Considering an upgrade to more advanced event management software? Welcome, you're exactly where you need to be!
Navigating the myriad of event platforms available can be quite the challenge. You might be wondering, what is event management software, and how many varieties are there? We've simplified event technology into seven essential categories to make your search more straightforward and lead you directly to the perfect provider for your needs.
Event Management Software: A Strategic Tool for Boosting Event ROI
In 2024, event management software is more of a must-have than a nice-to-have. We’ve prepared a detailed breakdown of the benefits of event management software in a separate blog post, but here’s the gist:
Event Management Software Saves Time and Money
89% of businesses leveraging event technology report saving around 200 hours annually, with 20% saving upwards of 360 hours, according to Bizzabo. We think the savings may be even more significant. That’s because event software platforms automate every aspect of event management - from crafting engaging event websites to streamlining registration processes. By making these tasks easier, your team can work more efficiently with what they have, save time, and cut costs.
Event management Software Boosts Your Bottom Line
Beyond time and cost efficiency, event management software positively impacts your revenue. It enhances event promotions, extends your reach by tapping into virtual event audiences for more ticket sales, and equips you with detailed analytics to help you identify new ways of making money.
Event Management Software Drives Event ROI
Money and time savings and a boost to your bottom line result in increased event ROI. With the comprehensive capabilities of modern event management software, you're not just planning events; you're setting them up for financial success.
Choosing Event Management Software? Clarify These 8 Key Points First
Before diving into the specifics of event management and event planning software, it's wise to have a clear vision of what you're looking for to avoid feeling overwhelmed.
Here are eight pivotal aspects to clarify before you start shopping for solutions:
- What type of event will you host? (a conference, trade show, workshop, seminar, career fair, association meeting, product launch, user group meeting, field sales event, fundraiser...)
- What event format are you considering? (virtual, hybrid, in-person)
- What features are you looking for?
- Which integrations are a must? (CRM, social media, email marketing software, project management tools...)
- What budget are you working with?
- How many events do you plan to host?
- How big and how complex will your event(s) be?
- What level of customer support do you need?
7 Essential Event Management Software Types Every Event Professional Should Know
Event software platforms come in all shapes and sizes, just like the events they're designed for.
Some are like Swiss Army knives, packed with features for any and all events, big or small. Then there are the specialists – those that zero in on big-ticket events, stick to one industry, focus on either virtual or live gatherings, or just nail one part of the event planning process, like registrations or networking.
The variety of options available means that whether you're setting up a massive conference or an executive retreat, you’ll find software that fits just right. Let's take a closer look at the seven types of event management software we’ve defined, each designed to manage different aspects of the event planning and execution journey.
1. Event Ticketing and Registration Software
Event ticketing and registration platforms streamline attendee sign-ups and ticket sales, ensuring a hassle-free ticketing and registration process for attendees and event profs.
While they frequently integrate into broader event management systems, many also operate as standalone registration solutions.
Core features:
Event registration platforms typically cover onsite and online event registration, event ticketing, payment processing, and attendee management.
Popular platforms:
- Eventbrite is a popular tool suitable for a wide range of event types. It’s known for its ease of use and flexibility.
2. All-In-One Event Management Platforms
All-in-one platforms are great for busy event planners looking to manage events of varying sizes and formats. They offer comprehensive event management tools that cover everything from pre-event marketing to post-event analytics, catering to events of any type, format, and size.
Core Functions:
All-in-one event management solutions typically include the following key features:
- online registration and ticketing features
- an event website builder with a template library
- check-in and badge management tools
- payment processing and invoicing capabilities
- exhibitor and speaker management tools
- analytics dashboards and reporting tools
- mobile apps for attendees and event professionals
- engagement features such as networking, gamification, and polls
While not strictly a feature, the best event management solutions in this category also include deep integration methods with top CRMs and marketing automation platforms, ensuring a seamless flow of event data. Look for native HubSpot, Salesforce, and Marketo integrations and ask if the platform also offers an API for non-native integrations.
Popular platforms:
Accelevents is a highly customizable all-in-one platform for midsize and large events, making it the top choice for event organizers looking to maintain control over a portfolio of onsite and hybrid events. With user-friendly, no-code tools, users can easily design event websites, launch email marketing campaigns, build event schedules, and tailor tadvanced registration forms and workflows to their needs
Swoogo is another robust, all-in-one solution that supports any event type and format. Their software solution has a slightly less comprehensive toolset, but they are a valid solution for corporate events, for example.
Whova: Whova is an all-in-one event management solution that makes events modern and trendy, attracts and engages attendees effectively, and helps event organizers save time on managing event logistics.
3. Virtual Event Platforms
Virtual event platforms focus on - you guessed it - virtual events only, blending video streaming services with engagement, networking, and marketing features. While these platforms excel in facilitating online events by replicating the engagement levels of in-person gatherings within a digital environment, their functionality for in-person or hybrid events may be limited.
They do typically support a broad spectrum of online event formats: virtual conferences, association meetings, trade shows, workshops, seminars, fundraisers, and more. And they are usually built to support every aspect of the event lifecycle, from planning and promotion to execution.
