Settings
Configure how registration works — mode, capacity, pricing tiers, paper coverage, payment methods, add-ons, the cancellation policy, and camera-ready gating.
Purpose
The Settings sub-tab is where you configure everything attendees experience when they register. It's organized as collapsible sections — Registration Mode, Virtual Pricing (Hybrid only), Capacity, Pricing Tiers, Paper Coverage, Payment Settings, Add-ons, Cancellation Policy, and Camera-Ready Submission — with a single sticky save bar that appears whenever you have unsaved changes.
When you use it
Use this sub-tab before you open registration to set your prices, currency, and payment methods, and revisit it whenever you need to adjust capacity, add an add-on, or change your cancellation policy. If you'd rather collect registrations elsewhere, switch the mode to External and just link out.
This tab shows your registration open / early-bird / close dates read-only (pulled from the Important Dates tab). Tiers named Early Bird, Regular, and Onsite/Late automatically inherit their active windows from those dates; custom-named tiers get editable date fields instead.
Walkthrough
- 1
Open the Registrations tab and click the Settings sub-tab. Click a section header to expand it; opening one collapses the others.
- 2
In Registration Mode, choose Airballoon Registration (built-in system with payments and analytics) or External (link to Eventbrite, Cvent, etc.). External mode hides the remaining sections — just provide the URL and any instructions.
- 3
In Capacity, set a maximum attendee count (leave blank for unlimited; it's enforced server-side) and optionally enable the waitlist.
- 4
In Pricing Tiers, add tiers (e.g. Early Bird, Regular, Onsite/Late) and, within each, define your own categories and rates (e.g. Industry, Academic, Student). Use Copy from previous tier to reuse a category list, and Add category / Add Pricing Tier to build out the matrix.
- 5
In Paper Coverage, set how many papers a registration covers, the fee per extra paper, and the maximum extra papers allowed.
- 6
In Payment Settings, pick your primary (and optional secondary) currency. To accept wire payments, enable Bank Transfer and fill in the beneficiary, receiving bank, routing codes, payment reference, and contact email.
- 7
In Add-ons, add optional extras (banquet tickets, workshop passes, custom items) with a name, description, price, and maximum quantity.
- 8
In Cancellation Policy, choose Cancellation Deadline (one cutoff date plus an admin fee) or Refund Schedule (graduated refunds by days before the conference, each with its own processing fee and optional note). Set whether author registrations are refundable.
- 9
In Camera-Ready Submission, decide whether authors must hold a paid author registration before they can submit camera-ready materials.
- 10
When the sticky You have unsaved changes bar appears, click Save Changes (or Discard to revert).
A pricing tier with no categories can't be registered against. Each tier must have at least one category and rate before you open registration — the editor flags empty tiers in amber.
Tips
- The Virtual Pricing section only appears when the conference is set to Hybrid in Setup & Settings; use it to give virtual attendees a percentage or flat discount off the in-person rate.
- Categories are fully organizer-defined — name them however your community expects (e.g. "IEEE Member - Author"). The names you type are what attendees pick on the registration form.
- The waitlist currently shows registrants a "you've been waitlisted" message but does not yet promote them automatically.
- Changes aren't live until you click Save Changes — the sticky bar is your reminder.