“It’s just an app—how expensive can it be?”
Spoiler: it adds up fast. Especially if you’re not asking the right questions.
Let’s face it—event apps can be a budget black hole. Between confusing pricing tiers, “customisation packages,” and surprise setup fees, it’s no wonder organisers are fed up. So in 2025, what should you really expect to pay for an event app? We’re breaking it down—line by line, user by user, feature by feature.
Whether you're running a 300-person summit or a 10,000+ exhibition, this guide will help you budget smarter and avoid the overpriced fluff
The 2 Main Types of Event Apps
Before we talk money, you need to know what you're actually paying for. In 2025, most apps fall into two buckets:
1. White-Label Apps
This is your own branded app—logo, colours, even a name in the App Store. Sounds slick, right?
✅ Pros: Fully branded, prestige feel
❌ Cons: Expensive, slow to launch, requires app store approval
💸 Typical Cost: £8,000–£50,000+ per event (yes, really)
2. Shared Platform Apps (like Presso)
You use a shared platform that serves many events—your attendees get a personalised experience via a single browser link. No downloads, no fuss.
✅ Pros: Instant access, lower cost, near-100% adoption
❌ Cons: Less “vanity branding” (but who really cares?)
💸 Typical Cost: £1–£10 per attendee, or a flat rate
How Pricing Actually Works in 2025
Let’s decode how most vendors price their apps.
1. Per Event
Flat fee, regardless of size. Good for small events, terrible for big ones.
£2,500–£15,000 per event is typical.
2. Per Attendee
You pay for every person who might use the app. This is standard for SaaS-style pricing.
£3–£20 per user is the usual range (with bulk discounts over 1,000 users).
3. Subscription (Annual)
Great for agencies or organisers running multiple events.
Starts around £10,000/year, often with usage caps.
💡 Watch out: Most “unlimited” packages still hide limits (like number of push notifications or live polling sessions).
Realistic Cost Ranges by Event Size
| Event Size | White-Label App | Shared Platform App |
|---|---|---|
| 100–300 pax | £5,000–£10,000 | £300 flat or £1/attendee |
| 500–1,000 pax | £10,000–£20,000 | £500–£1,000 |
| 2,000+ pax | £20,000–£50,000+ | £2,000 flat or volume deal |
🔍 PRO TIP: Ask vendors to break down the cost per actual active user—not just total registrations. It reveals a lot.
What Features Actually Cost You
Some features are included. Others? They’ll cost you. Here’s what’s typically extra:
💡 Custom Branding
+ £1,000–£5,000
Especially in white-label setups—custom icons, launch screens, etc.
🔔 Push Notifications
+ £0.50–£2 per attendee
Often limited unless you pay for a “premium tier.”
🎤 Speaker Profiles & Schedules
Usually included, but custom layouts or integrations may run + £500–£3,000.
💬 Live Polling & Q&A
Can be gated behind pro tiers.
+ £1–£3 per user or bundled in “engagement packs.”
📈 Analytics Dashboards
Basic stats are free, but real insights cost.
+ £500–£2,000 per event
🔗 Integrations (CRM, ticketing, etc.)
+ £1,000–£5,000 for custom setups
The Hidden Fees You’ll Regret Missing
And now, the nasty stuff most sales teams won’t mention until the invoice hits:
🧪 Setup & Onboarding Fees
Even for DIY tools. £500–£3,000 standard.
🛠️ Support Packages
Basic email support might be free—but live support, training, or on-site help?
+ £1,000–£10,000
📱 App Store Submissions
Yes, you might be paying just to get your app approved.
Apple dev accounts, delays, etc. = hidden cost.
📉 Overages & Usage Caps
Exceeded your “included” users, emails, or sessions? Surprise bill incoming.
What Budget Should You Set?
Here’s a realistic starting point:
✅ Small Event (up to 300 attendees)
- Shared platform: £300–£1,000
- White-label: £5,000–£10,000+
✅ Mid-Size (1,000–3,000 attendees)
- Shared platform: £1,000–£3,000
- White-label: £15,000–£35,000+
✅ Large Event (5,000+ attendees)
- Shared platform: £5,000–£10,000 max
- White-label: £30,000–£75,000+
🧠 Smart Tip: Don’t just compare features—compare outcomes. Ask what adoption rates vendors see. A fancy app no one uses is wasted money.
How Presso Does It Differently
Presso skips the bloat and gives you one ultra-simple offer:
✅ Flat-rate pricing: £1 per attendee
✅ No downloads, no app stores
✅ 100% browser-based = near-perfect adoption
✅ Built-in sustainability impact
✅ No hidden fees. Ever.
Oh, and you get instant setup, support that actually answers, and a UX that attendees love. Sound good?
👉 See our transparent pricing at Presso
Final Thoughts
In 2025, there’s no excuse for bloated pricing or vague packages. The best event apps are fast, simple, and worth the budget. But most vendors are still playing hide-the-cost.
Don’t let your app become the most expensive ghost town at your event.
📉 Ask the hard questions.
🧾 Demand clear pricing.
📈 Choose tools your attendees will actually use.
Or better yet?
👉 Switch to Presso and keep it simple.
✅ Want to run a smarter, simpler event?
🌱 Learn about our sustainability pledge: