Are you an event planner/organizer looking to streamline your event management process? You’re in the right place. With the best event management software, you can take care of all your event planning needs at your fingertips.
Venue sourcing, attendee management, analytics, you name it. The best event management platforms cover it all. However, the question we’ve all got on our minds is ‘How do you choose the best event management software?’
That’s why in this blog, we’ll discuss the key factors to consider when choosing the best event management software. We'll also provide 5 of the best event management solutions available (plus a bonus option!).
Let’s explore the golden tips to help you pick the best event management system for your upcoming events.
Key Takeaways
Event management software is an all-in-one platform that can manage your events. This software contains a variety of features that automate tasks.
The best event management software offers a variety of features. These include global reach, customization, scalability, seamless integration, mobile-friendliness, and more.
To choose the best event management tool, you should follow a few steps. These include assessing your resources, identifying your target audience, budgeting, and more.
Vfairs, Cvent, Momice, Whova, and Trello are some of the best event management tools.
The ideal event management software is customized to your needs. Explore how a custom solution can help your event flourish.
What is an Event Management System Software?
An Event Management System Software is an all-in-one platform designed to assist you in managing your events.
This software includes tools that automate tasks like ticketing, registration, analytics, and promotion. These tools help save time and streamline processes.
Gone are the days when companies had to use traditional methods like spreadsheets or emails to handle their events. Now, all they have to do is use event management tools to achieve these benefits:
Increased Attendee Satisfaction
Enhanced Team Productivity
Strategic insightsinto event performance(such as Return on Investment)
Thousands of event management solutions are available. So, finding the right tool that matches your expectations can be tough.
That’s why we’ve created a checklist of must-have event management software features to look out for. Check them out below:
Inquire about Features that Ensure High Attendee Reach
One of the primary parameters to judge the success of an event is the size of the audienceattending the event. The higher the attendance, the better the chances of connecting with a potential lead.
60% of executivesbelieve organizing global events helps them achieve their corporate objectives. This highlights the importance of having a global reach for your event.
When looking for the right event management software, inquire about the features that ensure higher global reach.
Ensure your event solution has tools for maximum reach across multiple channels and platforms.
Assess Customization and Scalability for Your Needs
Every event is unique. So, event organizers need software solutions that can be tailored to specific requirements.
Hence, the best event management solutions allow enhanced customization. This allows users to adjust the system’s design to their needs. It also enables event organizers to provide participants with a unique experience.
Furthermore, the best event management platforms allow scalability. This means that the software can handle:
Increased capacity
More features
Integration with other systems
Customization and scalability improves the user experience for both attendees and event organizers. It also enhances user efficiency, reduces frustration, and boosts engagement.
Check Integration Possibilities of Software
Managing events involves using various tools such as the best CRM software for event management, like Hubspot.
That’s why it’s essential to choose SAAS event management software that integrates easily with existing systems like:
Payment Gateways
Social Media Platforms
Email Marketing Channels
Analytics Platforms
Live Streaming Platforms
Google Services Integration
The seamless integration of an event management platform with these tools will save you time as you won’t be working on repetitive tasks.
This will also streamline your business operations ultimately enhancing your organization's performance.
Ensure Mobile Friendliness of Software
Mobile phone usage for events is rising with 83% of event planners using a mobile app at their events. This shows the importance of choosing an event management platform with mobile-friendly interfaces.
Mobile applications assist attendees in several tasks including:
Registration Process
Checking Event Updates
Event EngagementThrough Smartphone
They also help event organizers manage tasks like attendee management and ticketing, all from their phones.
Inquire about Attendee Support Features
Great attendee support is one of the hallmarks of any successful software. Event management platforms should have 24/7 support to boost lead generation and business growth.
The attendee support service can be through live chat, documentation, and online resources.
Discussing attendee support requirements with event management companies can enhance customer satisfaction.
Check Data Privacy and Software Security
With the rise of data breaches and cyber threats, companies have begun to focus on securing their event data.
Robust event management software solutions offer advanced security features such as:
Secure login options
Data encryption
Timely security updates
These assist event organizers in reducing data breaches, cyber-attacks, or other security issues.
This reduces the chances of any legal risks, reputational harm, or financial loss due to data breaches.
8 Steps to Choosing the Best Event Management Software
Now that you know what features to look for, let's review a step-by-step plan to help you choose the best event planning software:
1. Map Out Your Ideal Event Planning Workflow
What key steps do you take from event conceptualization to post-event analysis? Mapping out your workflow helps identify features that align best with your process.
2. Assess the Skills and Resources Available
Is your team small or large? Assess the capabilities of your team to find out which software will suit your company’s needs.
