Event registration shouldn’t be the hardest part of running a successful nonprofit event. Yet for many organizations, registration is where things quietly fall apart: spreadsheets start circulating, inboxes fill with confirmation requests, group registrations turn into manual work, and teams close registration early, missing out on revenue.
If you’re searching for event registration software for nonprofits, you’re likely past the point where basic ticketing tools work. You’re trying to figure out how to manage real-world complexity such as pricing tiers, groups, add-ons, last-minute changes, payments, reporting, and event-day execution—without adding more work to a small team.
This guide explains:
- What basic and advanced event registration software is
- Common problems with event registration and how it can easily break down
- How nonprofit event management software works to support organizations
- The features that matter most to nonprofits
- The hidden cost of DIY event registration software and why a support solution is the best choice
- Which platforms are best suited for different nonprofit events
- The ROI of event registration platforms and how to implement them
We’re here to help you choose the best event registration software for nonprofits with confidence and reduce manual work, support your team on event day, and deliver a smooth, professional experience for attendees—without overwhelming your staff or budget.
What is event registration software for nonprofits?
Event registration software for nonprofits helps organizations manage how attendees sign up for events, pay fees, check in on-site, and are tracked before, during, and after an event.
At a basic level, it replaces spreadsheets, email threads, and manual lists with an online registration form. More advanced software becomes the operational backbone of an event, connecting registration, payments, check-in, badge printing, and reporting into a single, coordinated workflow.
Six problems with nonprofit event registration that you’ve probably experienced
Nonprofit event registration rarely fails all at once. It breaks down slowly through spreadsheets, workarounds, inbox overload, and last-minute scrambles that become “just how we do things.”
If you’ve run a few nonprofit events, you’ve likely encountered some of the problems below. As events grow in size or complexity, these issues put real strain on your team and your organization.
1. Manual, time-consuming prep
Before the event even begins, staff often spend days or weeks exporting registration lists, cleaning data, formatting spreadsheets, printing badges, stuffing holders, and assembling materials.
This work is repetitive, error-prone, and stressful. One incorrect export, a misspelled name, or an outdated list can force a complete reprint or a last-minute scramble. As events grow, this prep work doesn’t scale; it multiplies.
2. Messy registration experiences
When online registration forms are confusing or limited, attendees don’t quietly give up—they reach out.
Staff end up fielding constant phone calls and emails to fix typos, resend confirmations, update registrations, or answer basic questions, which forces them into an unexpected level of fundraising event management.
Ultimately, what should be an automated process becomes a manual support desk, draining staff time and increasing frustration long before event day.
3. Early registration cutoffs
To manage badge printing and check-in logistics, many nonprofits are forced to close registration days or even weeks before the event.
That means turning away last-minute attendees, missing out on revenue, and creating awkward on-site exceptions. In many cases, teams know demand is still coming, but operational constraints make it feel too risky to keep registration open.
4. Manual check-in chaos
Event day is when all the cracks show. Manual event check-in processes lead to long lines, slow lookups, missing badges, and overwhelmed staff. Attendees arrive excited, only to be greeted by confusion and delays. That first impression sets the tone for the entire event, and it’s often the most stressful moment for staff.
5. No real-time visibility
Without real-time systems, teams are essentially flying blind. You don’t know how many people have actually arrived, how many no-shows you have, or whether on-site registrations are spiking until someone manually reconciles data later. This makes it challenging to adjust staffing, seating, food, or room capacity in the moment.
6. Scattered data
Your data needs to be distinct but housed in a single system. Registration data in one place, Event attendance tracking in another, and even badge edits and on-site changes in another.
Without a unified system, staff are left reconciling spreadsheets, data, and reports by hand. The result is inconsistent data, limited insight, and hours of cleanup just to answer basic questions like “Who actually attended?”
Any of these scenarios means events take far more time and effort than they should. Staff burn out from managing logistics rather than focusing on mission and programming. And organizations feel stuck, knowing things could be better, but unsure how to get there without adding more work.
Why event registration breaks down and how to fix it
Event registration issues rarely come from poor planning. They come from using tools that were never designed for complex, recurring events.
As nonprofit events mature, registration touches nearly every operational function:
- Payments, refunds, and financial reconciliation
- Attendee data, credentials, and last-minute updates
- Check-in flow and attendance validation
- Badge preparation and access control
- Post-event reporting for leadership and boards
When these elements are managed across disconnected systems or handled manually, teams are forced into reactive mode. Staff time is spent fixing problems rather than delivering a strong attendee experience.
