Frequently Asked Questions


Please see our pricing here for system extras: SMS, bulk email, ticketing and extra file storage.

No, the money from ticket sales goes straight to your Paypal or Stripe account.

Yes, you can still use the system for only conference management and only pay for the license. Payment information is all clearly labelled here

Conference Pro is set up ready to link to either your Stripe or Paypal account (or both). You just need to enter your payment username and password under Configuration -> Settings -> Accounts (tab).

Payment Gateways:

Stripe and Paypal SCA (Strong Customer Authentication) integration is currently in BETA testing and will be available mid August. SCA requires the customer to provide additional verification by additional steps in the purchase process. If this isn't completed the transaction will be declined. This new regulation has been enforced by the European Banking Authority and will likely impact sales if customers don't have the information to hand.

If your currency isn't listed  - please get in touch with us, and we can add it to the system.

Regions Available:

If the app store doesn't have the Conference Pro app  - please get in touch with us, and we can add it to that region.

Package Information:

Bulk emails are emails which are sent to more than one person. We only charge/limit them to reduce the amount of junk emails coming out of our servers.

File storage includes files such as images, audio, video. Extra storage is about $45 a GB per year. Customer data in the database isn't something we charge for as the data is generally quite small. You have the ability to clear out parts of your system each year if you want. If you do intend one asking people to upload video or music, maybe consider asking for a link.

It's how the ticket pages look as well as the internal forms. We would create a template based on your website, you can do this yourself if you have a web designer. However, it just depends on whether they can import the template without breaking the functionality of Conference Pro.


We can do a live demo of the system for you. We can share our screen and go over the parts of the system you are would like to use and anything else which might be useful to you. To organise a demo please go  here

We can come to you and do training session - please contact us with your requirements (hours, location, number of staff) and we will send you a quote.

You can set up a system using the buy now link at the top of this screen. By putting in as much information as you can now, the less later. We have made the system as easy to use as possible so you can make any changes you need to get you started

Yes. On the sign up form, whilst you’re signing up you can select a more detailed set up process. We will share a desktop with you on a video call and go through and configure parts of the system so that you can get up and running quickly.

Sorry, no we don't. Our job is to provide the software for you to organise the event yourself. We can help you with the set up of the system.

If you would like us to put your logo on our website we can once you have signed up.

Support Tickets:

Please see our pricing page here.

Each support ticket bought is half an hour of support time. If the questions add up to more than half an hour of work, we are extremley fair and will attempt to make sure all of your querys are answered. This may not always be the case as there may be other customers waiting for a call.

For the price of one support ticket you get half an hour of support time. If the time it takes us to do the work required is less than half an hour you will still be charged one support ticket.

Expect a response within 8 business hours. If the question is slightly more detailed it may take us longer to respond or fix. 

Once you are logged in there is a tab at the top of the page named 'Support'. A purchase page will appear where you can buy support tickets. Once purchased they will automatically be added to your account. You can then click on the support tab again and fill in the details of your problem.

Yes - please find them here.

It depends on the complexity of system you require. We have tried to give you a system which can be used out of the box. There are forms and fields setup ready to use as well. If you log into the config side - you'll see where to customise each form or field to what you require, as well as add more.

You can come to us for a pre-arranged training session - please contact us with your requirements (hours, number of staff) and we will send over a quote.
We can come to you to do a training session, but again this would incur a cost.

All queries must be sent in a support ticket email. Unless it's an emergency. 


Conference Pro allows you to have a different number of users for each payment tier. If you would like more users this can be quoted for.

The system could potentially have hundreds of users but this would need to be quoted for.

No. Only your own team internally using the system are users.

Yes. You can have multiple logins with different access levels. The main ones are Organiser, Artist Liaison, Staff Manager, Stage Manager and Ticketing. You can also give much more restricted access to Artists, Vendors, Contractors, Sponsors to log in and fill out forms. You also have the ability to restrict the view for certain information. For example, you can stop a stage manager from seeing the artist fee.

Using the System

When you or your company created a Conference Pro system you would have been given a unique system domain to log in to. It will look something like: https://yourconference.conferencepro.com. If you have forgotten your password use the forgotten password link on the login screen.

The Starter and Pro systems are designed to run one event to keep things simpler. You can use it to run multiple events, but the artists, advances, applications etc will all be in one place and you may find it difficult to separate them from one event to another.

We recommend the premium multi event option, mainly to keep things simple from your end, we have some people using it for 10 events or more.

