Software for Conference Organisers: Agenda, Tickets, Sponsors and Speakers in One App
Mythex builds conference software from a description: an event website with a live agenda and speaker pages, ticket types with group purchases, a portal where speakers upload slides and headshots, a sponsor pipeline with deliverables and installment invoices, and QR check-in on the day. All of it shares one database, so attendees, sponsors and sessions stop living in three separate tools.
What running a conference demands from software
A conference has a long tail and a sharp end. The venue is booked a year out, the call for speakers opens months before the programme exists, sponsors sign and pay in stages, and early-bird tickets fund deposits that fall due long before most attendees register. Then the last six weeks bring room changes, missing headshots, group buyers adding names, badge printing and a printed programme that is out of date on arrival. On the day, the job is queues at registration and sessions that overflow. The software has to hold all of that in one place and change at the last minute without breaking the public agenda.
- An agenda by day, track and room that can change up to the morning of
- Ticket types, add-ons and group purchases with names added later
- A speaker pipeline from invited to confirmed, with materials due by a deadline
- Sponsor packages with deliverables, lead lists and staged payments
- Session choices ahead of time to size rooms
- QR check-in at the door and per session
What you can build for conference organisers
A conference website with an agenda you can change on the day
The agenda is data, not a page, so moving a talk to a bigger room updates every speaker page and the schedule at once. Speakers get pages with bio, photo and sessions. Sponsor logos are placed by package level. Publish early with sessions marked 'to be announced'; each new speaker is another reason to email your list.
Build a website for our two-day conference with an agenda by day, track and room that I edit from an admin page, a page per speaker with bio, photo and sessions, sponsor logos grouped by Gold, Silver and Bronze, and venue, travel and hotel information.
Ticket sales with early-bird deadlines and group buys
Sell early-bird, standard, student and group tickets, with add-ons for workshops, the dinner or recordings. Group buyers pay first and add attendee names later, which is how companies actually buy. The early-bird price switches off on its deadline, and you keep it switched off.
Make a ticket store for our conference with early-bird (ends 31 March), standard, student and group-of-5 tickets, plus add-ons for workshops and the conference dinner. Group buyers can pay now and add attendee names later from a link.
A speaker portal that does the chasing for you
Each speaker logs in to a checklist: headshot, bio, session abstract, slides and AV needs, each with a due date. They see what is missing, and you see a list of every speaker still owing something. Sponsors get their own view of deliverables, booth details and the leads they collected.
Create a speaker portal for our conference. Each speaker sees a checklist of headshot, bio, abstract, slides and AV requirements with due dates and uploads files against each item. Give me an admin list of speakers with missing items.
A sponsor and speaker pipeline
Track each sponsor from prospect to signed to paid, with their package, deliverables and contact person. Speakers move from invited to confirmed to delivered. Past attendees are tagged by year for next year's launch, and you can start renewals the week after the event while the sponsor's numbers are fresh.
Build a CRM for our conference with sponsors (stage, package, amount, deliverables, payment status), speakers (invited, confirmed, materials received, delivered) and past attendees tagged by year. Show sponsors to contact about renewal after the event.
Sponsor invoices in stages
Split each sponsorship into installments tied to milestones, such as on signing and eight weeks before the event, so cash arrives before venue deposits fall due. Companies paying for group tickets by transfer get a proper invoice with their tax details and purchase order number.
Make an invoicing app for our conference that splits sponsorship into installments (50% on signing, 50% eight weeks before), creates invoices for group ticket orders paid by transfer with PO number and VAT ID, and shows what is overdue.
Session capacity, waitlists and QR check-in
Attendees choose sessions ahead of time, so you can move the popular talk to the main hall before the day. Workshops carry seat limits and waitlists. On the day, staff scan QR codes at the door and at each room, and the check-in counts feed your sponsor report.
Build event management for our conference: attendees pick sessions in advance, each session has a capacity and waitlist, badges have a QR code, and staff scan at registration and room doors. Show live check-in counts per session.
From three tools to one database
Most organisers run tickets in one platform, speakers and sponsors in spreadsheets, and the agenda in a document. The trouble starts when they disagree: the speaker who dropped out is still on the printed programme, or the sponsor who paid isn't on the website. Put attendees, sessions, speakers and sponsors in one Mythex project and every page reads from the same records. Start with the agenda and speakers, add ticketing, then the sponsor pipeline.
- Import attendees and speakers from CSV
- Agenda, speaker pages and sponsor logos read from the same data
- Check-in counts flow into the sponsor report
Attendee data and networking
Attendee directories and sponsor lead scanning involve personal data. Make networking profiles opt-in rather than opt-out, tell attendees when a sponsor scan shares their details, and keep dietary and accessibility notes visible only to the staff who need them. Check the data protection rules in the countries your attendees come from.
Questions
Can I sell conference tickets online?
Yes. Mythex can build ticket types, add-ons and group purchases, with checkout through a payment provider account you connect. Each order is saved to your database with the attendee details.
Can attendees check in with a QR code?
Yes. Each ticket can carry a QR code, and staff scan it from a phone browser at registration and at session doors. Counts update as people arrive.
Can the agenda change after the site is live?
Yes. The agenda is stored as data and edited from an admin page, so moving a session or swapping a speaker updates the public site immediately.
Can it run virtual or hybrid events?
It can hold links to your streaming tool for each session and restrict them by ticket type, and put recordings in a course area after the event. The video itself stays with your streaming provider.
Do I need a developer?
No. You describe what you need in plain language and Mythex builds it with a live preview. Changes are made in chat; the code editor is there if your team wants it.
What does it cost?
You can build and publish on the Free plan with no credit card. Pro is $25 a month and adds a custom domain, code editing, export and more credits.
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