How event registration software helps nonprofits
For nonprofits—especially organizations running medium to large events—event management software is designed to reduce staff workload, improve data accuracy, and create a smoother attendee experience without relying on manual processes.
Event registration software helps nonprofits:
- Eliminate manual prep and data clean-up
- Keep registration open closer to (or during) the event
- Reduce check-in lines and on-site stress
- Gain real-time visibility into attendance and revenue
- Deliver a more professional, reliable event experience
In short, event registration software allows nonprofit teams to spend less time managing logistics and more time focusing on mission, programming, and member or donor engagement.
Event management software for nonprofits: the features that matter most
Nonprofits need to focus on the capabilities that reduce staff workload, prevent event-day issues, and improve the attendee experience.
The right features simplify operations end to end—not just registration, but everything that happens after someone clicks “Register.”
Flexible registration types
Nonprofit events rarely have one “general admission” audience.
You should be able to create multiple registration types—members, non-members, speakers, exhibitors, sponsors—with different pricing, questions, and eligibility rules. These should work together in one system, not as separate forms or workarounds.
For example, Momentive Software’s event registration software allows teams to configure registration categories, pricing tiers, add-ons, and discounts that align with real nonprofit event structures (including member logic via AMS integrations). This avoids duplicate forms and manual segmentation later.
Group registration
Many nonprofits serve organizations, chapters, or institutions—not just individuals. Group registration should allow one person to register and pay for multiple attendees in a single transaction while still capturing individual attendee data.
Without this, staff often end up manually entering registrations or reconciling payments after the fact.
Attendee self-service
Every confirmation resend, receipt request, or small registration change costs staff time.
Attendees should be able to manage basic tasks themselves through a secure portal, including viewing confirmations, downloading receipts, and updating limited profile information.
Real-time reporting
You shouldn’t need to export spreadsheets just to know how your event is performing. Live dashboards should show registration counts, revenue, and attendance trends in real time, so teams can make informed decisions on event marketing, staffing, food and beverage, and room setup.
For example, Momentive provides real-time registration and revenue reporting tied directly to attendee data. Teams can monitor performance instantly without reconciling multiple systems or waiting until after the event.
Discount and promo code control
Nonprofit events often rely on early-bird pricing, member discounts, and promotional offers. But managing them manually creates risk. Pricing mistakes, expired discounts, and eligibility issues quickly lead to refunds, support requests, and frustration.
Discounts should apply automatically based on clear rules. Promo codes should be scoped to specific registration types, timeframes, or items to ensure pricing accuracy, protect revenue, and prevent staff from having to fix errors after registration is complete.
Refunds and changes
Change is inevitable, and your charity event software should be able to handle it. Attendees cancel, substitute colleagues, or need updates. A capable platform manages refunds, transfers, and edits cleanly without forcing staff to rebuild lists, reprint badges, or manually reconcile data.
Check-in support
For medium- to large-scale events, check-in must be fast, accurate, and flexible to last-minute changes. Real-time syncing between registration, check-in, and badging is essential to avoid lines and errors.
For example, Momentive integrates live check-in with on-demand badge printing, keeping registration open through the event and enabling badges to print only when attendees arrive—dramatically reducing lines and wasted materials.
The Association of American Law used Momentive’s badge-on-demand service to eliminate lines and improve attendee satisfaction.
“It has revolutionized our process and made the entire registration process better. The ripple effects of a nice registration process can be felt throughout the meeting. People start off with a positive experience and are happier and more satisfied with the meeting overall.” – Erick Brown, Database and Registration Manager
Support model
This is one of the most overlooked but most important considerations when choosing online registration software for nonprofits.
Many platforms market themselves as “easy to use,” but what they often mean is self-managed. The assumption is that your team will design registration forms, configure pricing logic, test edge cases, manage hardware, train volunteers, and troubleshoot issues—often while juggling dozens of other responsibilities.
For small events with simple needs, that may be fine. For medium to large nonprofit events, it’s where things often go wrong.
