Gathero: every delegate's day, beautifully run

The platform

One ecosystem for the whole event, including the parts others skip.

Registration and check-in are table stakes. Networking, hosted-buyer diaries and catering are where events are actually won or lost, and in Gathero they run as one connected ecosystem on a single delegate record.

01 / Pages

Pages & microsites

Branded event microsites and a personal Event Hub for every delegate: agenda, speakers, travel, one link.

02 / Registration

Registration & ticketing

Drag-and-drop forms with conditional logic, paid ticket tiers with live capacity, +1 guests on the delegate's booking, QR tickets and Apple Wallet passes.

03 / Comms

Comms & invitations

Magic-link invitations, audience-filtered broadcasts with live counts, per-delegate open and click tracking.

04 / On-site

Check-in & the app

iOS QR scanning, live arrival counts, per-session check-in and exhibitor lead capture, all in one branded app for delegates, staff and reps.

05 / Networking

Networking & meetings

Contact exchange by QR, open meeting booking between any two attendees, and quota-driven hosted-buyer diaries with pairing intelligence.

06 / Hospitality

Catering & seating

Meal menus with allergen-conflict flags, the visual table-plan editor, and accommodation with rooming lists. The operational detail others skip.

07 / Insights

Insights & CRM

Reporting over attendance and outcomes, post-event NPS, and native HubSpot sync, with no export button required.

The core idea

One delegate. One day. Zero gaps.

Most event stacks are five tools taped together, and the data dies in the gaps. Gathero runs the delegate's entire day on one platform, so every touchpoint lands in one record. Meet Priya.

Three weeks out · 09:12

Priya registers

Your branded form, built with drag-and-drop blocks and conditional logic, so she only sees the questions that apply to her. She picks her sessions, flags a dairy allergy, and adds a +1. Her guest gets their own ticket, own email, own manage page, not a text field.

Ten seconds later

Ticket in her pocket

A branded confirmation lands instantly: her unique QR code, a signed Apple Wallet pass, and add-to-calendar buttons. A reminder with the QR goes out again before the day, so nobody arrives digging through their inbox.

Event day · 08:47

Through the door in seconds

Your staff scan her QR with the Gathero iOS app. One beep, she's in. The live arrival counter ticks up in real time across every scanning station, and there's manual name search for the delegate who left their phone in the taxi.

10:30

Into the keynote

Her personal agenda lives in the app and on her magic-link "My Agenda" page, showing the sessions she picked at registration, across every track. Sessions have their own capacity, waitlists and QR check-in, so you know who actually sat in the room, not just who planned to.

12:15 · over coffee

Scan to connect

Priya meets a supplier worth remembering. They scan each other's badge QR and swap contact details on the spot. No business cards, no "I'll email you". Every connection is logged, with private notes, and waiting in her follow-up list after the event.

14:00

A meeting that matters

Gathero suggested this one: pairing intelligence matched Priya to a supplier using what they each told you at registration, with no extra forms. The slot sat in both diaries, reminders went out, and the outcome gets recorded when it ends.

Monday · 09:00

She's in your pipeline

While your team was packing down, Gathero was syncing. Priya's CRM record already shows registered, attended, who she met and how it went: contact, company and timeline, upserted with no duplicates. Your sales team starts Monday with a warm list, not a spreadsheet export.

New · Meet Merlin ✨

Ask about your event the way you'd ask a colleague.

Every Gathero event comes with Merlin, an assistant that answers questions by looking them up in your live event data: registrations, arrivals, dietaries, meetings, tables, balances. If the data isn't there, it says so. It never guesses.

Ask Merlin ✨ On the show floor Organiser

Has Priya Shah checked in yet?

Yes. Priya scanned in at 08:47, and her +1 Sam is in too. Overall you're at 268 of 412 arrivals so far. Looked up: find delegate · live check-in

Anyone with a nut allergy at tonight's dinner?

Three of tonight's diners: 2 peanut, 1 tree-nut. All three picked nut-free menu options, but worth flagging to the caterer so the labelling is right. Looked up: dietary report · meal choices

Who still owes a balance?

Four delegates owe £1,120 between them, mostly extra-night room charges. I can send each of them their payment link, just say the word. Looked up: outstanding balances

Ask Merlin ✨ Between sessions Delegate

Where am I meant to be at 2pm?

Your 14:00 meeting with NorthPeak Ltd is at Table 6 in the networking lounge. Before that you've got the Track B workshop at 11:45, in Room 2. Looked up: your meetings · your agenda

What table am I on at the dinner?

You're on table 12 for the Welcome Dinner, doors at 19:00. Your guest Sam is seated next to you. Looked up: your registration

Can you add the 15:30 roundtable to my agenda?

There are seats left, so I've lined it up. Tap confirm and you're booked in. Staged: session booking · you confirm

Same Merlin, different doors. What Merlin can see is scoped to whoever's asking: organisers get the whole room, delegates get their own day and the public programme, and neither can talk their way past that boundary. Answers come from live queries, not memory, so the number you get is the number in the database.

Looks it up, never guesses

Every answer starts with a live query of your event data. If the answer isn't in the data, Merlin tells you that instead of inventing one.

The role is the boundary

Delegates can only ask about their own registration, agenda and bookings. Organiser answers stay with the organising team.

In the thick of it

In the admin dashboard, in every delegate's Event Hub and in the iOS app, so the answer is one question away at the venue, not back at a laptop.

Speaks the asker's language

Ask in French, get the answer in French. Merlin replies in whatever language the question arrives in.

The form builder

Start from a preset. Then change absolutely anything.

Tell Gathero what kind of event you're running and it seeds the form for you. From there, over forty blocks and modules are one click away, and every single one is yours to reconfigure. No rigid template, no developer, no waiting on us.

Passport & travel document Dietary & allergies Accessibility requirements Emergency contact Guests & +1s Hotel & accommodation Shoulder nights Roommate request Travel & transfers Flights Contact details QR tickets & check-in Networking opt-in

These are the questions events actually ask, already built. Dietary arrives pre-loaded with all fourteen FSA allergens. Quick presets cover pronouns, T-shirt size and badge name, and alongside the modules sit the ordinary building blocks: text, numbers, dates, dropdowns, choice chips, ratings, NPS, ranking, signature, consent, file upload, session sign-up and page breaks.

Scan a passport with a phone camera

The one organisers remember. A delegate taps Scan, points their camera at the photo page, and Gathero reads the machine-readable zone straight off the passport.

Check-digit validated against the ICAO standard, so a misread doesn't quietly slip through
Fills in name, document number, nationality, date of birth, expiry and issuing country
Runs on the device. The image never leaves the delegate's browser
Encrypted at rest and auto-purged 90 days after the event ends
No camera? No problem. It falls back to a photo, then to typing it in by hand

Conditional logic

Show a question only when an earlier answer calls for it. Eight operators, match all or any, and a page break can carry its own conditions so a whole step is skipped.

Validation that holds

Pattern matching with your own error message, minimum age on a date of birth, numeric and date ranges, choice limits, file size and type caps.

Live preview

Drag blocks into order on the left and watch the real form render beside you as you build, at phone width, before anyone sees it.

Your brand, not ours

Logo, hero image, colours and fonts, plus editable welcome and end screens. Save a finished setup as a template for next time.

The platform

Everything between the invite and the invoice.

Registration, delegates, check-in, broadcast email and multi-track agendas are the core of every plan. Around them, a feature surface that's been shipping into real events for two years.

New · July 2026

Meetings & hosted buyer

The full networking suite: contact exchange by QR scan, open meeting booking between any two attendees, and hosted-buyer diaries with quotas for showcases and trade shows. Organisers get an allocation console to build the programme; suppliers get an ROI report of every meeting and outcome.

Pairing intelligence: buyers and suppliers matched from what they told you at registration. No extra forms.
Hosted-buyer diaries: slots, quotas and no-clash scheduling, managed from one console.
Scan-to-complete: meetings confirmed as actually happened, with outcomes recorded.
Supplier ROI reports: every meeting, connection and outcome, per exhibiting company.
Reminders & private notes: diaries that run themselves on the day.
Straight to CRM: meeting outcomes sync to the contact's record.

Microsites & event hub

A branded public microsite per event: agenda, speakers, exhibitors, sponsors, venue & travel and FAQs, with drag-drop section ordering. Each delegate gets a personal Event Hub page: their ticket, their agenda, their meetings, one link.

Detail that sells: your logo and colours everywhere. Gathero's, nowhere.

QR ticketing & check-in

Unique QR per delegate, and per +1 guest, with signed Apple Wallet passes attached to every confirmation. On the day: iOS scanning, manual name search, a live arrival counter synced across every station, and independent per-session check-in.

Detail that sells: the scan beep is the demo's wow moment. Every time.

Agenda & speakers

Multi-track agendas with rooms, session types, per-session capacity and waitlists. Speakers get a magic-link portal to confirm, upload materials and edit their profile, plus auto-generated briefing emails. Call for Papers runs the whole submission pipeline.

Detail that sells: tag a delegate "VIP" and their VIP sessions attach themselves.

Exhibitor lead capture

Exhibitor reps scan delegate badges in the iOS app and walk away with the contact, their own qualifying questions answered, notes, and a hot/warm/cold score. Each exhibitor sees only their own leads, and exports them when the stand comes down.

Detail that sells: a leads list your exhibitors will pay for, chargeable per exhibitor.

Catering & table plans

Build the menus, let delegates pick their meals, and see dietary conflicts flagged against the menu before the caterer asks. The catering report (dietaries, meal counts, room types) exports to PDF or emails itself. Then seat everyone with the table-plan editor.

Detail that sells: the dairy allergy from the form meets the menu before the kitchen does.

Accommodation & delegate billing

Event-level hotels, rooming lists straight out of the back office, and per-delegate funding you decide: the host pays, or they do. Self-funded rooms, priced extra nights either side, and per-night charges for +1 guests all land on one delegate statement, collected by card through Stripe with VAT handled. Delegates who owe get chased with a pay link automatically.

Detail that sells: every night of every stay priced, billed and settled. No spreadsheet, no invoice chasing.

Invitations & comms

Magic-link invitation campaigns that pre-fill each recipient's details, with full lifecycle tracking, filters, sorting and bulk editing. Send hundreds in one click: delivery runs in the background with a live progress bar you can check from any machine, and a retry can never double-send. Broadcasts filter the audience with a live count, a test-send, and per-delegate open and click tracking.

Detail that sells: press send on 300 invitations and close the laptop.

Insights & ROI

A live analytics suite, not a chart page: a real conversion funnel from invite to in-the-room, an audience explorer where any question on your form becomes a segment, registration pace with a final-number forecast, per-session attendance, exhibitor ROI and NPS by segment. Share it as a white-label PDF or a revocable live link, and watch arrivals on a live dashboard on the day. Sensitive cuts stay aggregate-only by design.

Detail that sells: "who's actually in the room?" answered from your own form questions, safely.

CRM-native integrations

HubSpot and Mailjet are wired in natively, per client, with encrypted credentials, hard tenant isolation, idempotent sync with no duplicates, and a per-event sync widget with a "re-sync now" button. Not a Zapier connector. Built in.

Detail that sells: register, cancel, attend, no-show. Each one a timeline event on the contact.

iOS app: three jobs, one download

Delegates get their ticket, agenda grid, session sign-up and push notifications. Staff get the scanner, live counts, broadcast sending and a prize-draw spinner for the close. Exhibitor reps get lead capture. One app, role-aware.

Detail that sells: the person on the door and the person in row three use the same app.

Payments & paid tickets

Sell paid tickets by card without bolting a ticketing tool onto the side of your event. Price per tier with live capacity (sold-out tiers grey themselves out), take the money as a step of registration through Stripe-hosted checkout, and put accommodation charges on the same balance, VAT included. One checkout, one delegate record, one place the money reconciles.

Detail that sells: the money lands before they arrive, on the same platform that checks them in.

API & MCP server

A public API and a Gathero MCP server, so your systems and your AI agents talk to your event data directly. Pull registrations into your own reporting, push updates from your CRM, and let an assistant answer questions about the room without anyone exporting a spreadsheet.

Detail that sells: ask your assistant "who hasn't checked in yet?" and get a real answer.

Built for the events you actually run

Five formats, one platform.

Gathero grew up inside a UK events agency, so it's shaped around the real formats corporate teams run, not a generic "event" abstraction.

Format 01

Conference

For the annual flagship: hundreds of delegates, parallel tracks, a speaker line-up to wrangle.

Multi-track agenda, session self-selection at registration, speaker portal and Call for Papers, then session-level check-in so you know which rooms actually filled.

Per-session capacity & waitlists: popular workshops manage themselves
Speaker briefings auto-generated: session, co-speakers, logistics, bulk-sent
Session ratings aggregated per speaker for next year's line-up

Format 02

Dinner & awards

For the black-tie night where the seating plan is politics and the kitchen needs answers.

Guests as first-class attendees, meal pre-selection against your actual menu, a visual table planner, and a prize-draw spinner to end the night.

Every +1 gets their own QR ticket, email and dietary record
Allergen conflicts flagged against the menu before the caterer asks
Prize draw filtered to "checked in and opted in", spun live from the iOS app

Format 03

Roadshow

For the same event, five cities, six weeks, and one very tired events manager.

Build it once, then duplicate or template it per city: form, agenda, branding and emails carry over. Check-in staff see only the events they're staffing.

Event duplication & templates: "we run this four times a year" takes minutes
Per-city broadcasts with live audience counts before you hit send
One CRM feed across every stop, attendance rolls up per contact

Format 04

Exhibition & trade show

For the show floor, where your exhibitors judge the whole event by the leads they leave with.

Stands, sponsor tiers, rep badges with lead capture, delegate-to-delegate contact exchange, and a leads list per exhibitor that justifies next year's stand fee.

Custom qualifying questions per exhibitor, answered at the point of scan
Hot / warm / cold scoring and follow-up status on every lead
Contact exchange for everyone: the whole floor networks, not just the stands

Format 05

Hosted-buyer showcase

For the format where the meetings are the event: buyers hosted, suppliers paying, diaries full.

The allocation console builds every diary against quotas; pairing intelligence proposes matches from registration answers; outcomes and ROI reports prove the model to suppliers.

Quota-driven diaries: every buyer hits their committed meeting count
Matches from sign-up data: no separate matchmaking survey
Per-supplier ROI report: meetings, outcomes, connections, in writing

CRM-native

Runs your event. Feeds your CRM.

Most platforms treat your CRM as an afterthought: an export button, a Zapier recipe. Gathero was built on the opposite assumption: attendee data belongs in your pipeline, automatically.

Contacts & companies, upserted

Every registrant lands in HubSpot as a contact, associated to their company, with idempotent sync, so re-running never creates duplicates.

The lifecycle on the timeline

Registered, cancelled, attended, no-show. Each flows to the contact's timeline as it happens. Each event maps to a HubSpot Marketing Event in your portal.

Meeting outcomes on the record

Who they met and how it went syncs from the meetings suite, so the follow-up call starts from context, not a cold list.

Safe by design

Per-client credentials encrypted at rest, hard tenant isolation, portal verification on every push, and a sync-status widget with one-click re-sync. Mailjet lists stay in step too, with opens and clicks feeding back per delegate.

Priya ShahHead of Procurement · Meridian Group

SYNCED

Registered: The Gathero Summit3 weeks before · via branded form

Marketing Event created: Gathero Summit 20261 event ↔ 1 HubSpot Marketing Event

Attended: checked in 08:47Scanned at the door · iOS appIn pipeline Monday 09:00

Meeting: NorthPeak Ltd, 14:00Outcome: follow-up agreed

Survey completed: post-event NPSResponse linked to the contact

Pricing

One platform, priced against the stack it replaces.

Every event starts with the Platform base: branded registration, +1 guests, QR ticketing with Apple Wallet, arrival check-in, multi-track agenda, broadcast email, microsite, the white-label web Event Hub and generous team logins. Add modules only when the event actually needs them. No forced tier jumps to unlock one feature, and no per-seat maths.

Event size:

£2,500 / event

Platform base: everything an event needs to open its doors.

Up to 150 delegates · 5 team logins · self-serve. Or license annually from £35,000/yr across your whole programme.

