Corporate Event Management Software

Who It's For

The software we develop is designed for those who organise complex events on a recurring basis and need a professional tool built around their own processes:

• Event agencies managing multiple simultaneous events for different clients who need a multi-event system with clear data separation
• HR and communications offices at large companies that internally organise conventions, team building, commercial roadshows, and annual training
• Trade show and exhibition organisers managing hundreds or thousands of attendees, exhibitors, and press accreditations
• Training organisations and professional associations delivering accredited conferences, CPD courses, and seminars
• Institutional offices and public bodies organising public events with strict GDPR compliance and accessibility requirements
• Marketing departments managing product launch events, roadshows, and client events
• Universities and research centres for scientific congresses with abstract management and peer review

We do not sell a SaaS licence with predefined features: we build the system around your way of working, your event types, and your existing integrations.

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Problems It Solves

Registrations managed with email and Excel spreadsheets

The most common approach — a Google form, an Excel list, manual confirmation emails — works for small, infrequent events but becomes unsustainable beyond 100 registrations. The risk of errors, the difficulty in tracking payments, managing cancellations and substitutions, producing badges: everything becomes a mess that absorbs days of work. Our system manages the entire registration cycle in an automated way.

Check-in is slow and chaotic

Queues at check-in are the first negative impression an event can make. A system based on paper lists or Excel requires dozens of minutes to manage arrival peaks. Our QR code check-in system, used on smartphones or tablets, processes each entry in under 5 seconds and updates the attendance list in real time.

Budget and costs are always out of control

Managing an event budget means constantly updating forecasts and actuals across dozens of different line items: venue, catering, A/V, transfers, hotel, speaker fees, materials. With Excel, every update is manual and the risk of errors is high. Our budget tracking module keeps everything under control with real-time forecast vs actual views.

Communications to attendees are a separate job

Confirmation emails, reminders, programme updates, post-event communications, feedback requests: without automation, every communication requires hours of manual work. Our system automates the entire communication flow, with customisable templates and conditional sending based on registration status.

No overall view across multiple events

Anyone managing a portfolio of events — an agency or a structured events office — needs to see the status of all active events in a single panel: registrations, budget, upcoming deadlines. No generic tool offers this view adequately.

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Key Features

Registration and Ticketing Management

The registration module is the entry point of the attendee experience. We configure it for every event type:

• Customisable registration form: free fields, drop-down menus, checkboxes for GDPR consents, document upload where needed
• Multi-tier ticketing: free tickets, paid tickets (with Stripe/PayPal/bank transfer integration), VIP, press, exhibitors, speakers — each with differentiated access and benefits
• Limited seats and waiting list: automatic waiting list management with automatic promotion when spots open
• Discount codes and early bird pricing: time-limited discounts, promotional codes, rates reserved for specific categories
• Group registration: a company representative can register multiple attendees in a single transaction
• Automatic notifications: instant confirmation email, payment receipt, reminders at 7 days, 1 day, and on the day itself
• Registrant management area: each attendee can update their details, download their badge, and add sessions to their personal agenda

QR Code Check-In via Mobile App/Tablet

The check-in system transforms a potentially chaotic moment into a smooth experience:

• Mobile app (iOS and Android) dedicated to check-in staff, installable without an app store account (PWA mode)
• QR scanning: each attendee receives a unique QR code in their confirmation email; scanning registers attendance in under 5 seconds
• Multi-point check-in: for large events with multiple entrances or parallel sessions — each point records attendance independently and synchronised
• Offline check-in: the app works without connection and syncs data as soon as it reconnects
• On-site badge printing: integration with badge printers (Zebra, Brother) for on-arrival badge production
• Real-time attendance dashboard: who has not arrived yet? How many people are already inside? View updated every 30 seconds
• Special accreditation management: press, VIPs, sponsors — each with a differentiated accreditation path

Attendee Portal with Personalised Agenda

Each attendee accesses a personalised web portal where they find everything they need:

• Interactive agenda: full event programme with parallel sessions, filterable by track/theme/time
• Personal agenda: the attendee selects the sessions they want to attend and builds their personalised schedule (useful for multi-track events)
• Practical information: venue map, directions to the location, parking, hotel information
• Pre-event materials: slides, papers, reading lists shared by organisers
• Speaker profiles: bio, photos, social links, session abstracts
• Networking: attendee directory with the option to request one-to-one meetings (optional, with explicit consent)
• Push notifications: programme updates, delay notices, communications from the organisation