The reality of DIY event registration software and why a supported solution might be a better fit
DIY platforms shift the operational burden onto your staff. If something breaks on event day, your team owns it. That includes:
- Designing and building the registration experience
- Setting up complex pricing rules, discounts, and group logic
- Testing every possible scenario (late registrations, substitutions, on-site changes)
- Managing badge layouts and print settings
- Coordinating hardware delivery, setup, and breakdown
- Training staff or volunteers on check-in and troubleshooting problems in real time
For organizations with limited staff, no IT support, or high-stakes events, this model can increase stress and risk—even if the fundraising and event management software itself is capable.
In contrast, a supported event registration solution recognizes that event technology is only as good as its execution.
In a supported model, professional services teams:
- Build and configure registration workflows correctly from the start
- Validate pricing, logic, and edge cases before registration goes live
- Prepare badge formats and on-site workflows aligned to your event design
- Set up and test hardware in advance
- Provide on-site staff who know the system and can resolve issues immediately
Instead of asking your team to become event technology experts, the platform extends your team with specialists who do this every day.
See how Comic Con managed 135,000 registered fans and saved staff countless hours with Momentive’s supported solution.
How to decide which model you need
DIY tools tend to work best when:
- Small events or low complexity
- Staff are comfortable configuring and managing technology
- On-site execution is simple
- There’s time to test, fix, and iterate
A supported model is often the better fit when:
- Events have hundreds or thousands of attendees
- Multiple registration types or pricing rules exist
- Registration needs to stay open through the event
- On-site check-in and badging must be fast and reliable
- Staff capacity is limited, and risk tolerance is low
Choosing the best event management software for nonprofits isn’t just about features—it’s about who carries the responsibility when things get complicated.
The right support model means your team isn’t left troubleshooting technology when they should be focused on delivering a great event experience.
| Area | DIY event registration software | Supported event registration software |
| Setup and configuration | Your team builds registration forms, pricing rules, and workflows themselves | Professional services team builds and configures registration correctly from the start |
| Registration complexity | Best for simple events with few registration types | Handles complex pricing, group registration, add-ons, and eligibility rules |
| Testing | Staff must test and anticipate every scenario | Experts validate logic, edge cases, and workflows before launch |
| Badge printing | Often requires pre-printing or manual preparation | On-demand badge printing with real-time data syncing |
| Check-in experience | Self-managed check-in; issues handled by staff or volunteers | Fast, reliable check-in supported by trained on-site staff |
| Handling last-minute changes | Changes often require manual fixes or workarounds | Updates sync in real time across registration, check-in, and badging |
| On-site support | No on-site support; staff troubleshoot issues live | On-site professionals manage hardware, setup, and issues |
| Staff workload | Lower software cost, higher staff time, and stress | Higher upfront cost, significantly less staff effort |
| Risk on event day | High—staff owns all failures and fixes | Low—execution responsibility is shared with the vendor |
| Best fit for | Small, low-complexity events with tech-savvy teams | Medium to large, high-stakes events with lean teams |
Sevent of the best event registration software for nonprofits
1. Momentive Software’s Event Management Software — Best for association and nonprofit conferences, complex events, and supported solutions
Overview
Momentive Software’s Event Management Software is an event registration and onsite execution platform built for nonprofits and professional associations running large, repeatable, high-stakes events.
Unlike basic ticketing tools, Momentive Software’s tools focus on operational reliability, supporting complex registration, large-group registrations, attendee self-service, and seamless onsite check-in and badge printing. It’s designed for lean teams that don’t want DIY event tech and need registration to work through event day.
Features
- Flexible registration types and pricing tiers (member/non-member, early bird, add-ons, etc.)
- Group registration for organizations and teams
- Attendee self-service portal (confirmations, receipts, profile edits)
- Real-time registration and revenue reporting
- Integrated check-in and on-demand badge printing
- Professional services for registration, build, setup, and on-site support
Pros
- Built specifically for complex, association-style events
- Significantly reduces staff workload through self-service and managed setup
- Keeps registration live closer to (or during) the event
- Strong on-site experience with faster check-in and fewer errors
Cons
- Not designed for very small or casual events
- More operationally focused than fundraising-first platforms
Pricing
Contact for pricing.
See how Momentive Software supports nonprofits running complex, high-stakes events. Book a demo today.
2. Zeffy — Best for small nonprofits that want fee-free ticketing and simple fundraising events
Overview
Zeffy offers free event registration software for nonprofits that’s funded by optional donor tips. It’s a strong option for organizations running smaller community events (fundraisers, workshops, walks) that primarily need ticket sales, donations, and basic attendee management—without paying platform fees.
