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Pricing

Every event is different.
So is every proposal.

No fixed tiers. No per-seat pricing. No modules to tick off a list. Harpaston is priced around the scope, volume and support your event actually needs — nothing more, nothing less.

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Why custom, by default

A 500-guest pop-up and a 12,000-guest championship should not pay the same way.

Fixed pricing tiers work well for tools with low operational stakes. Event hospitality doesn't fit that shape.

Two events with the same guest count can look nothing alike operationally: one runs across three cities with five hotel blocks and a sponsor programme; the other is a single-venue activation with a ticketing focus. Pricing them identically forces one to subsidise the other — or forces us to ship features that don't fit either.

So we price on what actually drives our work: which solutions you use, how many guests and venues you coordinate, how long the event runs, and how much live-event support you want at your side.

Four pricing factors

What shapes your proposal.

We build every proposal from these four dimensions. No hidden modules, no activation fees, no seat-count surprises.

Factor 01

Scope of solutions

Which of the five solutions do you run on Harpaston? Accommodation only, or the full operational stack with transport, ticketing, programme and finance? Scope is the primary driver — you only pay for what your team uses.

Factor 02

Guest volume

How many guests, across how many venues and cities? Volume affects the data footprint, the allocation complexity, and the live-event load — not linearly, but meaningfully. A 400-guest deployment and a 4,000-guest deployment are priced on different curves.

Factor 03

Event duration

A two-day activation and a three-week championship have different planning windows, different live-event durations, and different post-event reconciliation workloads. We price on the full engagement — planning through post-event close, not just event-week.

Factor 04

Support level

Standard onboarding and ticket-based support, or a named contact with dedicated event-week coverage? For flagship events, we can embed alongside your ops team. Support level is a separate dial — you decide how much of it you want.

In every engagement

What's included, always.

Regardless of scope or size, every Harpaston engagement includes the foundations that make the platform worth running on.

White-glove onboarding

Data migration, workspace configuration, role setup, and team training.

Full platform access

Every role, every user — no per-seat cap on your team or guest volume.

Programme Builder + Auto Allocator

The two core engines are standard — not a premium add-on.

Role-based access

Nine built-in roles from guest to global admin, configurable per event.

Full audit trail

Every change logged — who, what, when, from where. Compliance-ready.

Multi-currency & multi-region

Budgets and reports in any currency, events across any geography.

Frequently asked

Pricing questions, answered.

Can you share a rough price range?
We share ranges during the first discovery call, once we've understood your event scope. Sharing ranges without context rarely helps — it either scares off teams we could price well for, or under-quotes events that need more than they initially described.
Is pricing annual, per-event, or something else?
Both models are supported. Teams running one flagship a year usually prefer per-event. Teams running a portfolio of events prefer annual. We propose whichever fits your operational cadence — sometimes both, as a hybrid.
Is there a minimum event size?
Practically, the platform is designed for events at a scale where spreadsheets break — that usually starts around a few hundred guests with non-trivial hospitality. Below that, the tooling overhead doesn't pay off and we'll tell you so.
What does a white-label deployment change?
A white-label deployment runs on your brand, your domain, your identity — end-to-end. It's priced as a separate engagement because it includes brand integration, dedicated infrastructure, and a tighter SLA. Talk to us for a white-label-specific proposal.
Are there hidden fees — setup, modules, API calls?
No. The four factors above are the whole pricing story. Onboarding, Programme Builder, Auto Allocator, role-based access, audit trail, and multi-currency are all included. If we ever need to charge for something new, it'll be a transparent line on your proposal — never a surprise on the invoice.
Let's build your proposal

Tell us about your event.
We'll send a tailored proposal.

30-minute discovery call, then a written proposal within 3 working days — priced on the four factors above, nothing hidden.

Request a proposal Read our approach