3. Define Your Target Audience
Are you having a B2B event? Is it Consumer-focused? Perhaps, it’s a mix? Understanding your audience will help you pick suitable tools.
4. Consider the Types of Events Your Company Hosts
Are your events in-person, virtual, or both? Depending on your event format, you may require certain features.
5. Assess the Long-Term Event Growth of Your Company
Do you plan to host more events or expand your current ones? If your answer is yes, select a software that satisfies these needs.
6. Determine the Budget You Can Dedicate to Event Management Solutions
What amount are you ready to spend? Knowing your budget will ensure you make the best choice.
7. Watch out for regulatory and compliance requirements
Do your events have to stick to any industry standards or data protection regulations? If yes, make sure your software supports such requirements.
8. Identify data and analytics that are necessary for your events
Identify data and analytics that are necessary for your event. These could be ROI reports, attendee behavior data, or more. Make sure the software you choose provides these.
Event Management Software Comparison - Top 5
Choosing the best event planning software can be challenging. This event management software comparison will help you identify the best options available.
Discover the top 5 platforms and their unique features below:
Vfairs is one of the most popular event management platforms. It provides clients with several solutions for all event types (physical, virtual, or hybrid).
You can find a wide range of accessibility features and third-party integrations in this hybrid event platform. It allows event organizers to create, promote, and manage several events at scale, on one single platform.
2. Cvent: Best Event Management Software for NonProfits
Best For: Events of Varying Sizes
G2 Review: 4.3 ⭐
Next on our list is Cvent, famous for its ability to handle events of varying sizes. Small events, large conferences, you name it. Cvent handles it all.
This enterprise event management software offers complete solutions for you to connect with your audience. Plus, it provides seamless integrations as well. One downside to Cvent is that some users reported having issues with a glitchy platform.
3. Momice: Best Critical Event Management Software
Best For: Quick Reaction to Issues
G2 Review: 4.4 ⭐
Momice is another exciting option that can satisfy your event planning needs. It’s an all-in-one event management software that allows access to various users.
Momice has tons of handy features that help streamline your event. These include registration management, pre-event communication, and gathering tons of data related to your event’s success.
4. Whova: Best Event Management Software for Small Business
Best For: High Attendee Participation
G2 Review: 4.8 ⭐
Whova is an event management software that combines a variety of tools to offer a one-stop event management solution. It’s regarded as one of the best event-planning tools for small businesses.
Some eye-catching features Whova offers include tools for website creation and an app for in-person events. You can also find several marketing features and more!
5. Trello: Best Project Management Software for Event Planning
Best For: Team Communication
G2 Review: 4.4 ⭐
Trello isn’t specifically designed for event management. However, it has several tools that have proven it to be effective when planning events. Many have even hailed Trello as one of the best event project management software available.
Trello’s standout features include sharing documents, making lists, and collaborating with others. These features make it one of the best free event management software available.
Looking for Customized Event Management Software?
Finding an event management software with every feature you want can be next to impossible (especially if you’re as detail-oriented as us!).
What if we told you there was a simpler way to go about this? Such as getting custom event management softwareto fulfill all your event management needs?
Phaedra Solutions is a top-rated event management platform development company. We have a team of developers, QA testers, scrum masters, product owners, and app developers who work hand in hand for your success.
Getting your software customized by Phaedra Solutions allows you to add multiple features. These include company profiles, modular functionality, multiple-view options, downloadable event details, and more.
Getting a customized event management software solution designed by Phaedra can help you:
Enhance the visibility of your event
Increase the efficiency of your event
Ensure customization and scalability
Offer modules for incident tracking, attendee engagement, ticketing, asset management, logistics, and more
The Final Verdict
It’s crucial to choose an event management tool that resonates with your company’s goals. This decision holds the power to either elevate your event to new heights or add unnecessary complications.
That means it’s vital that you take your time. Make sure the event management tool you choose provides all the features you desire. Getting custom event management software can be the solutionyou’re looking for to ensure your event runs smoothly.
In conclusion, investing in the right event management software can significantly enhance your event planning and execution, leading to greater success and satisfaction.
FAQs
What is an Event Monitoring tool?
An Event Monitoring tool collects and analyzes event occurrences. It alerts operating systems, human operators, and active database rules.
What are the Risks of Choosing the Wrong Event Management Software?
Choosing the wrong event management software can lead to several issues. These include poor attendee experience, security risks, inefficiency, and lack of insights.
What is ERP in Event Management?
Enterprise Resource Planning (ERP) software helps companies optimize resources, saving time and money.
What is the Task of the Event Manager?
Event managers are responsible for planning, promoting, and executing events. These events could range from weddings and ceremonies to face-to-face or virtual conferences.
