A ticketing system is software for the complete management of event tickets – from configuring various ticket types and prices to sales and distribution, as well as entry control (check-in), billing, and reporting.
Abbreviation: –
Typical for: All paid and free events
What is a ticketing system?
An event ticketing system is the central software solution that covers the entire lifecycle of a ticket: from creating various ticket and price categories and the booking process with payment processing to digital delivery, validation at the entrance, and final analysis.
For conferences and congresses, a ticketing system is much more than a simple purchase form. It manages complex scenarios such as early-bird pricing, member discounts, group bookings, discount codes, and multi-level approval workflows.
Core functions of an event ticketing system
- Ticket types & prices: Configuration of different time thresholds (e.g., early bird, regular, on-site), participant types (e.g., regular, VIP, members, students) with day tickets, additional options, and quotas.
- Sales channels: Online shop (self-service), manual booking by organizers, group orders, on-site terminals.
- Payment processing: Integration of payment service providers (credit card, direct debit, bank transfer, PayPal, ApplePay), automatic invoice generation, and tax-compliant booking.
- Accurate tax calculation: For congresses, different VAT and sales tax rates often need to be applied to a total ticket price. For certain services, the reverse-charge mechanism applies to foreign customers. Converia supports organizers here with legally compliant processes.
- Ticket delivery: Digital tickets via email, personalized QR codes, or access codes for the app.
- Refunds & rebookings: Cancellation processes with configurable deadlines, partial and full refunds, as well as participant changes.
- Check-in & validation: Scan-based entry control with real-time data, multi-entry control, badge linking.
- Reporting & billing: Revenue reports, ticket sales statistics, participant lists, tax analyses.
Interfaces & integrations
- Email marketing: Automatic confirmation and reminder emails, personalized communication.
- Accounting: Export of booking and payment data for financial systems (DATEV, SAP, etc.).
- Badge printing: Direct connection to badge printing systems for a seamless check-in process.
- Event app: Transfer of participant and program data for mobile conference apps or virtual congress platforms
Typical pitfalls when choosing a system
- Fraud prevention: Security mechanisms against ticket abuse, multiple bookings, and fake QR codes.
- Scaling during peak traffic: Stability during a simultaneous rush of many buyers (e.g., at the start of early-bird sales).
- Legal requirements: GDPR-compliant data processing, correct tax treatment per country, terms and conditions, and right of withdrawal.
- Refund policy: Clear and technically implemented cancellation terms that match the event conditions.
- Complex ticket logic: Dependencies between tickets (e.g., workshop ticket only bookable with a main ticket for the corresponding day), quota management across multiple channels.
Ticketing in Converia
Converia provides a complete ticketing module focused on congresses, conferences, and symposia: flexible ticket categories, time-controlled pricing, integrated payment processing, QR code check-in, and detailed reporting – seamlessly integrated with registration, abstract management, program planning, and participant communication.
Ticketing and registration from a single source
Converia combines ticketing, registration, and participant management in one platform – for smooth congresses from start to finish.
- Ticket categories (early bird / VIP) – Ticketing & registration
- Event registration – Ticketing & registration
- Check-in (digital) – On-site event operations
- Voucher & discount codes – Ticketing & registration
Integrated ticketing directly in your congress software – without switching systems or losing data.