Note: This article does not constitute tax or legal advice. Please consult a tax advisor or attorney for individual questions.
When selecting conference management software, most organizers focus primarily on functional requirements: What kind of registration forms can be created? How flexible is the program management? Is there an app for attendees?
What is often overlooked: just as critical—and potentially much more expensive—are the non-functional, legal requirements that conference management software or other solutions for selling conference tickets must strictly fulfill. Failure to do so can lead to severe penalties, fines, or claims for damages—sometimes years after the event has taken place.
In this article, we highlight three areas that are frequently underestimated in practice: tax requirements, accessibility, and data protection.
1. Correct tax treatment and invoicing
In Germany, invoices must be issued in accordance with the Value Added Tax Act (UStG). This sounds obvious, but in practice, it is not always straightforward, as conference events carry a specific level of tax complexity.
Educational services: Tax exemption—but not automatically
Many organizers assume that educational events are generally exempt from VAT. However, this is an oversimplification. Tax exemption depends significantly on the type of organizer and the nature of the service:
- Section 4 No. 22a UStG: Lectures, courses, and other events of a scientific or educational nature are tax-exempt—but only if they are conducted by legal entities under public law, non-profit organizations, or professional associations, and the revenue is primarily used to cover costs.
- Section 4 No. 21 UStG: Tax exemption may also apply to private vocational training institutions—though this generally requires certification from the relevant state authority. Furthermore, this regulation was amended by the Annual Tax Act 2024 effective January 1, 2025, which organizers should be aware of.
- For-profit, private organizers without non-profit status generally cannot claim these exemptions; the standard VAT rate applies to them.
The pitfall of mixed packages
Special complexity arises when different service components are bundled into a single ticket package, as not everything is taxed the same way:
- Educational content: potentially tax-exempt depending on the organizer type
- Social program (e.g., evening events, excursions): taxable
- Catering: Coffee breaks in the seminar room may be considered closely related ancillary services; meals outside the venue, however, must generally be taxed separately
- Public transport ticket: subject to the reduced tax rate of 7%
If all these components are to be offered in a single ticket package, the software used must be capable of correctly reflecting mixed tax rates on an invoice. This sounds trivial, but it is not, as by no means all conference management software solutions can handle this.
Important: Negligence in invoicing can become very expensive years later during tax audits. This topic should be taken seriously from the very beginning when selecting software.
💡 Converia makes it easy: Mixed tax rates, tax-exempt educational services, and taxable additional services—Converia correctly reflects all of this on a single invoice. You don't have to worry about the tax logic in the background.
2. Accessibility: Mandatory for private-sector providers since 2025
For a long time, accessibility was primarily considered a public sector issue. That has fundamentally changed.
The Accessibility Strengthening Act (BFSG)
The Accessibility Strengthening Act (BFSG) comes into force on June 28, 2025. It implements the European Union's European Accessibility Act (EAA) into German law and now obliges private-sector providers to offer certain digital products and services in an accessible manner.
Of particular relevance for conference organizers: Online ticket sales most likely fall under the scope of the BFSG as an e-commerce service. This means the software you use must make ticket purchasing accessible to people with disabilities – for example, those who rely on screen readers, keyboard navigation, or specialized input devices.
What you should keep in mind
- B2B exemption: Purely business-related offers aimed exclusively at commercial participants do not fall under the scope of the BFSG. However, the obligation applies to mixed offers or events with private attendees.
- Micro-enterprise exemption: Companies with fewer than ten employees and an annual turnover of no more than 2 million euros are exempt from these requirements.
- Fines: Violations can result in fines of up to 100,000 euros.
Practical tip: When selecting your conference management software, actively check whether the provider already meets the BFSG accessibility requirements for online ticket sales – and get this confirmed in writing.
💡 Converia is BFSG-ready: Online ticket sales via Converia meet the legal requirements for digital accessibility. For you as an organizer, this means one less requirement on your checklist.
3. Data protection (GDPR)
Since the introduction of the GDPR, this topic is likely familiar to everyone. Nevertheless, it is worth taking a closer look at the specific requirements in the context of conference management software.
Conference management software inevitably processes personal data: names, contact details, payment information, and potentially special categories such as dietary preferences or disabilities. When choosing software, pay attention to the following:
- Data Processing Agreement (DPA): A DPA must be concluded with every software provider that processes personal data on your behalf. Reputable providers offer this as standard.
- Server location: Is your data processed within the EU/EEA, or in a third country? For third countries (e.g., the USA), additional requirements (e.g., standard contractual clauses) must be met.
- Data subject rights: Does the software help you efficiently handle requests for information, correction, or deletion of participant data?
- Data minimization: Is only the data that is strictly necessary being collected?
A good software provider not only supports you in fulfilling its own obligations but also makes it easy for you to fulfill your obligations as a controller under the GDPR.
💡 Converia considers data protection: With a GDPR-compliant data processing agreement included, Converia helps you fulfill your obligations as a controller with ease.
Conclusion: Legal requirements belong on your checklist
Functional requirements are one thing, but ignoring the legal framework when selecting conference management software carries significant risk. Tax errors can become expensive years later during audits. Violations of the BFSG can result in hefty fines. And GDPR violations have been a well-known issue since the first major fines were issued.
Make the three points mentioned—tax, accessibility, and data protection—fixed components of your evaluation checklist. Actively ask potential providers about them. And when in doubt, seek advice from a tax advisor or lawyer.
