For many associations, the annual conference is the crown jewel. The one event that gets the budget, the tech, and the attention. But what about everything else?

The chapter meetups.
The training sessions.
The virtual town halls. 

These experiences matter and they’re happening more often than an annual get-together. But with traditional event tech pricing, supporting them can feel like a luxury, not a strategy.

The result?

Associations are forced to make difficult choices between:

• Consistency across events and the cost of scaling technology.
• Memorable member experiences and the capacity of small (or volunteer) teams.
• What they want to do and what they can realistically afford.

This post explores a better way forward: a scalable approach that removes friction, rewards flexibility, and puts associations back in control of how, and how often, they engage their members.

The Problem with Per-Event Pricing for Associations

New event → new contract → new line item in the budget. 

That’s the typical experience for anyone planning an association event.

Even when you’re using the same tools or templates, you're still forced to start from scratch, with pricing that punishes growth..

Let’s say your association runs a successful annual conference and you’re now at a point where you’re ready to expand. Maybe that means hosting regional meetups, supporting chapter events with digitals tools/resources, or launching a series of professional development webinars.

Suddenly, you’re back at the negotiating table.

Each new initiative requires new approvals and every conversation inevitably brings up the question: Is it worth paying for an app for this one thing?

This way of thinking makes growth feel risky and creates roadblocks.

When every event is treated as a silo, it becomes harder to

And as associations continue to face the harsh do-more-with-significantly-less reality,  per-event pricing makes it even harder to deliver value at scale.

In this old model:

• Innovation is slowed down by logistics.
• Small events feel like second-class citizens.
  Members experience inconsistency, or miss out entirely on digital engagement.

And perhaps most importantly, it creates internal friction as teams spend time debating which events are “big enough” to justify tech investment instead of simply focusing on what’s best for members.

What if You Didn’t Have to Choose Between Member Experience and Scalability?

Imagine having one branded app your entire association can use, not just for the annual conference, but for every event, every chapter, and every initiative throughout the year. 

No extra contracts. No download caps. No second-guessing whether an event is “worth” the investment.

That’s the idea behind Guidebook’s Unlimited plan.

Instead of charging you per event, Guidebook Unlimited offers a flat, predictable pricing model that gives your team the freedom to move fast and serve members consistently, no matter how big or small the event.

So, whether you’re planning a board retreat, a training session, or a full-scale hybrid conference, it’s all covered.

Instead of asking: “Can we afford to build an app for this?”
You’ll be wondering: “How can we make the most of the app we already have?”

With Guidebook Unlimited, associations get:

• One branded mobile app on iOS and Android.
• Unlimited event guides to use as often as you want.
• Unlimited admins, so you can empower staff, committees, and volunteers.
• A fully integrated attendee experience platform with registration, event app, badges, and event websites
• Exceptional support and partnership with a dedicated Account Manager.
• More opportunities to create sponsor revenue and subsequently, boost non-dues revenues (see how International Floor Coverings generated $5000 from one app sponsorship opportunity).

This isn’t just about reducing friction; it’s about unlocking new ways to engage members and removing barriers to growth.

Thanks for flagging that — you're right. While we've drafted the “What Associations Can Power with Unlimited” section conceptually, we haven’t yet expanded it into a fully fleshed-out narrative block like the others.

Let’s do that now. Here’s a polished and expanded version:

What Associations Can Power with Unlimited

When you’re not constrained by per-event pricing, the world opens up because you’re free to explore what’s possible across your entire organization.

With Guidebook Unlimited, associations can bring a consistent, branded mobile experience to any type of gathering, whether it’s a flagship conference or a niche workshop.

Here are just a few ways you can put Unlimited to work:

Annual conferences

Deliver a polished, mobile-first experience with schedule tracks, speaker bios, gamification, venue maps, live updates, and more — all  from your branded app.

Chapter and regional events

Support local teams and volunteer leaders with easy-to-build guides that don’t require new contracts or complicated approvals.

Professional development and certification programs

Run a series of webinars, trainings, or continuing education sessions — each with its own mobile guide — without worrying about added costs.

Board and committee meetings

Create secure, access-controlled guides that centralize agendas, reference docs, and schedules for your leadership teams.

Volunteer onboarding

Equip event volunteers or chapter leads with all the info they need accessible from their phones.

Virtual town halls or forums

Host digital conversations that feel just as intentional and organized as your in-person gatherings.

Year-round member engagement hubs

Think beyond events and create always-on digital spaces that let members access key resources, stay informed, and engage throughout the year.

Whether your association runs 2 events a year or 200, Guidebook Unlimited gives you the freedom to support them all, with additional paperwork or budgeting gymnastics.

You’re Already Doing the Work. Let’s Make It Easier

Your team is already planning events, supporting chapters, running training, and creating value for members year-round. But if you’re juggling PDFs, scrambling through last-minute changes, or using one-off tools that don’t talk to each other, you’re probably doing it the hard way.

Guidebook Unlimited removes these barriers so you can focus on what matters: delivering great experiences for your members.

With Unlimited, you can:

• Build as many guides as you need across teams, chapters, and event types.
• Customize the branding to reflect your association’s identity.
• Avoid surprise fees or download caps.
• Streamline planning, communication, and member engagement all year long

And the best part? You don’t need a huge team to pull it off.

Ready to see what Unlimited can unlock for your association? Book a demo and discover how to simplify your tech stack, empower your teams, and create a consistent, engaging experience for every member.

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