October 22, 2026 | 12 min read
Short answers to the questions organizers ask most often about pricing in Eventact registration. Each answer links to the guide that covers the topic in full. For how the pricelist and order fields fit together, start with Order Fields in Eventact.
A price plan changes the price automatically in the background when its conditions are met - for example the registration date (early bird, regular, late) or a field that marks the registrant as a member. A promotion code applies only when the registrant enters a code. Use price plans for prices everyone in a group should get, and codes for offers you hand out. See Price Plans vs. Promotion Codes.
Eventact checks the price plans in their list order and applies the first plan whose conditions are all met. If a plan has an expression, it applies only when the expression is true; otherwise the next plan is checked. Put the most specific plans first and test each expression. To check a plan, apply it from the back office to a person who should get it.
The price of an item without a price plan. It has no conditions and applies whenever no price plan is in effect. If you add price plans to an event that already had prices - for example a late registration plan - the original prices stay as the default fallback.
Yes. When an event has no price plans yet, the pricelist offers to create a basic set you can adjust later: Early (until 3 weeks before the event), Regular (until 2 days before), Last Minute (until the event date), and Onsite (from the event date). You can also skip it and add price plans manually.
The usual setup is two price plans: a members plan with a condition, and a regular plan with no condition that applies to everyone else. Mark members in a field - for example by importing the members list - and base the members plan's condition on that field; the lower price then applies automatically. Each item gets a price per plan, while hotel blocks stay shared by both groups. Alternatives are a separate member ticket shown only to members, or promotion codes, which don't need a members list. See Special Pricing for Members.
Yes. In the back office, edit the registrant's ticket order and change its price plan to the early bird plan, or adjust the price manually. The balance due updates. If the registrant already paid the higher price, refund the difference from the registrant's Payments tab - see Manage Payments per Registration.
In four levels: Category (tickets, accommodation, flights, transportation, attractions, activities, shows, membership plans, and other), Group (a set of items registrants choose between, such as a hotel or "Workshops"), Item (the ticket or room), and Item part (the sub-components of a composite item). The registration form shows the items through order fields. See The Pricelist Is Where You Describe What You Sell.
On the ticket's Eligible Registrants settings in the pricelist, choose who may select it - for example everyone, only registrants with a promotion code, members, or back office operators only - and optionally add an expression that limits it further. You can also put a condition on the order field, or publish a separate registration form for that audience. See Restricting Who Can Select the Ticket.
Yes. Set the role in the ticket's Role of Ticket Holder settings - everyone who orders the ticket gets that role when they complete registration, for example Exhibitor or VIP. The ticket role is added to the form's default role; it doesn't replace it. See Ticket-Driven Roles.
Define a ticket per day, and tickets for groups of days if you want to offer them, in the pricelist. To give a discount for several days - for example a maximum price for three days or more - offer combined tickets at the discounted price alongside the single-day tickets. Alternatively, use a daily order type, which shows one row per day and records each day's order with its date. See Order Fields: Order Dates.
Yes. Create a ticket per date, and registrants choose their date in the same form. Keep in mind that event-level data, such as the event's own start date, is the same for everyone - if that must differ per date, use separate events.
The price next to a ticket is the price per ticket, so it stays the same when the quantity changes. The total for all tickets is calculated and shown on the payment page.
Yes. Add a Seat select field to the form. Registrants pick seats on a seat map of the hall, and each seat category is linked to a ticket in the pricelist, which sets its price. Seat maps are defined once at company level and can be reused across events. See Seat Maps and Seat Selection.
In the pricelist, turn on accommodation, add each hotel as a group, and add its rooms - for example Single, Double, or Triple. Then edit each room to set its occupancy limits, availability, tax, and room information, and add a Hotel order field to the form. See Order Fields in Eventact.
Yes. A block is a named, sized pool of inventory - for example "Hotel Rex negotiated rate - 40 rooms" - and one block can feed several items. You can sell the same allocation at a member rate and a regular rate, or through separate forms in different currencies. Eventact counts down the block as orders come in and stops selling when it is exhausted. A block can have one size for the whole event, a size per day, or a size per date range.
No. Each room item draws from one block, so you can't limit the same room by both a date-range block and a separate room-count block. If two periods share one allocation, define a single block with the combined size.
Yes. Place the hotels in pricelist folders and set the Hotel order field to show only a specific folder. The folder can also be dynamic - taken from an earlier answer in the form, so different registrants see different hotels in the same field.
Hotels in the same field share the field's check-in and check-out dates. Either put each hotel in its own Hotel order field, or set the block size per day and enter 0 rooms on the days a hotel is unavailable. If the dates are fixed, you can also create items that already include each hotel's dates.
Use the Suggested item for the Pax order type. Eventact reads the group's adults, children, and infants, finds rooms whose occupancy can hold them, and adds Optional item parts to a base until everyone is covered. This needs occupancy defined on each room. See The Four Levels: Category, Group, Item, Part.
