Managed Service vs SaaS Event Registration - is Managed Service Really Worth it?

From time to time, event organisers will question the cost of paying a supplier to manage online event registration. These reviews can lead to a familiar question: is Managed Service really worth it and could we manage this ourselves? This blog explores both Managed Service and SaaS (Software as a Service) registration, covering their benefits and limitations, alongside some of the situations that can influence the right choice.

What is Managed Service?

Managed Service, Project Managed, or Fully Managed refers to an external supplier completely managing registration for the event organisers.

This is the go-to for most organisers of major events. It allows event planners to focus on their event rather than getting caught up in the complex process of registration setup.

The greater the requirements, the more likely an organiser is to need Managed Service. The use of Managed Service opens up those features that need experts to build them. Group booking portals, complex workflows and global payment capabilities, for example, may only be available through Managed Service and not be supported by some providers' SaaS platforms.

An expert-built registration site helps ensure a high-quality and reliable registration process. A skilled registration team can also help ensure the build is technically robust, consistent with the event brand and tested against the requirements before launch.

Event organisers always have a million-and-one things on their to-do list. For busy teams, using a Managed Service takes a huge amount of pressure off their shoulders. That leaves more time to be spent on the event and experience itself, while registration is dealt with by an expert. By doing this, organisers can expect a better event all round - more focus on the bits that matter, higher quality end products for registration and the event experience.

Managed Service can also provide ongoing support throughout the registration process. Dedicated project managers and support teams can answer questions, advise on registration requirements and help organisers produce the post-event reports they need. This can be particularly valuable for teams that lack the time or expertise to manage these tasks themselves.

Overall, Managed Service often incurs a higher cost - but organisers are paying for the peace of mind, the high-quality service, and professional registration build.

What is SaaS?

Software as a Service (SaaS) registration (sometimes known as DIY or Self-Service) is when event organisers create and maintain their own registration using an off-the-shelf system. The organiser manages the registration build, but the registration system is provided by a supplier.

Event teams that have the time or manpower to create their own registration can use SaaS solutions. And, if an event team has their own dedicated registration managers, SaaS is an obvious solution.

Every year, budgets seem to get tighter while expectations continue to rise. Experienced organisers will recognise the familiar squeeze of trying to deliver the same event with less room in the budget. SaaS is an effective way of managing that tight budget, by reducing the overhead cost but retaining an effective registration system. Tiered or subscription-based plans can help organisers help organisers on tight budgets.

Where SaaS can become more costly is with events where payment is required. Organisers may find that there is little difference between SaaS and Managed Service in this case, making it well worthwhile to choose a Managed Service option.

With SaaS, organising teams can enjoy direct control over their online registration meaning teams work to their own deadlines and make changes on the spot. This allows for operational control over how things are done. For example, attendee lists can be uploaded, e-badges issued and registration changes made directly by the organising team, without waiting for a supplier to make each adjustment.

With SaaS, organisers should check where attendee data is stored and how international transfers are managed to ensure GDPR compliance. With Managed Service, the provider can handle agreed data management processes on the organiser's behalf. Both models can be GDPR-compliant when the appropriate safeguards are in place.

Selecting a Solution

What actually influences the decision? In practice, capacity, budget, experience and the requirements of the registration process tend to be the biggest considerations outlined by our experts.

• What is the organiser's capacity?
  Most organisers simply do not have the time to create and maintain a completely professional looking registration site especially, if registration is complex with automations and workflows. Organisers who don't have the capacity to do this might be best looking at Managed Services.
• What is the budget?
  Finance is always looking over the shoulder of organisers, often asking “do we need to be paying for this?". It's a driving factor for what solutions can be used. One of our experts still remembers an organiser who was ready to confirm their fully managed online registration, only to have their budget slashed at the last minute. The solution was to use our SaaS system (EventReference Self-Service), giving them the flexibility and support they needed while making the registration more affordable.
• Looking for an upgrade?
  Our team often works with organisers to look at the bigger picture. This means looking at the roadmap for the event. Is it growing? Will a more complex solution be needed in future? Do the organisers want to change the registration experience? These questions guide our team on the exact features that will be needed with upcoming events. If registration is becoming more complex, Managed Service may provide access to the additional functionality and expertise required to take the next step. This could include more complex attendee journeys, payment structures, integrations, reporting requirements or onsite requirements.
• Past experience?
  Experience with registration systems is important. Learning a new platform can take valuable time away from planning the event itself. One team member recalled a client who initially planned to build their own registration despite having no platform experience and a tight deadline. After discussing their requirements, they opted for Managed Service instead. The registration was built to their needs by experienced professionals, saving the client valuable time and demonstrating the benefits of expert support. Although possible for many organisers, low experience and tight deadlines can mean DIY is not a viable solution.

Want a quick look at the pros and cons? See the table below...

	Managed Service	SaaS
Benefits	Expert-built and managed registration More features and functionality available Less pressure on organising teams More time for wider event priorities	Lower costs Direct control Still get platform support Tiered plans
Limitations	Need more time for some suppliers to understand the needs of the event Still need to work to supplier deadlines	More responsibility sits with the organising team Greater time commitment May require additional platform knowledge Some complex requirements may require more work

Important Takeaways

Choosing between Managed Service and SaaS registration ultimately comes down to what works best for the event, team and budget.

Before making a decision, organisers should consider:

• Budget - Does the cost of Managed Service provide enough value for the event and team?
• Time and capacity - How much time does the organising team realistically have to build, test and manage registration? And, can this be managed alongside other tasks?
• Complexity - How complicated will registration be? This includes attendee types, ticket packages, payments, branding, reporting and integrations.
• Control - How much involvement is needed in building and managing registration?
• Experience - Does the event organiser have the skills and experience to manage the registration process confidently?
• Support - What level of support will be needed before and during the event?
• Future events - Could registration become more complex as the events grow? Managed Service can also cover badge production and detailed reporting.

There is no one-size-fits-all answer. For some organisers, SaaS registration provides the flexibility and control they need. For others, Managed Service can save valuable time and reduce the pressure on their team.

Managed Service is well worth considering for organisers with the budget to invest in it. Our team recommends it because it allows organisers to make the most of both their event and their registration, with the platform built and managed by experienced experts.

SaaS remains a great option for organisers who have the time and the skills - offering a cost-effective and efficient way to deliver a successful registration process.

The key is to choose an approach that creates the right balance of time, control, cost and support.