You can use the system for multi venue events, we count those the same as stages, so you would use the 'stage' field and change this to venue. As with all CRMs there is a lot you can do with this, however we offer a cheap effective solution to manage your event processes. If you're looking for something more bespoke with support, we do offer this as this might be a better fit for you?

Everything on the admin side of the software is in English (but this is currently being translated). The forms and events (ticketing, applications and contracts) can be translated to another language as these are customisable, as can some of the fields on the system. All support is in English.
We are working at the moment to change all the text to different languages.

Any spreadsheets you have containing company and contact details can be imported to the system in CSV format.

Yes, you can use whatever parts of the system you require to help you run your festival or event.

You can allocate meal tickets for people on the system.

We add powerful new features every week. These will be added to your system automatically. If you have any ideas, you are welcome to suggest them by clicking on the Support tab at the top of the screen.

Yes. You can log in into the system anywhere in the world. You also support various currieries and can add yours if it's not there already.

No. This software is cloud based.

In terms of data you can export in multiple formats, please ask for more information on a demo. We can also download any files you require. We have a few reports that you can also run which contains data for different parts of the system in one simple file format.

Setting Up Events/Forms/Questionnaires:

You can modify the forms as much as you like; add any additional questions, file uploads or comment field. 

When you sign up, you’ll be given a configuration login. Here you’ll be able to change, delete or add new fields that can store custom information against your contacts within the system. 

Conference Pro comes with a set of templates out of the box, these have been designed to be both desktop and mobile friendly. Your logo will automatically be put on existing forms. If you do modify these, please make sure they work across different systems.

Rather than typing emails out every time or copying and pasting, you can create and use a template, these act similar to a Word mail merge and will save you hours in typing emails. All you need to do is select the template and the system will mail merge based on information you’ve already entered. You can add new templates in the system and modify the default ones we’ve created to save you time. 

Emails come from the user who is logged in and will send a copy of the email to that same email. This acts as a confirmation and you can see what has been sent.

No the system will allow you to email them manually once added. You can simply click on their email address and select the email template you want to use. 


You'll need to make sure your email server is allowing emails to be sent on your behalf.
A SPF record will have to set up on your system.
Please go here for information on how to add this in.


No, the money from ticket sales goes straight to your Paypal or Stripe account.

Once a ticket is purchased a QR code is produced and a PDF is created. You can choose to send this out once they have paid or on a date prior to the festival/event taking place.

Yes, if a customer has lost their confirmation email and tickets, you can login and resend to just that person.

You can delay sending tickets and choose when to send these out. Tickets will still be created in the back end system but the customer will not get a copy of these until you want these sent out.

Yes you can provide free tickets for your events, we do not charge for these.

You can set up an optional donation to your event. These won’t issue tickets.

You can select which options do and don’t generate E-tickets.

Yes you can collect the names of each ticket holder on the purchase page and these will be assigned to the E-tickets. You can also have the E-Tickets emailed directly to each ticket holder. 

Yes you can offer ticket prices based on tiers, either by setting a maximum amount per tier or setting a date range. If a tier sells out or the date has expired, customers will automatically be directed to the next tiered pricing.  

Do you send out physical tickets?

When someone buys tickets for your event Conference Pro will create an account for them to login, view and download their tickets well as make payments on deposit tickets.


We can send you a spreadsheet with your orders and their unique codes.

We can send you weatherproof scanner and server to use on site. For pricing please contact us. To scan tickets you will just need a normal Android or apple handset. We have created a simple app which can be installed on there. The ticket is scanned, the information is sent wirelessly to a local server and the server send confirmation back to the app. As long it's its connected to that server (a Raspberry Pi which will be on site). The server will then send the information to Conference Pro and update the system.

RFID can be linked in, depending on the system you're using, it'll be down to the third party on whether they can connect to Festival Pro.

After the event you'll be able to see when tickets were scanned, so in future you know when most people are likely to arrive.


RFID can be linked in, depending on the system you're using, it'll be down to the third party on whether they can connect to Conference Pro.


All data is stored in the UK, we have both physical and remote access.
You can view the setup here:

You can carry on using the software for your next Conference. The data can be deleted, downloaded or saved for your use. It's up to you.

Contact us

Get in touch to discuss your requirements.

US: +1 424 485 0220 (USA)

UK: +44 207 060 2666 (United Kingdom)

AU: +61 (2) 8357 0793 (Australia)

NZ: +64 (0)9887 8005 (New Zealand)

Or use our contact form here.