Zeffy is less of an operations and onsite execution system and more of a budget-friendly ticketing and giving tool for teams that can handle check-in and onsite logistics without white-glove support.
Features
- Fee-free fundraising and ticketing model (funded via optional donor tips)
- Event ticketing and online registration forms
- Real-time ticket sales tracking (positioned as simple and intuitive)
Pros
- Cost advantage is compelling for budget-sensitive nonprofits (especially smaller orgs)
- Easy on-ramp for teams moving off spreadsheets and manual payment collection
- Works well for straightforward ticketing and donation upsells
Cons
- Not built for complex, association-style registration logic (lots of reg types, rules, and onsite edge cases)
- Less emphasis on deep onsite execution (hardware, pro services, controlled badging workflows)
Pricing
Starts with a free plan. Contact for more details.
3. GoFundMe Pro — Best for fundraising-led nonprofits that want ticketing tied to donor growth
Overview
GoFundMe Pro (previously known as Classy) is a fundraising platform with event registration and ticketing as part of a broader donor engagement toolkit. It’s a great fit when your main goal is to raise money and build donor relationships, and you need event pages, ticketing, and reporting connected to a fundraising ecosystem.
If your pain is less “onsite chaos” and more “we need fundraising performance, donor journeys, and modern giving,” GoFundMe Pro is often on the shortlist.
Features
- Ticketing and event registration positioned for “effortless registration” and reporting
- Live fundraising event tooling
- Broader fundraising platform capabilities (donor engagement and fundraising infrastructure)
Pros
- Strong for donation-first events (galas, peer-to-peer, campaigns, and events)
- Good choice if you want event revenue tied to a broader fundraising motion
- Designed for nonprofits; oriented toward modern donor experience
Cons
- Not primarily an on-site operations and badging execution engine
- Can be heavier than needed if your main problem is check-in speed and operational reliability
Pricing
Contact for pricing.
4. Givebutter — Best for modern, fast-moving teams that want free ticketing and fundraising in one place
Overview
Givebutter is a free event management software for nonprofits with event ticketing and check-in features. It’s built for teams that want to launch events quickly, bundle ticketing with donations, and manage check-ins through a mobile-friendly flow.
Givebutter is a good fit for small-to-mid events where you want a clean checkout experience, easy donation upsells, and light operational needs—without complex onsite hardware or white-glove execution.
Key features
- Nonprofit event ticketing with donation upsells
- Ticket scanning/check-in via mobile app
- Online registration with custom fields and ticket types
Pros
- Great for nonprofits that want fundraising and ticketing together
- Quick to set up and run; strong for scrappy teams
- Useful check-in tooling for straightforward entry workflows
Cons
- Not designed for deep association conference complexity (group reg rules, multi-track onsite edge cases, controlled badge printing at scale)
- Limited fit for events where onsite reliability and managed hardware support is a must
Pricing
Contact for pricing.
5. OneCause — Best for fundraising events, galas, and auctions where ticketing is part of a giving experience
Overview
OneCause is built around fundraising events (especially auctions and gala-style events) where registration, ticketing, and guest management connect directly to fundraising outcomes. If your core event motion is “sell tables, manage guests, run an auction, process giving,” OneCause is designed for that end-to-end workflow.
It’s less about association-style conference operations and more about maximizing proceeds and streamlining fundraising event execution.
Features
- Integrated ticketing and guest experiences for fundraising events
- Custom ticket types/packages, questions, promo codes (fundraising oriented)
- End-to-end fundraising event workflow support (including auction/event execution)
Pros
- Strong fit for auction and gala models
- Helps unify ticketing and fundraising mechanics
- Often supports event-day operations around fundraising flows (check-in/check-out)
Cons
- Can be overkill if you don’t run fundraising-first events
- Less specialized for association conference registration complexity and high-volume badge printing operations
Pricing
Contact for pricing.
6. Eventbrite — Best for simple public ticketing and broad discoverability
Overview
Eventbrite is a general-purpose ticketing platform commonly used for public events. For nonprofits, it can work well when you need fast, familiar ticketing, optional donation-style tickets, and a basic organizer check-in experience—especially for community events and paid workshops.
It’s typically chosen for reach and simplicity, not for complex registration logic or deeply integrated onsite badging.
