The verdict in three sentences
A MICE agency running 60 seminars and conferences a year on spreadsheets, Google Forms and printed lists ties its coordinators up in data entry instead of client work. A custom event management platform costs EUR 20,000 to 53,000 in 2026 (about USD 22,000 to 58,000, or 3 to 8 million DZD for an agency in Algiers) and ships in 10 to 14 weeks. The direct gain: 2 full-time coordinators freed during peaks, and profitability known event by event.
Where a MICE agency's hours go
A 400-delegate medical congress means 400 registrations, 250 rooms across three hotels, airport shuttles, badges, attendance certificates and invoicing to the sponsoring pharmaceutical company. Without a tool, every step means re-keying.
| Task per 400-delegate event | Without software | With software |
|---|---|---|
| Registration and reminders | 35 hours | 6 hours |
| Rooming list and hotel exchanges | 20 hours | 5 hours |
| Transfer planning | 12 hours | 3 hours |
| Badges and check-in | 14 hours, 45-minute queue | 3 hours, check-in under 10 seconds per person |
| Attendance certificates | 8 hours | Sent automatically |
| Financial wrap-up | 10 hours, often 6 weeks later | Real time |
| Total | 99 hours | 17 hours |
Across 60 events of varying sizes, savings land around 3,000 to 3,500 hours a year, the equivalent of two coordinator roles concentrated in the busy months.
Modules and their 2026 price
| Module | Function | Budget excl. tax |
|---|---|---|
| Registration site per event | Configurable form, prices per category, partner codes, Arabic, French and English | EUR 4,000 to 9,300 |
| Online payment | Local cards (CIB and Edahabia in Algeria, local gateways in the UAE), bank transfer, sponsor billing | EUR 2,700 to 6,000 |
| QR code badges and access control | On-site printing, room entry scanning, attendance counts | EUR 3,300 to 8,000 |
| Hotels and transfers | Room blocks per hotel, rooming list, shuttle planning | EUR 4,000 to 10,700 |
| Profitability per event | Forecast budget, actual costs, margin, accounting exports | EUR 3,300 to 10,000 |
| Delegate app | Programme, notifications, attendance certificates | EUR 2,700 to 9,300 |
| Total | Full project | EUR 20,000 to 53,000 |
Running costs then come to EUR 400 to 1,000 per month including hosting and maintenance. International platforms often charge USD 2 to 4 per registered delegate, so USD 30,000 to 60,000 a year for an agency handling 15,000 delegates, often without local payment methods.
A 10 to 14 week schedule
| Phase | Duration | Deliverable |
|---|---|---|
| Scoping on 3 typical events | 2 weeks | Corporate seminar, medical congress, trade show |
| Bilingual mock-ups | 2 weeks | Registration and back office journeys validated |
| Registration, payment, badges build | 4 to 5 weeks | First event ready to publish |
| Hotels, transfers, profitability | 2 to 3 weeks | Rooming list and automatic wrap-up |
| Pilot event | 1 to 2 weeks | Live test, adjustments |
Plan to deliver before high season: a September launch on a 400-delegate congress leaves little room for error.
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Mini case study
Samir, director of a MICE agency in Hydra, Algiers, runs 60 events a year for pharmaceutical labs, banks and telecom operators. Every year he adds 2 seasonal coordinators at a loaded cost of about 140,000 DZD a month each for 8 months, i.e. 2,240,000 DZD (about EUR 15,000). The software, quoted at 5,500,000 DZD (about EUR 36,700) plus 100,000 DZD a month, removes that reinforcement and lets the same team absorb 10 more events. At an average margin of 350,000 DZD per event, those 10 jobs bring in 3,500,000 DZD. Payback comes in under a year. A Dubai agency with higher salaries and larger delegate counts reaches payback even faster.
FAQ
Can delegates pay with local cards?
Yes. In Algeria, integration with SATIM handles CIB and Edahabia cards; in the UAE, local payment gateways and international cards are supported. Payment is confirmed in real time and the invoice goes out automatically. Allow 3 to 5 weeks for the bank to activate the e-payment contract.
Does the software work when venue connectivity is poor?
The badge scanning app works offline and syncs as soon as the network returns. A backup 4G router costing around EUR 100 is enough in most hotels.
Can Arabic and French or English share the same registration site?
Yes, with right-to-left display for Arabic. An extra language costs EUR 1,300 to 2,700.
How is event profitability calculated?
Every expense (venue, hotels, shuttles, catering, printing) is attached to the event and compared with the budget sold. The wrap-up is available the day after closing instead of 6 weeks later.
Let's scope your project. We map your registrations, badges, hotels and profitability tracking for an indicative budget of EUR 20,000 to 53,000 and a first event online within 10 to 14 weeks. 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.
