---
title: "Conference ticketing questions answered"
description: "Get straight answers to 23 questions conference organizers ask, from what your buyers pay and when your ticket money reaches you to how your team runs the day."
canonical: "https://www.ticketfairy.com/solutions/conferences/questions"
---

1. [Ticket Fairy](https://www.ticketfairy.com/)
2. [Solutions](https://www.ticketfairy.com/solutions)
3. [Conferences](https://www.ticketfairy.com/solutions/conferences)
4. Conference ticketing: your questions answered

# Conference ticketing: your questions answered

  [Get started free](https://manage.ticketfairy.com/welcome?utm_source=compare&utm_campaign=solutions-conferences-questions) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo)

- **23** questions answered
- **22** pages that show you how

Here you can find out what your delegates pay, when your pass money reaches you and how a company pays for its team on invoice. You can also see how you choose speakers with your panel, fill breakout rooms without clashes, badge delegates before the first keynote and show exhibitors and sponsors the leads and sales that bring them back next year.

1. [Which badge printers can I use?](#which-badge-printers-can-i-use)
2. [Where do the company name and job title on the badge come from?](#where-do-the-company-name-and-job-title-on-the-badge-come-from)
3. [Who pays the booking fee on my conference passes?](#who-pays-the-booking-fee-on-my-conference-passes)
4. [When do I get the money from my pass sales?](#when-do-i-get-the-money-from-my-pass-sales)
5. [Can a company pay for its team's passes by invoice?](#can-a-company-pay-for-its-team-s-passes-by-invoice)
6. [Can delegates change the sessions they picked?](#can-delegates-change-the-sessions-they-picked)
7. [Can delegates pay for a session?](#can-delegates-pay-for-a-session)
8. [Does a speaker need an account to fill in their advance?](#does-a-speaker-need-an-account-to-fill-in-their-advance)
9. [Is a speaker told when I decline their proposal?](#is-a-speaker-told-when-i-decline-their-proposal)
10. [Do my exhibitors need an account to scan leads at their stand?](#do-my-exhibitors-need-an-account-to-scan-leads-at-their-stand)
11. [Is anyone added to the attendee directory without asking?](#is-anyone-added-to-the-attendee-directory-without-asking)
12. [Does Fai change anything without asking?](#does-fai-change-anything-without-asking)
13. [Can I manage speakers, the agenda and sponsors in the same event I sell passes from?](#can-i-manage-speakers-the-agenda-and-sponsors-in-the-same-event-i-sell-passes-from)
14. [Can early bird prices end on a date or when they sell out?](#can-early-bird-prices-end-on-a-date-or-when-they-sell-out)
15. [Can delegates book breakout sessions?](#can-delegates-book-breakout-sessions)
16. [Can my exhibitors and sponsors collect leads by scanning delegates' badges?](#can-my-exhibitors-and-sponsors-collect-leads-by-scanning-delegates-badges)
17. [Can I run a call for speakers and have my panel score the proposals?](#can-i-run-a-call-for-speakers-and-have-my-panel-score-the-proposals)
18. [Can I offer a members' rate that only members can see?](#can-i-offer-a-members-rate-that-only-members-can-see)
19. [Can I sell day passes alongside a full conference pass?](#can-i-sell-day-passes-alongside-a-full-conference-pass)
20. [How do I give speakers and press their passes for free?](#how-do-i-give-speakers-and-press-their-passes-for-free)
21. [Can I ask delegates about dietary needs and access requirements when they book?](#can-i-ask-delegates-about-dietary-needs-and-access-requirements-when-they-book)
22. [Can I show my speakers and agenda on my own website?](#can-i-show-my-speakers-and-agenda-on-my-own-website)
23. [Can international delegates read my conference website in their own language?](#can-international-delegates-read-my-conference-website-in-their-own-language)

## Which badge printers can I use?

Any label or card printer your computer can print to. Badges print from your browser as A6 lanyard badges (105 × 148 mm) or CR80 cards (85.6 × 54 mm). They carry your event's logo and color from your brand kit. You choose the paper size in the print dialog.

Nothing else needs installing. You open your registration desk in the browser, select Print, then choose your badge printer and the paper size in the print dialog. An A6 badge fits a lanyard pouch, and a CR80 card suits a plastic card printer. If a badge does not come out, selecting Print again in the same window sends it again.

