Different event sizes need different setups. A small event gets by with registration and basic information. A medium event already benefits from the app and a wider set of content. A larger event without the app, an agenda, and engagement features is essentially impossible to run sensibly. This article summarizes the minimum recommended setup for three typical size categories — so you have a reference point before getting into the details.
Estimate the size of the event: small (up to ~50 people), medium (50–300), larger (300+).
Consider complexity as well: does the event have workshops, parallel sessions, payments? If so, move up one level.
Go through the matching list and decide for each feature and module whether you turn it on or not.
Modules you do not turn on now can be added later.
Typically gala dinners, smaller client meetings, internal workshops, executive dinners. The attendee arrives, experiences something, leaves. They do not need to study a long agenda.
Small simple events are not the typical Happenee customer. The platform delivers the most value at more complex events. At a small event you only use the basics — but it is still worth it if such events are part of a wider portfolio (which usually includes large ones too).
Recommended minimum setup:
Module Why Event microsite Public face of the event, invitation with details Registration form Attendee records, GDPR Venue Where the event takes place, map Contact Who to reach out to with questions Invitation and Confirmation e-mail Automated communication around registration
What you usually do not need:
The app (web or mobile) — the attendee has no reason to download it
The Agenda as a separate content feature — one block can be described inside the microsite
Engagement features (polls, contests, networking)
Sponsors and Exhibitors (unless they are part of the event)
What to consider in addition:
Notifications — if you want to send organizational info the day before the event (dress code, parking)
Survey — if you want feedback
Client conferences, expert meetings, company anniversary events, workshops with parallel sessions. The event has a structured flow; the attendee needs to know where to be and when.
Recommended minimum setup:
Module Why Event microsite Public face + registration Registration form Records, including additional questions (meals, parking, workshop) Venue, Contact Basics Agenda Structure of the day, times, locations Speakers Who is presenting (if relevant) Attendee app My Agenda, notifications during the day, QR ticket Invitation and Confirmation e-mail Communication around registration Notifications / push notifications Updates during the day, agenda changes
What to consider depending on the event type:
Sponsors — if someone supports the event and wants visibility
Sessions / workshops — if the event has multiple parallel programs that the attendee chooses between
Polls and Questions from the audience — if the event has a discussion format
Survey — evaluation at the end
What you usually do not need:
Exhibitors (unless you have an accompanying exhibition)
Advanced engagement (interactive polls and contests inside Polls, gamification)
Seating (unless you are in a fixed-layout hall)
Conferences, trade shows, expos, multi-day expert events, large company summits. Account management, registration, on-site operations, and communication are already a professional operation. Without the full set of features and modules, the event is hard to run.
Recommended minimum setup:
Module Why Event microsite Public face, registration, agenda details before the event Registration form with additional questions Comprehensive collection of attendee information Venue, Contact Basics Agenda Detailed structure, parallel sessions Speakers Who is presenting, bios, their sessions Attendee app Essential; My Agenda, Networking, updates Notifications / push notifications Operational communication during the event Survey / feedback Evaluation Invitation e-mail, Confirmation e-mail, E-mail campaigns Multiple phases of communication before the event
Depending on the nature of the event, also consider:
Sponsors and partners — standard at conferences
Exhibitors — a must at expos / trade shows
Sessions / workshops / session types — for parallel programs and workshops with registration
Networking — key at expert conferences
Polls, Questions from the audience — at conferences with discussion panels
Polls (interactive polls and contests) and gamification — if you want to engage attendees actively
Nominations — if registration is delegated by a sales or client team
Tickets — at paid conferences
Online module — at hybrid events
Specialized modules (through customer support):
Seating — if the event is in a fixed-layout hall, arena, or theater and you want to assign specific seats
The boundaries between size categories are approximate. If you have 40 people but with workshops on registration and an agenda spanning the full day, it is more of a medium event. 500 people at a gala dinner with fixed seating, on the other hand, is a larger event with a focus on seating, not on the app.
Key questions that decide it:
Does the event have a structured agenda that the attendee chooses between?
Will you communicate during the event (notifications, changes, updates)?
Do you want active attendee engagement (networking, polls, contests)?
If you answer yes to at least two, you have a medium event. If you answer yes to all three and the event is for 300+ people, you have a larger event.
At a gala you will not use most features and modules, and their emptiness looks amateurish. Tailor the setup to the size and character of each event individually.
For each feature and module, ask the question — what is going to be inside it? If the answer is not clear, do not turn it on.
The app is also available as a web version — the attendee does not download anything. If the event has an active flow, the app is usually worth it.
For larger events with Tickets, plan for both card payments and invoices upfront. Reconfiguring this mid-registration is unnecessary stress.
