward admission sale, a professional event may distinguish delegates, speakers, exhibitors, press, sponsors and visitors, each with different permissions and requirements. Some conferences use paid tickets; others rely on free or invitation-based registration. The operational challenge is still the same: determine who is eligible for which parts of the event and make that information usable at every entrance and session. ## What is the difference between conference registration and basic ticket sales? **Registration collects the information and entitlements necessary for attendance; the payment is only one possible step.** A ticket identifies a purchased admission, whereas a conference registration can also record professional role, company, selected sessions, dietary needs where relevant, badge name, accessibility requests and consent choices. An organiser should not collect every possible field from every attendee. A free exhibition visitor may need a short registration. A paid delegate attending specialist workshops may need a more detailed process. Questions should be proportionate, with a clear purpose and access controls for sensitive responses. The registration system also needs to handle non-paying delegates—speakers, employees, sponsors or invited VIPs—without disguising them as paid ticket sales. ## How should sessions and workshops use capacity? **A general event ticket does not necessarily guarantee a place in every session.** The organiser may provide main-event access, then require a separate booking for limited-capacity workshops, evening receptions or one-to-one appointments. For example, a conference has 2,000 registered delegates but a workshop room holds 80. If 75 workshop places are reserved, the remaining five belong to the workshop's allocation, not the event-wide registration count. Cancelling the delegate's conference registration may also need to release the workshop space. The platform should explain whether session registration is first-come-first-served, restricted to certain ticket categories or simply a stated preference. A preference does not create a guaranteed seat unless the workflow reserves it. ## How do badges and onsite check-in work? **A delegate badge can act as a visible identity credential and, when configured, as the key for entry checks.** A badge might display name, organisation and attendee category; its QR code or NFC credential can be used to check in at the venue or restricted sessions. Badge printing and distribution introduce operational requirements absent from many online ticket sales. Organisers may need self-service kiosks, label printers, registration desks, reprints, walk-in registration and a plan for printer or network failure. [Cvent OnArrival](https://www.cvent.com/en/event-marketing-management/onarrival-event-check-in-software) documents such check-in and badge workflows. A conference should test the difficult case: the attendee changes their company or category onsite, receives a replacement badge and attempts session entry. The old and new credentials must follow the event's validity policy. ## What does exhibitor lead capture require? **Lead retrieval enables an authorised exhibitor to record relevant information from a consenting visitor interaction.** Exhibitor teams may scan a badge, add notes, answer qualification questions and export the resulting leads to a CRM. This is different from unrestricted access to the organiser's attendee database. A registration is not blanket permission for every exhibitor to download personal details. The organiser needs transparent notices, appropriate lawful bases and permission controls, taking account of the markets and laws involved. [Cvent's LeadCapture documentation](https://www.cvent.com/en/event-marketing-management/lead-capture) provides a real-world example of badge scanning, qualification and CRM follow-up. A buyer should test what the exhibitor actually receives, when it is available and what happens when a delegate declines relevant marketing use. ## How should different attendee categories be managed? **Category-based entitlements should be enforced by the system, not inferred from the badge colour alone.** An exhibitor may enter before public opening hours, a speaker may enter a backstage area and a conference-only delegate may not have exhibition-build access. A registration can carry multiple rights, such as main conference entry, VIP reception and an optional workshop. Different rights may expire at different times. Staff need a controlled override process and an audit trail when a credential is altered. ## What integrations and reports matter most? Conferences often connect registration with CRM, email communications, mobile event apps, session scheduling, onsite hardware and finance tools. The key integration question is which application owns a change: if someone cancels their registration, downstream systems should not continue treating the badge or workshop bookings as active. A useful dashboard distinguishes registrations, paid orders, check-ins, session attendance, exhibitor leads and no-shows. These measures answer different questions. An exhibitor receiving 300 qualified leads is not the same as the event recording 300 extra attendees. **Test the complete delegate journey before selecting a platform:** register, pay if required, add a workshop, update a badge, check in, enter a restricted session and handle an exhibitor interaction. The technology should maintain one coherent entitlement history throughout. ## Related explanations #### [How do festivals coordinate ticket allocations across promoters and partners?](/by-organisation/how-do-festivals-coordinate-ticket-allocations-across-promoters-and-partners) Organisation Guides · Festivals and conferences #### [What ticketing capabilities do multi-day festivals need?](/by-organisation/what-ticketing-capabilities-do-multi-day-festivals-need) Organisation Guides · Festivals and conferences #### [What ticketing capabilities do theatres need?](/by-organisation/what-ticketing-capabilities-do-theatres-need) Organisation Guides · Theatres and performing arts #### [What ticketing capabilities do visitor attractions need?](/by-organisation/what-ticketing-capabilities-do-visitor-attractions-need) Organisation Guides · Visitor attractions [More in Organisation Guides →](/by-organisation)