Yes. Room numbers are managed as elements: define them per room type, then assign them to registrants manually or with Auto Assign. When a registrant's room changes, their previous room number is released. See Room & Seat Assignment: Unit-Level Control.
Yes. Add the currencies the event accepts in the pricelist's Payment Settings, and tick Automatically set currency for user based on country - each new registration then gets the currency of the attendee's country, or the form's default currency if the event doesn't accept it. You can also set a different default currency per form, for example one form in local currency and another in USD. See Price and Collect in Multiple Currencies.
Eventact converts an existing price at the exchange rate on the order date. It converts from the first price it finds, so leftover prices in a currency you no longer use - for example after copying an event - can produce unexpected amounts. Remove unused currencies from the event, and make sure an exchange rate exists for every currency pair before registration opens.
VAT rates are set per business and can depend on the payer's country. On each pricelist item, set whether its price already includes the tax or the tax should be added on top. Eventact then calculates VAT per registrant - for example adding local VAT only for registrants from that country. See Manage Invoices, Receipts, and Other Financial Documents.
In two steps. First define a promotion in Pricelist > Promotion Codes: its discount type, the items it applies to, and one or more codes. Then add the Promo Code field to the registration form, before the tickets page. Each code can have its own usage limit, validity dates, and status. See Eventact Promotion Codes.
A percentage off, a fixed amount off, a new price, free items (buy X, get Y free), a percentage off every second item, quantity discounts (buy X items to get a percentage or amount off), and Enable Item, which reveals an item only to registrants with the code. See the Discount Types table.
Yes. Add the ticket to the promotion's applicable items, and set the ticket's Eligible Registrants to Registrants with promotion code. Place the Promo Code field on a page before the tickets, so the ticket list already reflects the code.
Tickets. Usage is counted by the number of discounted items ordered with the code, not by the number of registrations, so one registration with four tickets uses the code four times. Canceled orders are not counted. The limit is checked when the code is applied, so a last order can go over the remaining quota - for example, with 9 of 10 uses taken, an order of 4 tickets is discounted in full.
For a strict allocation, create a separate ticket per sponsor with its own quantity limit, and show it only to registrants who enter that sponsor's code. A single code with a usage limit is simpler, but since the limit is checked when the code is applied, the last order can exceed it.
Yes. Turn on Use Email Domain as Promo Code in the Promo Code field options, and add the
company's email domain - for example example.com - as a code in the promotion. Registrants who
enter an email address at that domain get the benefit automatically. The Promo Code field must come after the
Email field, and a code the registrant types takes precedence.
No. One code applies per registration. If the form accepts codes in more than one place, the last code entered wins. To open different sets of items for different people, give each audience a code that opens its own set.
The discount is taken off the price before VAT, and VAT is added afterwards. For example, a ticket of 140.40 including 17% VAT is 120 before VAT; a 20 discount gives 100, or 117 with VAT. Set the amount accordingly if you want a specific reduction in the VAT-inclusive price.
Up to 80 characters in the back office, but the Promo Code field in the form accepts up to 20 - keep codes that registrants type to 20 characters or less. You can add several codes at once, separated by commas.
When an order field has no items left, the form shows a message for its booking type, such as "There are no Rooms available" or "There are no Tickets available", in the form's language. Items whose block is exhausted can no longer be ordered.
Eventact emails the event's registration managers when a block passes 90% usage, when it fills up, and at usage milestones (10, 100, 500, 1,000). To make sure the right person gets these alerts, add them as a registration manager of the event.
Yes. Back office users can make a booking even when a block is full, so set the block size to the quantity open to registrants and handle extra rooms from the back office. To keep a separate allocation for the back office, create a separate item limited to back office operators, with its own block.
Items in an unfinished registration are held, so a hotel can look full while some people never complete. Set Maximum visitors at the same time in the form settings: when the limit is reached, new visitors wait in the registration queue and enter automatically as places free up. See Registration Queue.
Check that every item offered to the registrant has a price in the price plan that applies to them. An item with no price in that plan blocks registration - enter 0 if the item is free.
The price is in a currency the event doesn't accept. Add that currency in the pricelist's Payment Settings, or enter the price in one of the event's currencies.
On the tickets page, select the ticket first and then apply the code - the code is checked against the selected items. Then check that the ticket is in the promotion's applicable items, that the code and promotion are Active, that today is within the code's validity dates, and that its usage limit hasn't been reached.
An item ordered earlier stays in the order even if a condition now hides its field - for example a non-member ticket ordered before the registrant qualified as a member. The registrant's Payments tab lists every ordered item; remove the old order from the registrant's record in the back office.
Some pricelist changes take a few minutes to reach the form and the back office lists. Wait, refresh, and check again - don't add the item a second time, as that can create duplicates.
Each pricelist item has a setting for whether it is displayed with or without dates, which also affects the registration summary. Check that setting on the hotel's room items.
Still stuck? Contact Eventact Support. Read more about Eventact Event Registration