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How to Choose the Best Event Management Software: Top 5 Options
Are you an event planner/organizer looking to streamline your event management process? You’re in the right place. With the best event management software, you can take care of all your event planning needs at your fingertips.
Venue sourcing, attendee management, analytics, you name it. The best event management platforms cover it all. However, the question we’ve all got on our minds is ‘How do you choose the best event management software?’
That’s why in this blog, we’ll discuss the key factors to consider when choosing the best event management software. We'll also provide 5 of the best event management solutions available (plus a bonus option!).
Let’s explore the golden tips to help you pick the best event management system for your upcoming events.
Key Takeaways
Event management software is an all-in-one platform that can manage your events. This software contains a variety of features that automate tasks.
The best event management software offers a variety of features. These include global reach, customization, scalability, seamless integration, mobile-friendliness, and more.
To choose the best event management tool, you should follow a few steps. These include assessing your resources, identifying your target audience, budgeting, and more.
Vfairs, Cvent, Momice, Whova, and Trello are some of the best event management tools.
The ideal event management software is customized to your needs. Explore how a custom solution can help your event flourish.
What is an Event Management System Software?
An Event Management System Software is an all-in-one platform designed to assist you in managing your events.
This software includes tools that automate tasks like ticketing, registration, analytics, and promotion. These tools help save time and streamline processes.
Gone are the days when companies had to use traditional methods like spreadsheets or emails to handle their events. Now, all they have to do is use event management tools to achieve these benefits:
Increased Attendee Satisfaction
Enhanced Team Productivity
Strategic insightsinto event performance(such as Return on Investment)
Thousands of event management solutions are available. So, finding the right tool that matches your expectations can be tough.
That’s why we’ve created a checklist of must-have event management software features to look out for. Check them out below:
Inquire about Features that Ensure High Attendee Reach
One of the primary parameters to judge the success of an event is the size of the audienceattending the event. The higher the attendance, the better the chances of connecting with a potential lead.
60% of executivesbelieve organizing global events helps them achieve their corporate objectives. This highlights the importance of having a global reach for your event.
When looking for the right event management software, inquire about the features that ensure higher global reach.
Ensure your event solution has tools for maximum reach across multiple channels and platforms.
Assess Customization and Scalability for Your Needs
Every event is unique. So, event organizers need software solutions that can be tailored to specific requirements.
Hence, the best event management solutions allow enhanced customization. This allows users to adjust the system’s design to their needs. It also enables event organizers to provide participants with a unique experience.
Furthermore, the best event management platforms allow scalability. This means that the software can handle:
Increased capacity
More features
Integration with other systems
Customization and scalability improves the user experience for both attendees and event organizers. It also enhances user efficiency, reduces frustration, and boosts engagement.
Check Integration Possibilities of Software
Managing events involves using various tools such as the best CRM software for event management, like Hubspot.
That’s why it’s essential to choose SAAS event management software that integrates easily with existing systems like:
Payment Gateways
Social Media Platforms
Email Marketing Channels
Analytics Platforms
Live Streaming Platforms
Google Services Integration
The seamless integration of an event management platform with these tools will save you time as you won’t be working on repetitive tasks.
This will also streamline your business operations ultimately enhancing your organization's performance.
Ensure Mobile Friendliness of Software
Mobile phone usage for events is rising with 83% of event planners using a mobile app at their events. This shows the importance of choosing an event management platform with mobile-friendly interfaces.
Mobile applications assist attendees in several tasks including:
Registration Process
Checking Event Updates
Event EngagementThrough Smartphone
They also help event organizers manage tasks like attendee management and ticketing, all from their phones.
Inquire about Attendee Support Features
Great attendee support is one of the hallmarks of any successful software. Event management platforms should have 24/7 support to boost lead generation and business growth.
The attendee support service can be through live chat, documentation, and online resources.
Discussing attendee support requirements with event management companies can enhance customer satisfaction.
Check Data Privacy and Software Security
With the rise of data breaches and cyber threats, companies have begun to focus on securing their event data.
Robust event management software solutions offer advanced security features such as:
Secure login options
Data encryption
Timely security updates
These assist event organizers in reducing data breaches, cyber-attacks, or other security issues.
This reduces the chances of any legal risks, reputational harm, or financial loss due to data breaches.
8 Steps to Choosing the Best Event Management Software
Now that you know what features to look for, let's review a step-by-step plan to help you choose the best event planning software:
1. Map Out Your Ideal Event Planning Workflow
What key steps do you take from event conceptualization to post-event analysis? Mapping out your workflow helps identify features that align best with your process.
2. Assess the Skills and Resources Available
Is your team small or large? Assess the capabilities of your team to find out which software will suit your company’s needs.