At a self-service kiosk, the badge can print without the print dialog. Google Chrome on the tablet starts with its kiosk printing option, once the badge printer and paper size are set as the tablet's default printer. Each delegate's badge then prints as soon as they check in.

[Check in attendees and print name badges](https://www.ticketfairy.com/guides/check-in-attendees-and-print-badges-at-registration)

## Where do the company name and job title on the badge come from?

From the questions you ask at checkout. In the badge setup, you choose the checkout question for the company line and the one for the job title line. You can also leave a line off.

You add a checkout question for each detail you want on the badge, such as Company and Job title, and attach it to the ticket so each delegate gives their own answer. When a question is named like Company or Job title, Ticket Fairy picks it for the badge for you. With no checkout questions, the badge shows the delegate's name and ticket type.

With Print the ticket type on, Delegate, Speaker or any other ticket type prints in your color, so your staff tell people apart at a glance. How the badge prints shows each change before you save it.

[Choose what prints on each delegate's badge](https://www.ticketfairy.com/guides/check-in-attendees-and-print-badges-at-registration)

## Who pays the booking fee on my conference passes?

You choose, once for each event, before you create your first ticket type. With Added, delegates pay the fee on top and you receive the full pass price. With Absorbed, delegates pay exactly the price on your website and the fee comes out of what you receive.

On your event, you select Tickets and choose a card under Booking Fees on the Inventory tab. Added is the default on a new event. Added Later shows the pass price on your event page and the fee at checkout, and is not offered for events in Australia, the United Kingdom or the United States.

The fee falls as a percentage as your prices rise, with a small minimum on low prices, and free passes carry none. The same choice covers every ticket type and add-on on the event, including your paid workshops and the networking dinner.

[Choose who pays the booking fee on your event](https://www.ticketfairy.com/guides/set-who-pays-the-fees)

## When do I get the money from my pass sales?

You choose how your brand is paid. With Paid out after your event, Ticket Fairy takes the card payments and pays you 10 to 15 business days after the conference. With Before your event, as tickets sell, each payment goes to your own card payment account as delegates buy.

Being paid as delegates buy needs your own card payment account set up and active before your passes go on sale, and that account pays out on its own schedule. With Paid out after your event, you need nothing set up, so you can publish straight away.

When you are paid after the event, the money goes to the account under Payout Details on your brand's Details page, and one event can use a different account. It is worth checking before the conference ends, because a payout already sent to an old account has to be recalled. Pending refund requests and chargebacks extend the wait.

[Check the payout for your conference](https://www.ticketfairy.com/guides/check-your-payout)

## Can a company pay for its team's passes by invoice?

Yes, with a group booking. You record the passes, extras and price, and send the booking for sign-off if it needs it. Then you raise an invoice with the due date the company's terms give. The tickets are held from the moment you send the invoice until it is paid, and the company pays through the invoice's payment link.

On Group Bookings, you start a booking with the company's legal name and choose the purchaser, the person who receives the invoice and gives out the passes. You add each ticket type and quantity, and any add-ons that go with them. The block can be priced per pass, or as one agreed total when the company agreed a lump sum.

You enter the purchase order number and choose the payment terms the company works to. They stay on the booking for your team. Sign-off covers a discount or a large block that needs a second pair of eyes, and the booking cannot be invoiced until every approver has approved it.

When you raise the invoice, you choose the due date the company's terms give, such as 30 days from today for Net 30 days. Ticket Fairy emails the invoice and its payment link to the purchaser. The booking moves to invoiced, then to paid when the money arrives, and the purchaser gets an email to give the passes out.

[Sell a block of tickets to a company and invoice them](https://www.ticketfairy.com/guides/take-a-group-booking-and-invoice-it)

## Can delegates change the sessions they picked?

Yes. A delegate signs in to their account and finds Your sessions on their order page. There they drop a session and pick another while places are left. If a session is full, they can join its waiting list. If a session clashes with one they picked, they see which one, so they drop the other first.

Each session shows its day, time, room and the places left. A calendar button adds all of a delegate's picks to their own calendar. When a full session has a waiting list, the next delegate on it gets an email to take a place as soon as one comes back.

Your team can also add any ticket holder to a session, or give a place back, from Ticket holders in the Sessions view. You find the delegate by the code on their ticket or the email they bought with. A buyer who bought passes for colleagues picks for them and chooses which ticket each place is for.