Speaker Management: Bio, Abstract, Slide Upload

The speaker module manages the entire lifecycle of speaker participation:

• Call for abstracts: structured submission form, with optional anonymous review by the scientific committee
• Dedicated speaker portal: a private area where speakers upload materials (slides, video, profile photo, bio), update their information, and view the programme
• Approval workflow: abstracts are assigned to reviewers who evaluate them, and the system manages acceptance/rejection notifications
• Expense and fee management: module for collecting tax details (for speaker payments) and managing travel expense reimbursements
• Automatic reminders: slide submission deadlines, technical rehearsal reminders, location instructions
• Presentation templates: the system can provide branded templates with technical specifications (resolution, format)

Logistics: Venue, Catering, Transfers, Hotel Booking List

The logistics module centralises all operational information:

• Venue management: location floor plan, room capacity, available equipment, technical contact details
• Catering management: menu management, dietary preferences (collected during registration), counts for the caterer, service orders
• Transfers and shuttles: airport-hotel-event transfer booking with passenger lists for each run
• Rooming list: hotel booking management for speakers and VIPs, with expected check-in/check-out, room preferences, special notes
• Suppliers: supplier directory with contracts, contacts, SLAs, and operational notes — all in one place
• Operational timeline: checklist of all pre-event activities with responsible person and deadline

Budget Tracker with Forecast and Actual

Budget control is one of the most appreciated features for event project managers:

• Starting budget: definition of cost items and revenue centres at the beginning of planning
• Updatable forecast: cost projections updated as supplier quotes come in
• Actual: recording of actual expenditures with invoice and accounting document uploads
• Forecast/actual variance: immediate view of over-budget items with configurable alerts
• Revenue from registrations: integration with the ticketing module — registration proceeds are automatically netted against total cost
• Budget report for client or management: PDF export with event final accounts, ideal for accountability reporting
• Multi-currency: for international events with suppliers in different countries

Automated Communications

Communication automation eliminates hours of manual work:

• Registration confirmation email: sent immediately after registration, with data summary, QR code, and link to the portal
• Payment receipt: for paid tickets, PDF with payment tax details
• Pre-event reminders: configurable sequence (e.g. 7 days before, 1 day before, on the day with practical information)
• Update communications: if the programme changes, a targeted communication is sent only to attendees of the modified sessions
• Post-event email: thank you message, link to materials, link to feedback survey
• Segmented campaigns: different emails for different categories (speakers, sponsors, standard attendees, press)
• Optional SMS: for critical reminders and urgent updates

Integrated Post-Event Survey

Post-event feedback is essential for improving future editions:

• Customisable survey: multiple-choice questions, rating scales (NPS, CSAT), open questions
• Automatic dispatch: the survey is automatically sent X hours after the event ends
• Reminder for non-respondents: automatic follow-up after Y days
• Results analysis: dashboard with aggregated results, charts, word cloud for open responses
• Per-session and per-speaker report: specific feedback on each session and each speaker is aggregated and shared with the relevant people
• Data export: for advanced analysis with external tools

Hybrid Event Integrations: Zoom, Teams, Eventbrite

Hybrid events — partly in-person, partly streamed — are now the norm:

• Zoom Webinar / Zoom Events: registration synchronisation, automatic link delivery, online attendance tracking
• Microsoft Teams Live Events: integration for hybrid events in Microsoft corporate environments
• Eventbrite: option to use Eventbrite as an external ticket sales channel, with automatic sync of registrations into the main system
• Custom streaming: integration with dedicated streaming platforms (Vimeo, Hopin, Airmeet) for more complex events

GDPR: Consent Collection and Data Management

Event management involves collecting sensitive personal data. The platform is designed to comply with GDPR (EU Reg. 2016/679):

• Granular consent collection: at registration, separate consents are collected for marketing, profiling, and photos/recordings during the event
• Consent register: each consent is recorded with timestamp, IP address, and policy version
• Right to erasure (Art. 17 GDPR): automated procedure for data deletion on attendee request
• Configurable data retention: after X months from the event, data is automatically deleted or anonymised
• Data access (Art. 15 GDPR): each attendee can download their own data from the portal
• Security: data encrypted in transit (TLS 1.3) and at rest (AES-256), admin panel access with two-factor authentication

