Choosing Corporate Event Management Software: A Buying Guide

About to start the event planning process for your first corporate event? Exciting times ahead! As an event organizer or marketer, you have the opportunity to create an impactful experience that could significantly benefit your organization. But with great opportunity comes significant responsibility - and a hefty list of logistical challenges. That's where corporate event management software steps into the spotlight.

What is Corporate Event Management Software?

Corporate event management software is a purpose-built tool to simplify and streamline the process of organizing corporate events. Whether you are planning an onsite, virtual, or hybrid event, a robust software solution will become your command center, providing an integrated, cloud-based platform to orchestrate your entire event from start to finish.

A Closer Look at Corporate Event Formats

Corporate event management software is versatile and equipped to manage almost any type of event. A robust event platform should allow you to host a small online event for your team members on the same platform you use to orchestrate large-scale, onsite user conferences.

Let's take a look at the different event formats you may want to consider:

• User Conferences: These events are typically hosted by companies for their users, clients and other important stakeholders. They provide a fantastic opportunity to introduce new products, promote key features of existing products, offer user training, and build client relationships.
• Trade Shows: Trade shows are industry-specific events where companies showcase their products and services. These are prime opportunities for networking and strengthening industry connections. Hosting such an event at scale will require a platform with strong exhibitor management tools.
• Seminaries: Seminars are educational events that focus on a specific topic. They are usually led by an instructor or a panel of experts and often include Q&A sessions.
• Webinars: Webinars are seminars conducted online. Think of them as presentations, lectures, workshops, or discussions that attendees can participate in remotely.
• Workshops: Workshops are interactive and practical events, often smaller in scale, that focus on teaching specific skills or knowledge.
• Corporate Meetings: These are internal events, ranging from small team meetings to large corporate assemblies. They are a crucial part of organizational communication and decision-making.
• Product Launches: These events introduce a new product or service. They can be in-person, online, or hybrid and usually involve presentations and demonstrations.
• Networking Events: Networking events provide a platform for professionals to meet and establish business relationships. They can be casual meet-and-greets or more formal structured events.
• Employee Training Programs: These events are internal training sessions focused on upskilling employees or introducing new procedures or technologies.
• Career Fairs: Career or job fairs are events where employers and recruiters meet potential employees. They can be industry-specific or cater to a broader audience. With robust corporate event management software, managing these diverse events becomes a streamlined and simplified process.

With the ability to manage such a wide array of event types, corporate event management software like Accelevents is an indispensable tool for any event professional.

Benefits of Corporate Event Management Software

Implementing a corporate event management platform provides many benefits, making it an invaluable asset for successful event planning.

1. Productivity Through Automation: Corporate event software significantly improves productivity by automating repetitive tasks and providing tools to manage the event lifecycle from start to finish.
2. In-Depth Analytics: By leveraging real-time reporting and comprehensive event data analysis, event planners like you can get instant visibility into the progress of an event. You’ll be able to make informed, data-driven decisions and implement adjustments swiftly, ensuring optimal event performance.
3. A Smooth Event Experience: Attendees can effortlessly register and check in, build their personalized event schedule on a dedicated mobile event app, use app messaging to connect with other attendees, and much more.
4. Better Event Marketing: Event management tools often integrate seamlessly with CRMs, social media platforms and word-of-mouth marketing tools, enabling event marketers to increase their reach and measure the success of their marketing campaigns.

Features of Corporate Event Management Software

All-in-one event technology like Accelevents includes many software tools that manage different aspects of event planning:

• Event Website Creation: With pre-built templates, create a professional event page with an embedded rsvp form to attract, engage, and convert potential attendees. Or use a drag and drop event website builder to create an event website from scratch.
• Event Registration: Create online registration forms and integrate them seamlessly on your website or event page. Then, design registration workflows that incorporate custom fields and conditional logic to streamline the signup experience.
• Event Ticketing: Although less relevant for corporate events, you may want to set up ticket sales for a company fundraiser or client seminar.
• Payment Processing and Invoicing: Offer multiple online and offline payment options. This feature is crucial for planning paid events such as training courses or seminars.
• Badge Design: A drag-and-drop badge designer helps your team create professional badges for in-person events.
• Onsite Check-In: Choose between assisted check-in and self-check-in. Ideally, both should include built-in badge printing.
• Exhibitor & Sponsorship Management: Easily manage sponsors and exhibitors, adding another level of organization to your planning process.
• Attendee Engagement: Look for features like speed networking, live polling, post-event surveys, and Q&A sessions that foster active attendee participation and engagement.
• Mobile App: Keep attendees informed and engaged while on the go. They'll be able to receive notifications, navigate the floor plan, explore speakers and sessions, view the guest list, schedule meetings, and network with fellow attendees.
• Integrations: Look for integrations with CRMs and marketing automation platforms for a seamless data flow. Deep integrations facilitate attendee management and allow for more targeted event marketing campaigns.
• Venue Management: If sourcing affordable and attractive locations for future events is important, you may want a platform with a venue sourcing tool.
• Event Reporting & Analytics: You’ll want to see reports and dashboards to monitor your events in as they unfold.

How to Evaluate Corporate Event Management Software

The sheer volume of event management solutions on the market can make selecting the right one seem daunting. A good starting point is to delve into reviews from fellow event professionals, using their insights to gauge the reliability and efficacy of the software under consideration.

Here's a breakdown of critical components to assess:

1. Ease of Use: Look for software that sports an intuitive and user-friendly interface. A system that's easy to navigate can drastically diminish the learning curve, empowering you to operate more efficiently.
2. Flexibility: If you're planning different types of events, your chosen event planning tools should have the versatility to manage them all effectively.
3. Customer Service: 24/7 customer support with minimal response times can be a game-changer, especially when you're up against the clock.
4. Pricing: Consider whether the software provides good cost value, considering your budget and the software's feature set.
5. Event Format: As event trends evolve, your event planning software must be well-equipped to support different formats, including in-person, hybrid, and virtual events.
6. Customization Capabilities: Unless your event is straightforward and only demands basic functionality, you must evaluate the platform's customization options to ensure it can cater to your specific requirements.
7. Scalability: Large-scale events can test the robustness of a platform. Ensure your software maintains its reliability, regardless of the size and complexity of the event.

A Roadmap To Selecting The Ideal Platform

The corporate event management software market is brimming with options, including popular solutions like Cvent, Bizzabo, Eventbrite, and of course, Accelevents.

Find the best event management software for your needs by understanding your requirements and applying the criteria outlined in this post to research and then select your preferred choice.

We'd be happy to help you start your research journey with a free consultation coupled with a demo of our Accelevents event management system!