[Let delegates pick their conference sessions](https://www.ticketfairy.com/guides/let-ticket-holders-pick-the-sessions-they-attend)

## Can delegates pay for a session?

Yes, as a paid workshop. The sessions delegates pick come with their pass, so sell each paid workshop as an add-on with the room's places as its stock, and it goes off sale when the room is full.

Each workshop is an add-on with its own price, and its stock is the number of places in the room. A workshop for thirty places is sold out once thirty delegates have taken one, and your passes stay on sale. When the workshop moves to a bigger room, you raise the stock and it goes straight back on sale.

Delegates buy the workshop in the same checkout as their pass, so they book the whole day in one payment. You can limit a workshop to the passes that may buy it, and a masterclass for full-conference delegates appears only once a full-conference pass is in the basket.

[Sell add-ons with your tickets](https://www.ticketfairy.com/guides/sell-add-ons-with-your-tickets)

## Does a speaker need an account to fill in their advance?

No. They open their own link, enter their part of the advance, upload their slides and can sign their agreement on the same page.

Each speaker, or their assistant, gets a link to their part of the advance. It opens on any phone or computer and shows only the sections you chose, with what is still needed at the top. You choose how long the link works, from 7 to 90 days, with 30 days unless you change it.

When they save an answer, that section shows as received on your advance, and you confirm it or send it back for changes. Fai fills in empty answers from the booking and the documents you or the speaker add, and never replaces an answer a person gave. You sign the advance off once every section is confirmed.

[Collect each speaker's travel, bio and slides](https://www.ticketfairy.com/guides/advance-your-performers-before-the-show)

## Is a speaker told when I decline their proposal?

No. When you decline, you can keep a reason for your team. Ticket Fairy does not email the person who applied, so you choose how to tell them.

A declined proposal moves to Declined, and you can move it back to Reviewing later. You can also put a proposal on the waiting list or mark it as withdrawn. Fai declines or moves a proposal with your reason after you confirm, and she emails nobody when she does.

When you accept a talk, the speaker joins your event with a session on the agenda, and Fai gets their advance link ready for you to send. With Email accepted people their advance link straight away on, the link goes out the moment you accept.

[Review talk proposals with your team](https://www.ticketfairy.com/guides/review-act-and-talk-applications-with-your-team)

## Do my exhibitors need an account to scan leads at their stand?

No. Booth staff work from a link on their own phone or tablet, with no account to create. Each exhibitor runs their staff, leads and follow-ups from their own page. Your staff can scan badges with a USB or Bluetooth barcode scanner connected to the phone or tablet. Or they enter the code printed on the badge. When a delegate says they do not want contact, their email and phone are hidden at once.

You add each member of an exhibitor's booth staff by name and email, then give each one their own scanner link, or make one shared link for a tablet on the stand. Each lead then shows who met the visitor. Booth staff can connect a USB or Bluetooth barcode scanner to the phone or tablet, or enter the code printed on the badge. With no connection, the phone keeps each scan and sends it when the connection is back.

They rate each visitor in the exhibitor's own rating words and add notes. They see names, ratings and notes only. The exhibitor gets the visitor's name, email address and phone number under your event's terms, unless the visitor says they do not want contact.

Each exhibitor gets a page of its own, which their team opens with no sign-in. On that page, they add booth staff and scanner links, approve the follow-up emails Fai drafts and download their leads.

[Give exhibitors a lead scanner for their booth](https://www.ticketfairy.com/guides/give-exhibitors-a-lead-scanner-for-their-booth)

## Is anyone added to the attendee directory without asking?

No. The directory is off until you switch it on, and delegates join it themselves from their order page. Each delegate chooses which details others see and can leave at any time. Questions in live Q&A can be anonymous when you allow it on that board.

Delegates who join your directory find people with shared interests and ask to meet at one of your meeting times, with a table for each meeting. Each delegate chooses what others see about them, can change it or leave at any time, and nobody can download the directory.

In each session, delegates ask and upvote questions and vote in polls from a QR code, with no sign-in. You choose whether questions show at once or after your moderator approves them, and whether delegates can ask without giving their name.

[Set up your attendee directory and live Q&A](https://www.ticketfairy.com/event-operating-system/registration-and-badges)

## Does Fai change anything without asking?

No. Fai can score proposals, import a speaker, set up sessions, set up your registration desk, draft exhibitor follow-ups and take group bookings. She shows you each change and waits for your approval before anything is saved or sent.

