Forms and Data Collection

Easily collect and manage the information you need from speakers, exhibitors, sponsors, staff, and volunteers with Conference Pro’s powerful, flexible conference management forms. From applications and payments to documents and preferences, build custom workflows that sync, search, and report on all your conference data in one place.

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Features

Out of the box

Conference Pro includes a comprehensive library of ready-to-use professional conference management forms to help you get started quickly.

  1. Prebuilt speaker, exhibitor, sponsor, staff, and volunteer forms available out of the box
  2. All forms can be customized, duplicated, or archived so you can refine workflows for each conference
  3. Automatic branding applies your event logo and visuals for seamless consistency with your conference website
  4. Fully mobile-responsive forms that work across devices and channels for global conference participants

Features

Payments and Billing

Seamlessly embed billing into your conference forms to collect payments for selected options during registration or exhibitor onboarding.

  1. Set pricing on form fields such as quantities, selections, checkboxes, or add-ons
  2. Define pricing tiers, earlybird rates, or automatic increases as inventory sells out
  3. Accept deposits to reserve booths, sponsorships, or services with balance due later
  4. Create limited quantity conference assets with dynamic pricing and availability

Features

Invoicing and Payment Gateways

Conference Pro generates smart invoices directly within your conference management platform. No external accounting integration required.

  1. Branded invoices are automatically created from form submissions and bookings
  2. Accept payments by credit card, ACH, bank transfer, check, or cash
  3. Support partial or full payments through a secure payer login
  4. Manage credits, refunds, and VAT/tax handling from one place

Features

Smart Form settings

Control every aspect of your conference forms from a centralized management dashboard.

  1. Set opening and closing dates to control when conference forms are available
  2. Apply custom branding to match your conference identity
  3. Generate etickets or confirmations and choose when they are delivered
  4. Customize confirmation emails and completion pages for each form workflow
  5. View registrations in real time and preview the participant experience before launch

Features

Flexible access Options

Publish conference forms as public, password-protected, or access controlled via secure auto login form, ideal for speakers, exhibitors, sponsors, or staff already in your system.

  1. Each form includes an encrypted link that can be shared on your conference website for secure access.
  2. Send private form links directly to contacts without requiring account login.
  3. Control visibility and permissions so the right participants see the right conference forms.
  4. Lock submissions after completion or allow updates as workflows progress.

Features

Diverse Field Types

Collect everything from contact details to technical requirements and documents using flexible conference form field types.

  1. Choose from extensive field options including text, checkboxes, file uploads, counters, digital signatures, radio buttons, dropdowns, and more
  2. Show or hide fields based on participant type such as speaker, exhibitor, sponsor, or staff
  3. Create conditional logic to display or hide sections dynamically based on responses
  4. Group fields and allow repeatable entries for items like team members, sessions, or booth staff
  5. Allow session speakers to update photos, bio or other items about a session directly. 

Features

Sync to profiles

Link conference form fields directly to participant profiles so submitted information automatically updates your conference management database.

  1. Map form fields to your central contact records for consistent, centralized data storage
  2. Pre-fill forms with existing profile data so participants can review and update details easily
  3. Apply conditions based on profile attributes such as role, organization, or access level
  4. Enable approval workflows before updates sync—for example when requesting additional badges, access, or services

Features

Exporting and Reporting

Extend your conference management workflows beyond the platform or share data with stakeholders who don’t have system access.

  1. Export conference form data in formats such as PDF, CSV, Excel, XML, JSON, or HTML for reporting and API integration
  2. View complete form analytics with totals for submissions, payments received, outstanding balances, and option counts
  3. Generate live data feeds from selected form responses to external partners. For example exhibitor service requirements to venue or AV teams
  4. Access detailed financial reporting and revenue charts from conference registrations, bookings, and form transactions

Features

Search and Filter Submissions

Search conference form submissions using tags, participant names, status, or any captured field across your conference management system.

  1. View results in a list layout and filter by any form field for precise data analysis.
  2. Edit submission data inline to quickly update conference records without reopening forms.
  3. Use quick actions from the registration view to update schedules, profiles, or send participant communications.

Features

Approve or Deny form submissions

Create a process around items that are requested with a simple dashboard so you know who wants what and who has been granted a request. 

Create clear request workflows for conference services and resources with a simple dashboard showing who requested what and what has been approved.

  1. Mark entries as approved or declined within your conference management system
  2. Notify registrants automatically with approval or denial emails including notes or next steps
  3. Generate reports showing totals of approved and rejected conference form items for planning and compliance

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