Pricing models vary, offering both subscription- and fee-based options that are calculated as a percentage of each ticket sold.
Core Features:
At their core, these platforms deliver high-quality live or on-demand video content. Add to this features designed to engage attendees, such as virtual lounges, Q&A sessions, surveys and polls, gamification features, and more. To further improve the attendee experience, some platforms also provide mobile app access, ensuring participants can engage with events anytime, anywhere.
Popular Platforms:
Airmeet: From virtual summits and webinars to meetups, workshops, and everything in between, Airmeet is an event experience platform for bringing people together from wherever they are.
Livestorm: Livestorm is an end-to-end video engagement platform enabling organizations to create on-demand, live, or pre-recorded events at scale. The solution supports all the workflows around video engagement, including landing pages, registration, email follow-ups, and sharing video recordings.
4. Event Networking Solutions
This type of software primarily helps event attendees connect with other attendees, sponsors, or potential clients based on their shared interests, goals, or needs.
Event networking software can be a standalone product or part of an all-in-one event management platform, as is the case with Accelevents’ networking tools.
Core Features:
Here’s what event participants can accomplish with an event networking solution:
- Find and connect with like-minded individuals through profile searches and direct messaging.
- Interact with one another via chat, video, and audio.
- Schedule meetings.
- Find like-minded event participants through AI-powered matchmaking.
Popular Platforms:
- Brella: Conferences use Brella to deliver engaging experiences and smart networking for attendees and sponsors.
5. Mobile Event App Platforms
App-based platforms are essential support tools for event attendees, keeping them informed and engaged as they navigate your event.
While apps may not offer the extensive functionality of their web-based counterparts, they are great for enhancing the attendee experience!
Core Features:
Think of mobile apps as event command centers in the palm of your attendee’s hands. Use them to:
- Facilitate attendee engagement through features like live polls, post-session surveys, gamification, networking, and in-app messaging.
- Display attendee information such as attendee registration details, order confirmations, or QR codes
- Provide attendees with floor plans, event timelines, parking instructions, and other relevant event information.
- Send push notifications with real-time alerts and updates.
Popular Platforms:
- Eventee: This mobile app for virtual, hybrid or in-person events and conferences engages attendees with interactive tools, connects them through networking, and much more.
6. Industry-Specific Event Management Software
These platforms are tailored to the unique needs of specific industries, such as associations, education, or healthcare, offering specialized tools and integrations.
Popular Platforms:
- MemberClicks (For Associations): MemberClicks provides membership management software for professional associations, trade associations, and nonprofits.
- Fonteva (For Associations): Fonteva is a Salesforce-based solution providing comprehensive event management features for associations and nonprofits.
- Momentus (Higher Education): Momentus is an end-to-end cloud platform with a fully-integrated CRM, event management, accounting, reporting, and web portals for space booking, event planning, catering, and payments.
7. Enterprise Event Management Software
Enterprise event management software is a comprehensive suite of tools designed to facilitate the planning, execution, and analysis of events at a large scale. These platforms support organizations that manage a high volume of complex, often global events, including conferences, trade shows, and corporate meetings.
Core Features:
These platforms are equipped with advanced functionality to manage multiple events simultaneously, sophisticated registration and ticketing options, in-depth analytics and reporting, and seamless integrations with the complex ecosystems of large corporations. Due to their complexity, the management of these systems often requires support from implementation partners, consultants, and in-house IT departments to customize the software to specific needs and ensure staff are well-trained to use it effectively.
Popular Platforms:
Cvent: Cvent supports enterprises with a powerful, scalable platform that manages everything from event registration to marketing and analytics. Its comprehensive toolset and robust integration options make it a favored choice for large companies. The platform is not well suited to small or medium-sized events due to the steep learning curve, complex functionality, and relatively hands-off support team.
Rainfocus: RainFocus is an advanced event marketing platform designed to collect and analyze significant amounts of first-party data to enhance events and engagement along the customer journey. It offers secure and scalable solutions to manage all aspects of the event lifecycle.
Choosing Your Ideal Event Management Platform
After narrowing down the type of software you need, the next step is selecting a provider. Here's how:
- Ask for a test drive: Book a demo to explore additional features and gauge the platform's ease of use. Some platforms like Accelevents also offer a free trial, a great way to test the entire event platform on your own time.
- Assess the support options: The best event management software solutions have incredible customer support, in terms of both availability and responsiveness. That’s because in the world of events, every second counts. Accelevents, for example, has 24/7 support that responds in 22 seconds.
- Review the integrations: Your core software should seamlessly integrate with other platforms to avoid data errors and inefficiencies.
Event Management Software For Your Next Successful Event
As we have seen, the right event management software can really help you plan, promote, and execute future events. Now, with various options available, picking the one that aligns with your requirements and audience is the most important task you need to tackle.
If all-in-one solutions seem a good fit, consider booking a demo with Accelevents. We’d be happy to give you a tour of our award-winning event management software!