Fai is the assistant inside your dashboard. She gives each talk proposal a summary and a score out of 5 with her reasons, flags likely repeats and fills in speakers' advances from the documents they send. Each time, she shows you what she means to do and waits for your yes.

Some decisions stay with other people. Only the exhibitor approves its follow-up emails, on its own page, and nothing Fai drafts for them goes out before they approve it.

[See what Fai can prepare for your conference team](https://www.ticketfairy.com/event-operating-system/fai-and-automation)

## Can I manage speakers, the agenda and sponsors in the same event I sell passes from?

Yes. You can sell passes, choose speakers, build the program, badge delegates and report to sponsors, all from the same event.

You sell passes, workshops and company blocks from the same event your program team works in. Talk proposals arrive in Applications, and an accepted speaker joins your event with their session on the agenda and their advance started. On the day, your registration desk, kiosks and door app share one check-in, so a delegate checked in at the desk shows as checked in at the door.

Exhibitors scan leads from their own links, sponsors see their deliverables and results on their own page, and your feedback survey goes out after the event. For next year, this year's setup copies into the new edition.

[Run a conference on Ticket Fairy](https://www.ticketfairy.com/guides/run-a-conference)

## Can early bird prices end on a date or when they sell out?

Yes. Early bird can be its own ticket type with its price and allocation. The next release opens at the date and time you choose, when early bird sells out, or whichever comes first, so delegates always see a pass they can buy.

For each release, you choose when it goes on sale under This ticket type should be available: once the previous ticket type sells out, at a specific time on a specific date, whichever of those comes first, or always. You enter the sales start and end dates in your venue's local time.

The releases for one pass belong in the same ticket category, such as Full conference, because a release that waits for the previous one looks only at earlier ticket types in its own category. A published early bird cut-off gives delegates a reason to book this month rather than next.

[Schedule your early bird and standard releases](https://www.ticketfairy.com/guides/schedule-ticket-sale-windows-and-release-tiers)

## Can delegates book breakout sessions?

Yes. With Ticket Fairy as your ticketing provider, delegates pick their breakout sessions on their order page, in the same event where they bought their pass. Each session has its own places and a waiting list, and volunteers scan delegates in at the door.

When you select Let people pick this on a talk or workshop on your agenda, its title, time, room and places come from the agenda. Once the session is open for picking, delegates who sign in to their account pick it on their order page. Nobody can hold two places at the same time, so a clash asks the delegate to drop one pick first.

At the room door, volunteers scan tickets from a door link on their phone, with no sign-in. The door lets in the people who picked the session and says plainly why anyone else cannot go in. Afterwards, the attendance report shows how many picked each session, came in, did not come and were turned away.

[Scan delegates into sessions and see who came](https://www.ticketfairy.com/guides/scan-ticket-holders-into-sessions-and-see-who-came)

## Can my exhibitors and sponsors collect leads by scanning delegates' badges?

Yes. Each exhibitor can add up to 100 booth staff, who scan badges from a link on their own phone or tablet with no app to install. You set it up in the Exhibitors section of your event.

The Leads view shows each exhibitor's leads, how many can be contacted, the follow-ups sent and its scanner links, with your event's totals at the top. Each exhibitor's results show leads by rating, who on the booth met the most visitors, clicks and sales through their tracking link and the share of checked-in delegates the booth scanned.

After the event, Fai drafts one follow-up email for each visitor the exhibitor can contact, from the rating and notes. The exhibitor reads each one, changes it if they want and approves it before it goes. Each visitor gets one follow-up at most, with a link to stop that exhibitor's emails.

[Let exhibitors follow up their leads and see results](https://www.ticketfairy.com/guides/let-exhibitors-follow-up-their-leads-and-see-results)

## Can I run a call for speakers and have my panel score the proposals?

Yes. A form started from Submit a talk brings every proposal into Applications with Fai's summary and a score out of 5 with her reasons. Your reviewers score each proposal from 1 to 5 from their own link, with no sign-in.

You choose when the form opens and closes, and speakers send their proposal from a phone or computer without an account. Reviewers do not see the names on talks unless you change that setting, so your panel judges what was proposed. Each reviewer's link works for 60 days, and the panel shows how many proposals each reviewer has scored.

You can sort the list by the best reviewer score or the best Fai score. Reviews says Reviewers disagree when the scores are far apart, so you know which proposals to talk through. When you accept a talk and choose its start time, length and room, the speaker is added with a session on your agenda.

