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Frequently asked questions and answers, for you as an event organiser

Before you create your event(s), on Participant, you will need to create an organiser account. Here you will need to fill out your information, organisation name and account number; the latter is required so that we can pay money to you.

Once you have registered your account, you will be sent directly to the Participant system as an administrator. Here you will be able to create your event(s). Once you have created your first event, you can start receiving sign-ups and payments straight away - simply share the link to your event on the relevant channels.

Need help getting started? Please watch our video tutorial.

User guides are available on request, please contact us to request a copy.

As an organiser, the fee is £1 per registration (including VAT) and a 3.5% payment processing fee applied per registration. If you were to become a licensed customer, the payment processing fee would drop to 2.5%.

If you are interested in becoming a licensed customer and benefitting from various additional pieces of functionality, view our services page here.

You will be able to export registers of your attendees to Excel at the click of a button, with the option to export an overall registrations list or tailored lists per event.

All reports can be exported to Excel, with the participant report showing a total participant list across events and therefore not displaying event-specific fields. If you require a detailed list of participants for a current event, you can export this from the relevant event register.

You can download reports including weekly settlement reports of our pay-outs to you and exports of your participants.

You can change your deadline for applications at any time. Simply click on 'View Events' from the menu on the left-hand side and select the desired event. In the event setup you can change the entry deadline, start time, end time and publishing period whenever you wish.

Credits are our internal 'currency' and are used for two things.

If you are running a free event and receive free sign-ups, since we do not have any amount to deduct our fees on free subscriptions, you must pre-purchase credits to be able to receive subscriptions for a free event. 1 credit costs £1 (including VAT), and one registration costs 1 credit.

If you wish to send an SMS from the system, you will also require credits. It costs 6p to send a text, with a character limit of 320 (after which point you will be charged for two SMS messages).

You can promote your event on your social channels using the relevant link, to increase participation and gain a larger number of registrations. If you would like us to share your events on our channels, please contact us and we will happily assist.

If you are having trouble logging in, we recommend that you double-check that you are using the correct email address. If you are but are notified of 'Wrong email address/password', you can select 'Forgotten password'. You will then receive an email with a password reset link. If you cannot locate the email, please check your junk and/or spam folders.

You can send both email and SMS messages to participants registered onto your event. You can find this on the event page under 'Communication Tools.' You can send emails through the communication tools at no additional charge, however the sending of an SMS costs 6p (subject to a 320-character limit, after which point it will be charged as two SMS messages). You can also schedule email and SMS alerts to send automatically, please contact us if you wish to use this module.

You can reuse your old events as a template for future events. From the menu on the left side, select 'Add/Copy' and then 'Copy Previous' to reuse a previously registered event. You will then be able to choose from any previous event, from a menu which is sorted yearly. You can then amend the details of the event to match the requirements of your new one, whilst saving time on the areas that do not need to be changed.

Yes, you can refund an attendee on Participant by locating the registration and refunding them as either a credit/debit card refund or a cash/cheque refund.

Credit/debit card refund - A credit/debit card refund will process the money directly back to the attendee's bank account.

Here you will have three options;

Option 1 - You can choose to absorb the registration fee and provide the attendee with a full refund.

Option 2 - You can refund the attendee their money minus the registration fee, meaning that your organisation will not lose out on the registration fee.

Option 3 - You can refund a specified manual amount, if neither option 1 or 2 is suitable.

Please note that refunding an attendee using any option will remove their registration and move it into the refund list.

The credit/debit card refund method is subject to you having enough money in your 'Participant account' and there will be times where you do not have funds in Participant to process refunds in this way. This is due to us providing the weekly pay-out into your bank account(s) - once the money has left Participant to go into your bank account, it can no longer be used for refunding customers via the credit/debit card refund option. In this instance, you can either wait until you receive more registrations or use an alternative method of refunding your attendee(s).

Cash/cheque refund - A cash/cheque refund will remove the registration and move it into the refund report, but will not process the money back to the attendee's bank account automatically. You will then need to contact the attendee using the contact details within their registration, and then arrange an offline method of refunding them. Examples of this include a bank transfer or cash.

Yes, Participant runs from a secure HTTPs domain, meaning that all communication between the users and the website is safe and secure. Payment is made using Global Payments, who have the highest level of PCI compliance. We (Participant) do not store card information used for payment of the registration.

Yes, we take data protection and security very seriously, please refer to our Privacy Policy if you require any further information. If you have a specific query regarding data, please contact our Data Protection Officer at

You own the data whilst we (Participant) are the data controller; this means that whilst we hold it securely, we will never contact your customers for marketing purposes, and will only contact your customers regarding registrations if you have asked us to.

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