The verdict in three sentences
For a Dubai organiser running 25 conferences a year with up to 3,000 delegates, custom event software costs between AED 130,000 and 260,000, delivered in 4 to 6 months. It combines registration with online payment, accommodation, badges, scientific abstract submission and a delegate app. Compared with platforms billed at EUR 3 to 8 per delegate (about AED 13 to 32), the investment pays back fast once annual volume passes 20,000 registrations.
Modules for medical and institutional conference software
A medical congress is not run like a consumer trade show. You need fees by category (physician, resident, industry, society member), pharma-sponsored registrations, a scientific committee reviewing abstracts and attendance certificates for CME credits.
| Module | Function | 2026 ballpark |
|---|---|---|
| Registration and ticketing | Fee categories, sponsor codes, invoices | AED 22,000 to 45,000 |
| Online payment | Local gateway, international cards, bank transfer, sponsor billing | AED 11,000 to 22,000 |
| Abstract submission | Upload, double-blind review, scoring, programme | AED 22,000 to 48,000 |
| Accommodation and transfers | Hotel allotments, rooms, shuttles | AED 15,000 to 30,000 |
| Badges and access control | QR code, on-site printing, session counts | AED 11,000 to 22,000 |
| Delegate app | Programme, notifications, map, certificates | AED 26,000 to 55,000 |
| Multi-event back office | 25 events, sponsor reports, exports | AED 22,000 to 38,000 |
Local payments usually run through a UAE acquiring gateway with fees around 2 to 3 % depending on the contract. Foreign delegates pay by international card, and pharma sponsors by bank transfer against a proforma invoice. VAT at 5 % must appear correctly on every invoice.
Off-the-shelf platform or custom software
| Criterion | Off-the-shelf platform | Custom software |
|---|---|---|
| Upfront cost | AED 0 to 18,000 configuration | AED 130,000 to 260,000 |
| Variable cost | EUR 3 to 8 per delegate, about AED 13 to 32 | Payment fees only |
| Annual cost for 30,000 delegates | AED 390,000 to 960,000 | AED 22,000 to 45,000 maintenance |
| Scientific abstracts | Often a separate paid module | Built into the same journey |
| Branding | Vendor brand visible | Your brand, resellable to clients |
| 3-year cost | AED 1,170,000 to 2,900,000 | AED 196,000 to 395,000 |
Custom loses its edge for an organiser running fewer than five events a year or under 5,000 total registrations: a pay-per-use platform remains cheaper there.
Typical schedule
| Phase | Duration | Deliverable |
|---|---|---|
| Scoping | 3 weeks | Delegate journey, scientific committee, fee rules |
| Registration and payment core | 6 to 8 weeks | First event open for registration |
| Abstracts and programme | 4 to 6 weeks | Online call for papers |
| App and badges | 4 to 6 weeks | iOS and Android app, on-site printing |
| Pilot on one congress | 2 to 4 weeks | Lessons learned, adjustments |
Delegate data falls under the UAE Personal Data Protection Law (PDPL), and events in DIFC follow the DIFC Data Protection Law: plan explicit consent for sponsor communications and secure hosting from scoping.
Mini case study
Omar, director of a conference agency in Dubai, runs 25 events a year totalling 28,000 registrations. His current platform charges EUR 5 per delegate, about AED 20, so AED 560,000 a year, plus AED 45,000 for the abstract module.
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The custom software costs AED 205,000, plus AED 33,000 a year for maintenance and hosting. The annual saving reaches AED 572,000, a payback in under 5 months. He also saves 2 days of preparation per congress through automatic import of hotel allotments, 50 days a year for his team.
FAQ
How much does custom conference software cost in Dubai?
Budget AED 130,000 to 260,000 depending on modules: scientific abstracts, accommodation, mobile app. Maintenance runs AED 22,000 to 45,000 a year.
Can delegates pay online in AED?
Yes, through a UAE acquiring gateway with fees around 2 to 3 %, and by international card for overseas delegates, with 5 % VAT on invoices.
Does the software handle scientific abstract review?
Yes, with online upload, reviewer assignment, double-blind review, scoring and programme generation. This module costs AED 22,000 to 48,000.
At what volume does custom software pay off?
Usually above 15,000 to 20,000 registrations a year, when per-delegate platform fees exceed AED 300,000 a year.
How long does delivery take?
Between 4 and 6 months, with a first event open for registration by the end of month two.
Let's scope your project. Send us your event calendar, registration volumes and scientific requirements: we will price the software between AED 130,000 and 260,000 with a 4 to 6 month plan. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