Branded registration+1 guestsQR & Wallet Check-inAgendaBroadcast emailMicrositeWeb Event Hub

What that replaces: a registration platform, a branded event app, onsite badging and check-in, a matchmaking tool, a survey tool, your rooming spreadsheets, your table plan, and the developer time to glue all of it to your CRM. Bought separately that stack runs well into five figures per event, before anyone has run it for you.

Bolt on modules à la carte

Per event, on top of the base. Attach any combination, scoped when you sign, never auto-added.

Networking & meetings

+ £1,500

Contact exchange by QR, open meeting booking between any two attendees, reminders and outcomes.

Gathero mobile app

+ £750

The native app your delegates download on iOS and Android: the Gathero app, themed to your event inside, not a white-label store app. Offline ticket, push and native check-in. The base already covers mobile through the white-label web Hub; this adds the native layer.

Merlin event assistant

+ £1,500

Ask Merlin on every surface: grounded answers for organisers and delegates, plus confirm-to-act session, seating, meal and meeting changes.

Exhibitor & sponsor

+ £1,000

Rep lead capture with custom qualifiers, hot/warm/cold scoring, per-exhibitor ROI. + £150 / exhibitor, usually rechargeable to them.

Hosted-buyer diaries

+ £3,500

Quota-driven diaries, the allocation console and pairing intelligence for showcase & trade-show formats.

Catering & seating

+ £750

Meal menus with allergen-conflict flags, the catering report, and the visual table-plan editor.

Accommodation

+ £750

Event hotels, room types, shoulder nights and roommate matching, with rooming lists, the hotel portal and room-charge billing through Stripe.

Invitations & comms+

+ £500

Magic-link invitation campaigns with lifecycle tracking, plus the SMS reminders bundle.

Insights & reporting

+ £750

The reporting dashboard over attendance and outcomes, the live event-day pulse, post-event NPS and per-session ratings.

CRM sync

+ £1,250

Native HubSpot sync: contacts, companies and the full lifecycle on the timeline. Mailjet lists in step.

Payments & ticketing

+ £750

Sell paid tickets by tier and take the money through Stripe checkout as a step of registration, with accommodation on the same balance.

Bespoke & API

Talk to us

Custom fields, feature overrides and data feeds for a specific programme or procurement requirement.

Not sure? Start from a preset.

Popular combinations, ready to go, then add or drop a module. A preset, not a prison.

Preset

Essentials

A single dinner, briefing or launch, done properly.

Platform base only. Everything to open the doors and run the room.

from £2,500 / event

Most chosen

Conference

The annual flagship: tracks, speakers, networking.

Base + App + Networking + Insights + Invitations. The full delegate day.

from £6,000 / event

Preset

Trade show

A show floor your exhibitors judge by their leads.

Base + App + Exhibitor + Networking + Insights.

from £6,500 / event

Best value

Full programme

A season of events, every module, no ceilings.

Annual licence: all modules unlocked across multiple events.

from £35,000 / year

Any build, three ways to run it. Gathero is built by an events agency, so behind every quote there's a real team. Do it yourself, have us set it up and hand over, or let Bien Venue run the whole event for you. Software companies can't offer the third one.

Self-serve · £0Supported · £1,500Fully managed · from £6,000

One event or a whole programme. Pay per event, or license annually and unlock every module across your programme for the year. These are list prices, ex-VAT. Every programme is different, so tell us what you actually run and we will quote to it.

Who's behind it

Built by an events team, for events teams.

Gathero is built by Bien Venue, a UK event-management agency that has spent years running conferences, award dinners, roadshows and showcases for some of the country's biggest corporate teams. Every feature exists because someone on our team needed it at a real event, usually by Thursday.

That's why the catering report exports the way a caterer actually wants it, why check-in works when the venue wifi doesn't want to, and why +1 guests aren't an afterthought. It's battle-tested on real corporate events. The platform we trust with our own clients' biggest days is the same one you get.

Trusted by event teams at

Global education & publishingGlobal healthcare groupsBig-four professional servicesUK corporates & agencies

Multi-tenant & white-label by design

Your events under your brand, isolated at the database level. Your delegates never see Gathero, or anyone else's data.

