Events AI Playbook — AI for Event Marketing | Sep 24

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Plans to Suit Your Event Needs

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FAQ's

How do I budget for my first event on Gevme?

Start by estimating your expected attendee count and which modules you actually need, since Gevme’s plans are built around those two variables rather than a single flat license fee. If you are only building a simple event website to gauge interest, the Free plan covers the website builder, virtual venue editor, content management, and access to 50 plus themes at no cost. Once you need registration forms, an event mobile app, or advanced engagement tools, the Starter plan at USD 960 a year is the next line item to budget for. Growing programs that require AI powered business matchmaking or advanced event analytics should plan around the Pro plan at USD 2,160 a year. Add a buffer for the attendee add on, priced from USD 2.10 per attendee once you go past your plan’s included allowance, and for any additional organiser user accounts at USD 1,200 each if more than one staff member needs full access. Because there is no credit card required to start on the Free plan, many event registration software buyers use it to prototype their event registration and website flow before committing budget to a paid tier. This approach lets you validate the platform against your real event management software pricing needs before you sign an annual contract.

Each Gevme plan includes a set attendee allowance, and once your registrations or check-ins push past that number the additional attendees are billed through the attendee add on rather than being blocked from registering. The add on is priced from USD 2.10 per attendee, so a sudden surge in signups close to your event date does not require an emergency plan upgrade or a support ticket to keep registration open. This matters most for organizers running conference event management software where turnout can spike unpredictably in the final week before the event. Because the overage is metered per attendee instead of forcing a jump to the next full tier, the incremental cost usually stays proportionate to the extra revenue or value those additional guests represent. If you expect to consistently run over your allowance every event, it is worth comparing the cumulative cost of the attendee add on against upgrading from Starter to Pro, since a higher tier may work out cheaper per head over a full year. Your account team can help model that comparison based on your typical event registration volume. In all cases, exceeding the limit does not interrupt an event that is already live, so onsite check-in and badging continue to function normally.

Yes, Gevme customers can move up to a higher tier during their contract term when their event program grows and needs features like custom themes, AI business matchmaking, or advanced event analytics that are only available on Pro. Because pricing is billed annually, an upgrade typically involves prorating the difference between your current plan and the new one for the remainder of your billing year, which your account manager or the support team can confirm for your specific renewal date. This flexibility is useful for organizations that start on the Free or Starter plan to test the platform and then scale up once they add more event types or larger attendee volumes. Downgrading is also possible at renewal time if your event program becomes smaller or more seasonal, though any features unique to the higher tier, such as the white label mobile app or custom integrations on Enterprise, would no longer be available after the change. If you are unsure which tier fits your roadmap for the next 12 months, request a demo or talk to the Gevme team before committing, since they can walk through your expected event registration and engagement volume against each tier’s inclusions. Enterprise customers with custom quotes should raise any plan changes directly with their dedicated account contact rather than through self-service tools.

Gevme’s paid plans are billed annually, so cancellation and refund terms are handled contractually rather than through a self-service refund button, and organizers should confirm the specific terms that apply to their agreement with the Gevme sales or support team before signing. Because the Free plan requires no credit card and no commitment, it remains the lowest risk way to trial the event registration software before moving to a paid Starter or Pro contract. For Enterprise customers, refund and cancellation terms are typically negotiated as part of the custom quote process during the Let’s Talk conversation with the sales team. If your event program changes significantly partway through a contract year, reach out through a support ticket or live chat so the team can discuss your options rather than assuming a standard policy applies. Many event management software vendors, including Gevme, price around annual commitments because the platform requires ongoing hosting, security certification maintenance, and support infrastructure that a month to month model would not sustain. Reviewing the cancellation clause in your order form or contract before renewal is the most reliable way to know exactly what applies to your account.