Multi-Event: Portfolio Management

For those managing multiple simultaneous events:

• Master dashboard: overview of all active events with key KPIs for each
• Event templates: a successful event becomes a reusable template for future editions
• Team and permissions: each team member sees only the events within their remit
• Consolidated reporting: aggregate analysis across all events in the period (useful for agencies)

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Typical Workflow

6 months before: Create the event in the system, configure ticket categories, open registrations. Set the starting budget and expected cost items. Activate the call for abstracts for speakers.

3 months before: The speaker module collects submissions; the scientific committee evaluates them through the system. Confirmed speakers access the speaker portal to upload bios and materials. Meanwhile, registrations grow and the logistics module collects dietary preferences and transfer requests.

1 month before: Close registrations or open the waiting list. Produce the definitive catering list and hotel rooming list. Configure reminder campaigns and send practical communications to attendees.

On the day: Staff use the check-in app to register arrivals. The attendance dashboard shows in real time how many people have entered. Any issues (lost badges, last-minute registrations) are handled directly in the app.

After the event: The survey is automatically sent. Session materials are published in the attendee portal. The budget is closed with final actuals. The comprehensive report is generated and shared with management or the client.

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Possible Integrations

• Payment systems: Stripe, PayPal, Nexi, bank transfer with automatic reconciliation
• Corporate CRMs: Salesforce, HubSpot — event attendees are synchronised as contacts/leads
• ERP and accounting systems: invoice and transaction export to systems such as SAP, Microsoft Business Central
• Marketing automation: HubSpot, Mailchimp, ActiveCampaign — for post-event campaigns and nurturing
• Video conferencing: Zoom, Teams, Meet for hybrid sessions
• Analytics tools: Google Analytics, Matomo for attendee portal tracking
• Corporate SSO: for internal events, access to the attendee portal can be via corporate credentials (Azure AD, Google Workspace)
• Open API: data export to any external system via documented REST API

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Custom vs Off-the-Shelf

SaaS event management platforms exist (Eventbrite, Cvent, Whova, Hopin). Here is why many structured organisations choose custom:

Limitations of SaaS solutions:

• Percentage costs on ticket sales that erode margins (Eventbrite takes up to 6.95% + €0.59 per ticket)
• Limited branding: your event appears on a third-party platform, not your own domain
• Rigid workflows that force your process to adapt to the tool
• Costly or impossible integrations with existing company systems
• Attendee data hosted on the vendor's servers, with data sovereignty uncertainties
• Inability to manage complex registration logic (e.g. manual approval accreditation, quota management by professional category)

Advantages of Graffico custom development:

• No percentage on ticket sales: pay for development once, all registration revenue is yours
• Completely your domain and brand identity
• Workflow built around your process, not the other way around
• Native integrations with CRM, ERP, and systems already in use
• Data in Italy or the EU, under your control
• Infinitely customisable registration logic
• Unlimited growth: add features over time without changing platforms

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Timeline, Budget & Process

How We Work

1. Discovery (1-2 weeks): Analysis of the types of events you manage, your current processes, required integrations, and main pain points 2. Design (2-3 weeks): System architecture, wireframes of main interfaces, workflow definition 3. MVP Development (8-12 weeks): First complete version with registrations, ticketing, check-in, communications, and attendee portal 4. Pilot event testing (1-2 weeks): System testing on a real small-scale event to validate all flows 5. Go-live and training: Operational team training, procedural documentation, support for the first major event 6. Evolution: Addition of modules (budget, speakers, logistics) in subsequent sprints

Indicative Budget

• Basic system (registrations, free ticketing, QR check-in, automated communications, attendee portal): indicatively €20,000 – €35,000
• Complete system (all of the above + speaker management, budget tracker, logistics, post-event survey, CRM integrations): indicatively €35,000 – €65,000
• Enterprise system (multi-event, white-label for agencies, paid ticketing with custom gateway, ERP integrations, complex accreditation): from €65,000 upward

Contact us for a free analysis of your requirements and a detailed quote.