Features
- Ticketing with donation ticket options
- Organizer check-in app for scanning and entry workflows
- Nonprofit-focused messaging around donation ticketing and ticket customization
Pros
- Very easy to launch and share; low training curve
- Good for simple events with straightforward ticket types
- Familiar attendee experience and basic check-in support
Cons
- Not built for complex nonprofit/association registration rules or group registrations
- Limited onsite execution depth (badging at scale, hardware, staffed support)
Pricing
Qualifying nonprofits get 50% off Pro plans. Contact for more details.
7. RSVPify — Best for invitation-style nonprofit events with flexible forms and door check-in
Overview
RSVPify is positioned as a flexible event registration and management tool for organizations hosting a range of events, including nonprofit events. It’s often a fit for invite-only events, donor receptions, volunteer gatherings, and smaller conferences that need branded registration flows, communications, and a check-in app.
RSVPify can support badge printing as an add-on capability, but it’s generally oriented toward lightweight event operations rather than high-scale, fully managed onsite environments.
Features
- Event registration for public or invite-only events
- Built-in event check-in app (including group check-in use cases)
- Website builder and branding tools for event pages
- Badge printing capability (noted as available / in beta resources)
Pros
- Good balance of flexibility and ease for invite-based nonprofit events
- Useful check-in tooling for door management and attendance tracking
- Can work for orgs that want control and can self-manage onsite details
Cons
- Not purpose-built for complex association conference operations at scale
- Limited emphasis on white-glove onsite hardware setup and staffed execution
Pricing
Starts at $29 per month.
8. Wild Apricot — Best for membership-based nonprofits that want events inside a membership management system
Overview
Wild Apricot is known as membership management software that includes online event registration, payments, email automation, and attendance tracking. It’s commonly used by associations and membership-driven nonprofits that want events closely tied to their member database and website.
Features
- Online event registration with custom forms, payments, reminders, and attendance tracking
- Membership management and events in one platform
- Event performance reporting as part of member/org dashboards
Pros
- Strong for orgs that want events natively tied to membership operations
- Helpful automation for reminders and admin tasks
- Often simpler than stitching together multiple tools
Cons
- May fall short for very large events requiring specialized onsite check-in and high-volume badging
- Less ideal if your main pain is “event-day execution needs pro-level onsite ops”
Pricing
Starts at $53.55 per month.
Event management platforms for nonprofits: What drives cost?
Price point is often influenced by registrant volume, the complexity of registration rules, payment processing fees, and whether the platform includes implementation, support, or on-site services. Tools that handle setup, changes, and event-day execution tend to cost more—but they also reduce the workload and stress placed on staff.
The real question isn’t simply price. It’s how much manual work, risk, and last-minute scrambling the software removes from your event process.
Understanding event registration software ROI: How nonprofits justify the investment
For nonprofits, return on investment (ROI) isn’t just about whether software costs more or less than another option. It’s about whether the investment reduces ongoing operational strain, protects revenue, and lowers the risk of things going wrong when it matters most.
Many organizations underestimate the time and money lost to manual processes—until they step back and quantify it. Hours spent preparing badges, answering registration emails, reconciling spreadsheets, and managing on-site issues all add up. When staff time is limited, those hours come at the expense of programming, fundraising, and mission-driven work.
Nonprofits commonly evaluate ROI using metrics such as:
- Staff hours saved by eliminating manual badge prep, data cleanup, and registration support
- Shorter check-in wait times, which improve first impressions and reduce staffing needs
- Increased last-minute registrations made possible by keeping registration open closer to—or during—the event
- Reduced waste, including unused badges, printed materials, and overestimated food and space
- Improved attendee satisfaction, which affects retention, renewals, and future event attendance
Just as important (but harder to quantify) is risk reduction. Reliable registration, real-time data, and on-site execution support lower the risk of registration errors, pricing mistakes, or event-day failures that can damage credibility and confidence.
In practice, nonprofits justify charity event planning software not because it’s cheaper on paper, but because it makes events sustainable, repeatable, and far less stressful year over year.
Choose Momentive Software for supported, high-stakes nonprofit events
The best fundraising and event management software doesn’t just collect registrations—it ensures events run smoothly from start to finish.
If your nonprofit needs to reduce manual work, keep registration open longer, and deliver reliable on-site check-in and badging without overloading staff, Momentive provides a professionally supported solution designed for complex, high-stakes nonprofit events.
