The verdict in three sentences
A MICE agency running 15 medical congresses a year and paying a licence for each event funds the equivalent of a complete software product every year without ever owning it. Market platforms cost 3,000 to 15,000 EUR per event, while a custom tool covering registrations, badges and calls for abstracts costs 40,000 to 90,000 EUR excl. VAT and ships in 5 months. Break-even sits around 6 events, less than half a season for this agency.
What per-event licences really cost
Event platforms charge by attendee count, activated modules and sometimes a commission on paid registrations.
| Congress size | Attendees | Platform licence (2026 order of magnitude) | Ticketing commission | Total cost per event |
|---|---|---|---|---|
| Scientific day | 150 to 300 | 3,000 to 5,000 EUR | 1 to 2% | 3,500 to 6,000 EUR |
| Regional congress | 400 to 800 | 5,000 to 9,000 EUR | 1 to 2% | 6,000 to 11,000 EUR |
| National congress | 1,000 to 2,000 | 9,000 to 15,000 EUR | 1 to 2.5% | 11,000 to 19,000 EUR |
| Congress with abstracts and e-posters | 800 to 1,500 | + 2,000 to 4,000 EUR module | included | 10,000 to 17,000 EUR |
| Mobile app module | all | + 1,500 to 3,000 EUR | included | variable |
Across 15 mid-sized congresses, the annual bill easily exceeds 120,000 EUR, not counting the hours spent reconfiguring each platform.
2026 custom budget by module
| Module | 2026 range (EUR excl. VAT) | Timeline |
|---|---|---|
| Event back office, rates, quotas and promo codes | 6,000 to 12,000 | 4 weeks |
| Online registration, payment, invoices and agreements | 7,000 to 15,000 | 5 weeks |
| Call for abstracts, double-blind review, programme | 8,000 to 18,000 | 6 weeks |
| Badges, QR access control and attendance certificates | 5,000 to 12,000 | 3 weeks |
| Speaker management, accommodation and transfers | 4,000 to 10,000 | 3 weeks |
| Exhibitor and sponsor area, lead scanning | 5,000 to 12,000 | 3 weeks |
| Dashboards, exports and conflict-of-interest transparency | 5,000 to 11,000 | 3 weeks |
Medical congresses add a specific constraint: transparency of links of interest with the health industry, which requires tracking invitations paid by pharmaceutical companies. The software produces these reports with no manual rework.
Three-year comparison
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| Item | Market platforms (15 congresses a year) | Kolonell custom build |
|---|---|---|
| Start-up cost | 0 EUR | 65,000 EUR excl. VAT |
| Annual licences | 120,000 to 150,000 EUR | 0 EUR |
| Hosting and maintenance | included | 12,000 to 15,000 EUR a year |
| Cumulative 3-year cost | 360,000 to 450,000 EUR | 101,000 to 110,000 EUR |
| Branding per congress | Theme only | Full, own domain |
| Attendee data | With the vendor | Reusable proprietary database |
Mini case study
Thomas, director of a MICE agency in Paris, runs 15 medical congresses a year at an average of 9,000 EUR in licences and commissions per event, so 135,000 EUR a year. He chooses custom software at 65,000 EUR excl. VAT, plus 12,000 EUR of maintenance and hosting a year. In year one he saves 135,000 - 65,000 - 12,000 = 58,000 EUR. From year two, savings reach 123,000 EUR a year. Break-even comes at the 9th congress of the first season, and his team saves about 2 days of setup per event thanks to reusable templates.
FAQ
Does the software handle abstract review? Yes, with automatic reviewer assignment, double-blind scoring and programme generation. This module costs 8,000 to 18,000 EUR excl. VAT depending on scoring grid complexity.
Can we print badges on site? Yes, badges print on demand on thermal printers, with a QR code for access control. Allow 300 to 800 EUR per printer if you do not already have them.
Is attendee data GDPR compliant? European hosting, logged consent and retention periods are designed in from the start. A record of processing activities is provided at delivery.
What if we run fewer than 6 congresses a year? Below that threshold, a market platform is often cheaper. We check this with you before any custom quote.
Can we run hybrid events? Yes, integrating a live streaming tool and online attendance tracking adds 4,000 to 9,000 EUR excl. VAT. Remote attendance certificates are generated automatically.
Let's scope your project. Tell us your number of events per year, their size and your current licences: we will price software between 40,000 and 90,000 EUR excl. VAT with your exact break-even point, delivered in 5 months. 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.