Gevme is actively used by nonprofits, associations, and universities running conferences, fundraisers, and academic events, and pricing conversations for these organizations typically happen through the Enterprise Let’s Talk custom quote process rather than a fixed published discount. Because nonprofit and education budgets often have specific constraints, it is worth raising your organization type and expected attendee volume directly with the Gevme team when requesting a demo, since custom quotes can be shaped around program size and recurring event cadence. Organizations evaluating nonprofit event registration software or event registration software for nonprofits should compare not just the sticker price but what is bundled in, since Gevme’s Starter and Pro tiers already include the event mobile app, engagement tools, and analytics that many nonprofits would otherwise pay for as separate add ons elsewhere. Universities running recurring orientation events, alumni conferences, or academic symposiums may also benefit from discussing a multi event or annual arrangement rather than pricing each event individually. If your organization qualifies for reduced fees, the sales team will confirm eligibility and pricing during the quote process rather than through the standard published plan pages. Reach out via the request a demo page to start that conversation with specifics about your mission and typical event size.

Gevme’s Starter and Pro plans are billed annually, and payment is typically arranged through standard commercial invoicing and card payment channels set up during onboarding with the sales team. Enterprise plans, which are quoted individually through the Let’s Talk process, often support additional invoicing arrangements suited to larger organizations with procurement requirements, such as purchase orders. For the attendee registration and ticketing side of the platform, Gevme supports payment gateway integrations so that your own event attendees can pay for tickets using their preferred method at checkout, which is a separate concern from how you pay Gevme for your subscription. If your organization has specific billing requirements, such as a preferred currency like SGD instead of USD, or a need for a formal purchase order process, raise this during your initial sales conversation so it can be documented in your contract. Because pricing is published in both USD and SGD equivalents, teams based in Singapore or the wider Asia Pacific region can budget in local currency without conversion guesswork. For any billing question after you are already a customer, the support ticket system or live chat channel is the fastest way to reach the right team.

Gevme combines a flat annual license fee for the Starter or Pro plan with a metered attendee add on, priced from USD 2.10 per attendee once you exceed your plan’s included allowance, rather than charging a single flat fee regardless of event size. This hybrid model tends to favor organizers running a mix of smaller and larger events over the year, since you are not paying for a large attendee cap you rarely use, but you also are not blocked or forced into an expensive upgrade the moment one event grows unexpectedly. Purely flat fee event ticketing software can look cheaper on paper for a single large event but often becomes less predictable across a full calendar of events of varying sizes. Purely per ticket pricing models, common among some event booking software competitors, can also become expensive quickly for high volume conferences, since every registration carries a percentage or fixed fee regardless of your annual spend. Because Gevme’s core plan fee already includes the event website, engagement tools, and mobile app, organizers comparing event registration and management software should add up the total cost of those features as separate add ons on competing platforms before comparing final numbers. Reviewing your typical annual attendee volume across all events, not just your single largest one, is the most accurate way to see which pricing model actually costs less for your program.

There is no cost to start on the Free plan, and no credit card is required, so organizers can begin building an event website and exploring the platform without any upfront setup charge. For paid Starter and Pro plans, the published annual pricing of USD 960 and USD 2,160 respectively covers access to the platform and its included features, and any additional implementation support beyond self-service setup would be discussed as part of your sales conversation rather than hidden in the base price. Enterprise customers, who receive a custom quote through the Let’s Talk process, may have implementation and dedicated premium support scoped as part of that custom agreement given the added complexity of white label mobile apps and custom integrations at that tier. Because the platform is built to be usable without heavy technical setup, most Starter and Pro customers can configure their first event registration form and event website directly through the interface without needing paid onboarding services. If your event requires custom integrations, complex approval workflows, or bespoke branding beyond what self-service tools support, it is worth clarifying implementation scope and any associated cost before signing your contract. Support resources, including the knowledge base and live chat, are available at every tier to help with initial setup at no extra charge.