3. Define Your Target Audience
Are you having a B2B event? Is it Consumer-focused? Perhaps, it’s a mix? Understanding your audience will help you pick suitable tools.
4. Consider the Types of Events Your Company Hosts
Are your events in-person, virtual, or both? Depending on your event format, you may require certain features.
5. Assess the Long-Term Event Growth of Your Company
Do you plan to host more events or expand your current ones? If your answer is yes, select a software that satisfies these needs.
6. Determine the Budget You Can Dedicate to Event Management Solutions
What amount are you ready to spend? Knowing your budget will ensure you make the best choice.
7. Watch out for regulatory and compliance requirements
Do your events have to stick to any industry standards or data protection regulations? If yes, make sure your software supports such requirements.
8. Identify data and analytics that are necessary for your events
Identify data and analytics that are necessary for your event. These could be ROI reports, attendee behavior data, or more. Make sure the software you choose provides these.
Event Management Software Comparison - Top 5
Choosing the best event planning software can be challenging. This event management software comparison will help you identify the best options available.
Discover the top 5 platforms and their unique features below:
Vfairs is one of the most popular event management platforms. It provides clients with several solutions for all event types (physical, virtual, or hybrid).
You can find a wide range of accessibility features and third-party integrations in this hybrid event platform. It allows event organizers to create, promote, and manage several events at scale, on one single platform.
2. Cvent: Best Event Management Software for NonProfits
Best For: Events of Varying Sizes
G2 Review: 4.3 ⭐
Next on our list is Cvent, famous for its ability to handle events of varying sizes. Small events, large conferences, you name it. Cvent handles it all.
This enterprise event management software offers complete solutions for you to connect with your audience. Plus, it provides seamless integrations as well. One downside to Cvent is that some users reported having issues with a glitchy platform.
3. Momice: Best Critical Event Management Software
Best For: Quick Reaction to Issues
G2 Review: 4.4 ⭐
Momice is another exciting option that can satisfy your event planning needs. It’s an all-in-one event management software that allows access to various users.
Momice has tons of handy features that help streamline your event. These include registration management, pre-event communication, and gathering tons of data related to your event’s success.
4. Whova: Best Event Management Software for Small Business
Best For: High Attendee Participation
G2 Review: 4.8 ⭐
Whova is an event management software that combines a variety of tools to offer a one-stop event management solution. It’s regarded as one of the best event-planning tools for small businesses.
Some eye-catching features Whova offers include tools for website creation and an app for in-person events. You can also find several marketing features and more!
5. Trello: Best Project Management Software for Event Planning
Best For: Team Communication
G2 Review: 4.4 ⭐
Trello isn’t specifically designed for event management. However, it has several tools that have proven it to be effective when planning events. Many have even hailed Trello as one of the best event project management software available.
Trello’s standout features include sharing documents, making lists, and collaborating with others. These features make it one of the best free event management software available.
Looking for Customized Event Management Software?
Finding an event management software with every feature you want can be next to impossible (especially if you’re as detail-oriented as us!).
What if we told you there was a simpler way to go about this? Such as getting custom event management softwareto fulfill all your event management needs?
Phaedra Solutions is a top-rated event management platform development company. We have a team of developers, QA testers, scrum masters, product owners, and app developers who work hand in hand for your success.
Getting your software customized by Phaedra Solutions allows you to add multiple features. These include company profiles, modular functionality, multiple-view options, downloadable event details, and more.
Getting a customized event management software solution designed by Phaedra can help you:
Enhance the visibility of your event
Increase the efficiency of your event
Ensure customization and scalability
Offer modules for incident tracking, attendee engagement, ticketing, asset management, logistics, and more
The Final Verdict
It’s crucial to choose an event management tool that resonates with your company’s goals. This decision holds the power to either elevate your event to new heights or add unnecessary complications.
That means it’s vital that you take your time. Make sure the event management tool you choose provides all the features you desire. Getting custom event management software can be the solutionyou’re looking for to ensure your event runs smoothly.
In conclusion, investing in the right event management software can significantly enhance your event planning and execution, leading to greater success and satisfaction.
FAQs
What is an Event Monitoring tool?
An Event Monitoring tool collects and analyzes event occurrences. It alerts operating systems, human operators, and active database rules.
What are the Risks of Choosing the Wrong Event Management Software?
Choosing the wrong event management software can lead to several issues. These include poor attendee experience, security risks, inefficiency, and lack of insights.
What is ERP in Event Management?
Enterprise Resource Planning (ERP) software helps companies optimize resources, saving time and money.
What is the Task of the Event Manager?
Event managers are responsible for planning, promoting, and executing events. These events could range from weddings and ceremonies to face-to-face or virtual conferences.
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