[Take talk proposals with a form](https://www.ticketfairy.com/guides/take-applications-with-a-form)

## Can I offer a members' rate that only members can see?

Yes. You can hide the members' ticket type and attach it to a promotion with an access code that gives no discount. Members enter the code on your event page and see the members' rate, while everyone else sees your standard passes.

With Always hidden on the members' pass, a scheduled release never shows it before a member enters the code. One code can open several hidden ticket types, and you can give each member group its own code. You set the dates the code works and how many times it can be used.

If a code reaches the wrong people, you add a replacement code to the promotion and remove the old one once the new code works.

[Hide a members' rate behind an access code](https://www.ticketfairy.com/guides/unlock-hidden-tickets-with-an-access-code)

## Can I sell day passes alongside a full conference pass?

Yes. Each pass can be its own ticket type with its own price and allocation, grouped in ticket categories such as Full conference and Day one. Delegates see each category under its own heading, with its early bird and standard releases underneath.

You start from the Conference template. It builds a Standard pass, an Early bird pass at three quarters of the price and a Workshop pass add-on, with attendee names switched on. When you answer its questions about a student rate and a networking dinner, the template adds them.

Categories change nothing about price or allocation, and a ticket type you leave out of a category stays on sale in the main list. When you duplicate the event for next year, the categories come with it.

[Group your tickets into categories](https://www.ticketfairy.com/guides/group-your-tickets-into-categories)

## How do I give speakers and press their passes for free?

From Guest Tickets, you can send each speaker, chair and journalist a guest ticket on the pass they should hold. They check in at the same desk and doors as paying delegates, and their tickets add nothing to your takings.

You can send up to 40 tickets to one person at a time, or upload a spreadsheet for a whole list, with up to 50 tickets on a row. Each ticket carries the guest's first and last name, and the issued list records who sent each one and when.

A guest ticket comes out of its ticket type's stock like a sold one, so many teams make a Speaker or Press ticket type with its own allocation. With Print the ticket type on, a speaker's badge then says Speaker in your color. To take a guest ticket back, you cancel its order from the Guest tab on Orders, and its barcode stops working at once.

[Send free tickets to your guest list](https://www.ticketfairy.com/guides/issue-guest-tickets)

## Can I ask delegates about dietary needs and access requirements when they book?

Yes. You can add your own checkout questions, such as a meal choice or an access request, and attach each one to the ticket so every delegate gives their own answer. A question can be required when your caterer or venue team needs the answer.

Each answer can be text, or a fixed set of choices for something like a meal preference. Each answer stays with the delegate's ticket, and you choose whether it shows on their ticket, the PDF and the scan view at the door.

[Add custom questions to your checkout](https://www.ticketfairy.com/guides/add-custom-checkout-questions)

## Can I show my speakers and agenda on my own website?

Yes. You can publish your speakers with a photo, bio and links for each one, and they show on your event page. The code for the line-up or the timetable pastes into any page of your own website.

Nothing goes public until you review and publish. Announce speakers in waves at the time you choose, and Fai drafts each speaker's bio from their links for you to accept. When times move, you publish again, and a draft email listing the changes waits for you to check and send to ticket holders.

On the timetable, delegates filter by day, star the talks they want to see and add them to their own calendar. On a website you build with Ticket Fairy, a Line-up or Schedule section shows your published speakers.

[Publish your line-up and timetable](https://www.ticketfairy.com/guides/publish-your-line-up-and-set-times)

## Can international delegates read my conference website in their own language?

Yes. Fai translates the website you build with Ticket Fairy into Spanish, French, German, Indonesian, Russian, Danish, Norwegian, Swedish and Finnish, and into English when your site is in another language. Your team checks her texts and puts each language live, with a language menu for visitors.

Fai translates your pages, sections and lists in the background while you keep editing. Each text shows the original beside Fai's translation, and your team accepts it, edits it or asks her to translate it again. When you change a text later, its translation is marked, and visitors see your new text until the translation is updated.

You can take a language off your website at any time. Your translations are kept, so you can publish the language again whenever you choose.

[Translate your event website](https://www.ticketfairy.com/guides/translate-your-event-website)

[Ticket Fairy for conferences](https://www.ticketfairy.com/solutions/conferences)

**You choose the tools to start with** You can start with event management or marketing alongside your current ticketing provider. If you decide to move ticketing, your account manager helps with setup, customer-data imports and training.

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