Build a conference around the attendee journey: the right admission, a clear agenda, required reservations, navigation, and useful meetings. We recommend the full Happenee ecosystem, including the attendee app, even for a conference of 30 people; adapt the content and scope rather than the recommendation to the guest count. Happenee can handle registration and sales or work alongside external ticketing. Neither app use nor installation is mandatory; a workshop reservation, conference admission, and actual attendance are different things.
Define the main outcome. What should attendees gain, and what do you need to evaluate: expert content, new contacts, partner consultations, or interest in the next edition?
List what is already running. Who manages the website, ticketing, registration, and check-in? If sales are underway, first prepare the data and access handoff. If you are still choosing a tool, also compare Tickets in Happenee.
Distinguish admission types and roles. A single-day or multiday pass, VIP, speaker, buyer of several places, and individual attendee may need different paths.
Design the agenda choices. Define halls, days, shared talks, workshops with limited capacity, and any short reservations. Allow time for breaks, moving between locations, and partner activities.
Agree on owners and launch points. Sales, agenda publication, workshop registration, and app access do not have to start together. Each step needs its own inputs and responsible person.
The Event microsite provides public information about the agenda, speakers, venue, and admission. The Registration form collects details required for attendance. Use Tickets if you sell in Happenee. The Confirmation e-mail and E-mail campaigns guide guests through the next steps.
We recommend the Attendee app even for an intimate conference: it brings together the agenda, practical information, materials, the ticket, and contacts. Add a personal agenda, reservations, Questions, Polls, or Networking according to your purpose. Explain what attendees can do before, during, and after the conference; for a series, prepare a path to the next gathering within the agreed access period. The web app works without installation; test the required features and access beforehand. An in-person conference with a web app is not inherently hybrid.
Each guest can choose e-mail/PDF with a QR ticket or a name lookup at check-in, the web app in a browser, or the mobile app. Do not require installation or use. If, as the organizer, you consider the benefits and decide not to use the app, provide practical information, admission, and changes through another agreed channel.
Connect registration or purchase to confirmation and the guest's correct app access. For the next gathering, provide the appropriate registration or sales link. Before sending it, test where it leads and whether the guest can complete the required step; displaying an existing ticket is not a new registration or purchase.
Add On-site check-in and badge printing according to admission responsibilities and guest needs. If another provider already handles check-in, you do not have to replace it. Conference size is not a reason to enable every module.
For sales in Happenee, first prepare ticket types and clearly describe what each includes. Distinguish the buyer paying for an order from the attendees using the individual places. Verify confirmation, recipients, and the app path for each variant you use.
For a multiday event, consider daily admission, visible agenda content, and permission to reserve an activity separately. Seeing another part of the agenda does not necessarily grant admission. Likewise, conference admission does not necessarily include a place in every workshop.
Tickets cannot be combined with Approved registration. If you need to approve certain guests or provide free exceptions, resolve the appropriate process before opening sales. A personal link is not a free ticket by itself.
When selling outside Happenee, identify the source of actual attendee names and their current entitlements. First verify a sample handoff: a specific person, the relevant day or ticket type, and the sign-in path. Then agree on who transfers changes, how often, and what happens when admission is canceled or a guest is replaced.
Importing contacts does not automatically confirm entitlements or guarantee that an external QR code will work in another system. Discuss any API integration with customer success for the specific systems; do not assume automatic two-way synchronization.
External sales do not limit you to the app and check-in. You can use the Agenda, practical information, campaigns, workshop reservations, Networking, and engagement according to your needs. Verified identity and access handoff are essential. Do not create a second mandatory registration form without a clear reason.
In the Agenda content feature, prepare session types, stages, tags, individual sessions, and any registration blocks. Use a shared talk without registration, a limited-capacity activity as a Workshop, and repeated short reservations as a Time slot. A registration block controls choice rules; it does not replace session capacity.
Enter the agenda as a content feature so it can appear on the microsite and in the app. A text list in the microsite description does not replace the Agenda feature. My Agenda helps attendees plan personally; a favorite agenda item is not automatically a reservation.
For parallel halls, check different guest and speaker journeys. Two optional talks at the same time are fine; consecutive commitments with no time to move between them are not. Venue names and practical instructions should match the signs at the venue.
Session registration takes place in the attendee app, including the web version, not on the public microsite. For Workshop and Time slot types, you can set Registration time limits and a deadline under Session cancellation. Ticket sales can therefore start before workshop reservations.
The cancellation deadline determines how late a reservation can be canceled. It is not an allow-or-prohibit switch: without a configured deadline, cancellation has no time limit. Explain these rules clearly to attendees too.
There is no wait list. Prepare another session, an additional run if you have space and an instructor, or an organizer contact for a full workshop. Do not increase capacity solely because of demand without checking the space and teaching conditions. For time slots, prepare timings and breaks before the first reservations, because subsequent changes are restricted.
For Speakers, decide who supplies approved biographies, photos, and session assignments. You can manage speakers manually or use supported imports, including importing from another event in the same workspace. Prepare Sponsors and Exhibitors in the structure needed for manual management or bulk import. Automated Speakers Management and Partners Management are not available yet; do not base preparation on them.
Handle abstract submissions, reviews, and committee decisions outside Happenee. Transfer the approved result into the Agenda. A submitting author is not automatically a confirmed speaker or registered attendee.
For Networking, explain whom people can meet, encourage profile completion, and allow time during breaks. Profiles and chat can help without reserved meetings. Meeting reservations require suitable locations; support arranges predefined locations and attendees set their available times. Also verify the exhibitor representative path if you use it.
A QR badge makes in-person contact exchange easier but is not a prerequisite for chat or meeting reservations. Support enables collected-contact downloads. Automatic matchmaking is not available, and a reserved meeting is not evidence that it took place.
Seating is a paid feature through customer success for a prepared hall and seat layout. Consider it if you actually need fixed seats or sections. A white label app requires a separate agreement and typically 6–8 weeks of preparation.
If you include an online audience, separately prepare the video source, access, and production responsibilities. The Online module can be part of the attendee experience; customer success enables advanced types such as Social Wall or games. Broadcast production is not automatically included with the software.
Before sending invitations, walk through registration or the ticketing handoff, confirmation, and languages. Before introducing the app, test content, access, and a reservation as a regular guest. Before conference day, check staff, devices, any printing, and the path for a guest without a QR code. Have an agreed fallback for unavailable connectivity.
During the event, update the authoritative Agenda and inform staff and affected guests. Supplement Notifications with an appropriate channel where it is essential to convey a change. The moderator introduces Questions and Polls when people can use them.
Agree on evaluation in advance. Distinguish tickets sold, registrations, checked-in people, reservations, and Survey responses. Prepare the required export with explanations for colleagues or partners; a public statistics link is not available. Before the next edition, verify new dates, content, access, and license validity.
The Service app checks in by location, not directly by session. Verify any group-and-checkpoint workflow beforehand; a successful scan alone does not prove a reservation or workshop completion.
An authorized administrator should check old and new entitlements, related reservations, and message recipients. Editing a name alone does not safely transfer the entire attendance journey.
A scan is not a commercial result, a reservation is not a completed meeting, and a missing record is not zero attendance. Define metrics and their sources before promising them to partners.
