Event registration services: Hidden costs and how to avoid them
Event registration services: Hidden costs and how to avoid them
Event registration services: Hidden costs and how to avoid them
Event budgeting is never as simple as it looks on a spreadsheet – and with many event organisers noting rising costs, staying in control can feel like an uphill battle.
One of the biggest curveballs we often see is registration.
Some providers quote a low upfront price that seems too good to ignore and then add unexpected fees you hadn’t budgeted for. Before you know it, the final invoice looks very different than expected.
But it doesn’t have to be this way. By knowing where those hidden costs tend to creep in, you can stay in control and make confident decisions.
Common hidden fees
So where exactly do these surprise fees tend to appear? It’s usually not one big charge but a series of smaller ones that can all quietly inflate your costs.
Here’s what to watch out for (and how JET helps you stay in control):
Extra equipment
It’s not uncommon to be quoted for a single kiosk or one printer, only to realise you need multiple printers and tablets to keep lines moving.
JET’s approach is different. We help you estimate peak arrival rates and recommend the right number of devices, providing clear cost breakdowns for different event sizes so you can budget confidently.
Support and on site staff
A budget package might look appealing until you realise support calls are charged per incident or that no one’s available when something goes wrong.
JET’s Self-Serve registration includes telephone support as standard, and if you want someone to walk you through the setup process, you can add it for a clear, upfront fee. For larger events, trade shows or conferences that need ongoing tech support, enterprise-level services include dedicated staff, which is reflected in the higher pricing.
Licences and data usage
Some systems apply per-user licence fees or charge based on data usage. JET doesn’t.
Our platform fee (starting from £550) includes access to live reporting, barcode emails, data imports and digital ticketing. That’s one less thing to second-guess.
Courier and return charges
Shipping costs aren’t always mentioned until later, and they can vary based on the size of your order and where you’re based.
JET encourages organisers to factor in courier costs from the start and offers flexible options if you already own tablets or printers. Our platform-only and licence plans give returning customers more control over long-term costs.
How to avoid sticker shock
Want to avoid that sinking feeling when the invoice arrives? Here’s how to stay ahead:
1. Ask for a full breakdown – Request separate pricing for the platform, equipment, badges and any optional services. JET’s pricing page lists all components and starting costs clearly.
2. Estimate attendees per hour – Knowing your peak arrival windows lets you rent the right amount of kit the first time.
3. Check what support is included – Telephone support should be part of the package; onsite help can be extra. Always confirm before booking.
4. Consider buying equipment – If you run multiple events, it might be cheaper to purchase on-site equipment and pay a reduced platform fee.
5. Review form complexity – Decide which data you truly need. Keeping the form lean saves cost and improves completion rates.
Hidden fees don’t just mess with your budget. They break trust.
That’s why JET makes pricing transparency a priority. We’ll always help you plan properly, flag where extra costs might apply and make sure you only pay for what you actually need.
Want to see how these costs compare with manual registration or explore what a full set-up looks like? Browse the rest of the series for practical walkthroughs and data breakdowns.