Proven on the day

Live check-in, real queues, real kitchens. Queue-backed sync means a scan never waits on a third-party API.

Humans on the end of the phone

An events team, not a ticket queue. If you'd rather we ran the event with you, that's literally our day job.

Questions, answered

The things buyers ask us first.

No. That's the point of the new pricing. You start with the Platform base and add only the modules your event needs. Nobody gets pushed up a tier just to unlock a single capability. If you'd rather not configure it, start from a preset and drop what you don't want.

Both. Pay per event with no commitment, or take an annual licence that unlocks every module across multiple events for the year. Annual works out cheaper as your programme grows, and we'll model both and show you the lower number.

Two mobile experiences, two answers. The web Event Hub ships in every base and is fully white-label: your delegates see your brand, never ours. The native app is the Gathero app on the App Store, themed to your event inside but Gathero-branded outside, and it's an add-on module, bundled into the Conference and Trade show presets. A dedicated app under your own name in the stores is a bespoke enterprise build, so just ask.

A delegate is anyone who registers and gets a ticket. Every +1 guest is a first-class attendee too: their own QR ticket, own confirmation email, own manage page and own dietary record, not a text field on the main booking. Your base band is set by total expected attendance.

It syncs. HubSpot is wired in natively per client: contacts and companies upserted with no duplicates, and the full lifecycle (registered, cancelled, attended, no-show, meetings) on the timeline. Each event maps to a HubSpot Marketing Event. It's the CRM sync module, not a Zapier connector.

Yes. That's the difference. Gathero is built by Bien Venue, a working UK events agency. Every build can be self-serve, supported (we set it up and hand over), or fully managed (we run the whole event with you on the day). A pure-software vendor can't offer that third option.

Only through the same doors the person asking already has. Merlin answers by running live, read-only queries scoped to the asker's role: an organiser can ask about their own event, a delegate can only ask about their own registration and the public programme. Nothing is answered from memory, your data isn't used to train any model, and if the data isn't there Merlin says so rather than guessing.

Data is isolated per client at the database level, credentials and sensitive fields (passports/IDs) are encrypted at rest, and a purge command anonymises delegate data on a retention schedule you set. UK-hosted, multi-tenant, built for enterprise procurement.

Days, not weeks. There's no six-week onboarding or procurement maze for a first event. If the platform fits, we can have your branded registration open quickly. Duplicating or templating events for a roadshow takes minutes once the first one's built.

One ecosystem for the whole event, including the parts others skip.

Pages & microsites

Registration & ticketing

Comms & invitations

Check-in & the app

Networking & meetings

Catering & seating

Insights & CRM

One app instead of all of this.

One delegate. One day. Zero gaps.

Priya registers

Ticket in her pocket

Through the door in seconds

Into the keynote

Scan to connect

A meeting that matters

She's in your pipeline

Ask about your event the way you'd ask a colleague.

Start from a preset. Then change absolutely anything.

Scan a passport with a phone camera

Everything between the invite and the invoice.

Meetings & hosted buyer

Microsites & event hub

QR ticketing & check-in

Agenda & speakers

Exhibitor lead capture

Catering & table plans

Accommodation & delegate billing

Invitations & comms

Insights & ROI

CRM-native integrations

iOS app: three jobs, one download

Payments & paid tickets

API & MCP server

Five formats, one platform.

Conference

Dinner & awards

Roadshow

Exhibition & trade show

Hosted-buyer showcase

Runs your event. Feeds your CRM.

Contacts & companies, upserted

The lifecycle on the timeline

Meeting outcomes on the record

Safe by design

Trusted with real corporate events. The ones that can't go wrong.

One platform, priced against the stack it replaces.

Bolt on modules à la carte

Networking & meetings

Gathero mobile app

Merlin event assistant

Exhibitor & sponsor

Hosted-buyer diaries

Catering & seating

Accommodation

Invitations & comms+

Insights & reporting

CRM sync

Payments & ticketing

Bespoke & API

Not sure? Start from a preset.

Essentials

Conference

Trade show

Full programme

Built by an events team, for events teams.

The things buyers ask us first.

Live a delegate's day in 25 minutes.