Gevme’s Starter and Pro plans are billed annually, which means the standard commitment runs for a 12 month term rather than allowing month to month cancellation, so it is important to review your specific contract terms before signing if flexibility is a priority. The Free plan carries no lock-in at all, since it requires no credit card and no contract, making it a practical way to use the platform on an ongoing basis for simple event websites without any cancellation concerns. If your organization’s event calendar is unpredictable or seasonal, discuss this with the sales team during the quoting stage, since Enterprise agreements are custom and may be structured differently from the standard Starter and Pro terms. Cancelling before a renewal date typically just means the subscription will not auto renew rather than triggering an immediate refund for the current term, though you should confirm this against your own order form. Many event registration software buyers prefer an annual model because it keeps pricing predictable across a full year of events rather than fluctuating with monthly usage. For any question about your renewal date or how to formally cancel, contact the team through a support ticket well ahead of your renewal so there is time to process the request.

The base price of each paid tier is built around a core feature set, while a number of specialized capabilities are offered as separate add ons on top of that base fee. The Free plan’s base includes the website builder, virtual venue editor, content management, and 50 plus themes, with no paid features layered in. Starter, at USD 960 a year, folds in the event mobile app, advanced engagement features, unlimited media hosting, and restricted pages for signed-up users as part of its base price rather than as extras. Pro, at USD 2,160 a year, extends that base to include custom themes, AI business matchmaking, and advanced event analytics. Regardless of tier, once your event grows past the included attendee allowance, extra attendees are charged from USD 2.10 each, and additional staff accounts beyond what is bundled are charged at USD 1,200 per organiser user. Enterprise customers get a custom quote that bundles dedicated premium support, a white label mobile app, enterprise level security, and custom integrations, so what counts as base versus add on shifts at that tier based on the negotiated agreement. Knowing this breakdown ahead of time helps you avoid budgeting surprises when your event registration numbers or team size grow during the year.

For a mid-size conference with a mix of registration, an event website, onsite check-in, and an event mobile app, most organizers should plan around the Pro plan at USD 2,160 a year, since it includes advanced event analytics and AI business matchmaking that larger conferences commonly need for networking and post-event reporting. On top of the base plan fee, budget for the attendee add on at USD 2.10 per attendee for any registrations beyond your plan’s included allowance, which is especially relevant if your conference is expected to grow year over year. If more than one staff member needs full platform access to manage registration, the event website, and onsite operations simultaneously, factor in USD 1,200 per additional organiser user account. Hardware costs for onsite check-in, such as kiosks or counter sets for badge printing, are typically a separate line item from the software subscription and should be quoted alongside your plan. Conferences that plan to run several events per year, rather than a single annual flagship event, often find the flat annual license fee more cost effective than a purely per event pricing model, since the same subscription covers every event you run within the term. Comparing your total expected attendee volume across the full year against both the Starter and Pro tiers, including add ons, is the clearest way to land on an accurate budget before you commit.

Gevme’s published pricing, starting at USD 960 a year for Starter and USD 2,160 a year for Pro, gives price conscious organizers a transparent starting point that many enterprise focused competitors, including Cvent, do not publish openly, instead requiring a sales conversation for even a rough estimate. Because Gevme’s base plans already bundle the event website, registration, engagement tools, and mobile app, organizers comparing cvent pricing or cvent alternatives should factor in what those platforms charge separately for similar modules before assuming a lower headline number is actually cheaper overall. Compared to purely per ticket platforms like Eventbrite, which charge a fee on every paid registration regardless of your annual spend, Gevme’s flat annual fee plus metered attendee add on from USD 2.10 can work out more predictable for organizers running multiple events with free or low cost tickets. The Free plan also gives budget constrained teams, including nonprofits and smaller associations, a genuine no cost way to launch an event website and test the platform before comparing it against paid competitors like Bizzabo or Whova. Ultimately, affordability depends on your specific mix of attendee volume, number of events per year, and which modules you actually use, so it is worth running your real numbers against a few event registration software options rather than relying on list price alone. Requesting a demo is a practical next step to get a tailored comparison based on your event program rather than a generic price comparison.

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AI Platforms for Event Professionals

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