Event Management Software

The design, planning and coordination of complex events requires a broad range of functionality that normal project management software does not support. Event management software delivers features adapted to the event industry and enables event managers to better handle tasks like online registration, ticketing/booking and guest lists. With features like conference, convention and venue management these applications offer full support of all types of events, from corporate product launches to fully-fledged faires and multi-national industry exhibitions. Event management applications can help users achieve more efficient attendee management, higher sales with online payment methods integration, higher engagement with feedback and review systems and integrated social media campaigning that allows better audience targeting. Some software offers features like localization, GPS-based equipment tracking and even file sharing support for presentations, maps, guides and other promotional material that organizers would want to share with their visitors.  Read the full software guide...

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What is Event Management Software?

Event management software is actually a generic term referring to a wide variety of software solutions that are designed to facilitate the management process of professional and academic conferences, conventions, corporate meetings, trade exhibitions, and any other event of various size or scale.

Event management software solutions are designed to address different aspects of planning and organizing an event, from the initial planning stages all the way to the post-event activities.

Some software solutions are tailored as an end-to-end system, offering tools meant to deliver on the entire lifecycle of the event. Other applications, on the other hand, are more precise when it comes to the solutions they provide. Such systems are focused on certain aspects and specific processes of event organizing, which may include ticketing, registration, scheduling, floor planning, surveys, and analytics.

Hosting a well-organized and successful event is a very effective marketing strategy for any business or organization. But, planning and organizing such events can be overwhelming, time-consuming, and oftentimes more difficult than it seems to carry out. This is where the right event management software solution can be useful and will prove itself worthy of the investment.

Types of Event Management Software

There are many different types of event management software vendors and service providers in the market. To distinguish between the various options, solutions may be categorized based on their feature sets and capabilities.

Free open-source software

There are free, open-source event management software solutions available, which allow users to add custom processes tailored to fit the unique requirements and standards of their organization. Most open-source solutions are completely free but are limited in terms of features, capabilities, and functionality.

Ticketing software

Ticketing tools may or may not be included in your standard event management solution. However, ticketing apps are a crucial component in the organization of most events, especially the bigger ones. They allow for the selling of tickets online and may provide more robust features and functionality such as customization and attendance management.

Ticketing functionality can be delivered as a part of a larger more robust event management software solution or as a standalone function.

Event scheduling software

Event schedulers are a common feature in many event management software solutions, but, they are also available as a standalone app that you can use to schedule events. Most event scheduler solutions feature real-time availability and they enable customers or participants to self-book.

Participants of the event and/or customers can use the event scheduling app to reschedule, make payments online, and communicate with the event organizers or the company instantly for special requests and questions via the same platform.

This type of software solution helps to minimize errors, double-booking, and other scheduling conflicts. It also allows for a simpler and more efficient scheduling process for everyone involved.

Web conferencing software

Web conferencing software solutions can sometimes belong in their own category and work as a standalone system. However, this type of application may also be used as a part of a suite of event management tools. Web conferencing solutions are specifically designed for online-based events such as webinars. Their features may vary from small meetings to large webinars and conventions.

Polling software

Polling applications belong in their own category. But, they are also a consistent presence in most event management solutions. Polling software solutions offer a wide range of features and tools, including live polling, which is an effective way to encourage audience engagement, regardless of whether it’s a relatively small-room audience or a larger crowd.

End-to-end event management software

These types of systems are considered in the industry as the truest and most comprehensive event management software solutions. End-to-end solutions, as the term suggests, cover all the bases and the entire lifecycle of the event, from the planning stage all the way to post-event cycles.

End-to-end solutions provide users with all the right tools necessary to successfully organize and manage events. They help to automate certain processes and streamline the workflow in the back office and the field.

Additionally, end-to-end solutions also come with event marketing features to help organizers promote their project/event, analytics capabilities, and survey tools to provide users with valuable insights on critical metrics such as audience feedback, attendance, expenses, and revenues.

How to Choose Event Management Software

When choosing an event management software solution, what are the factors you need to consider in order to ensure the right fit for your event management needs? When in the process of selecting an event management solution, there are a few key factors that need to be considered.

Online reputation of the platform and the vendor

Trust and integrity are crucial when you’re trying to assess a software solution, regardless of its function or purpose. So, before you settle on a particular product, it would be prudent to do some research on the reputation of the platform in the online community.

What do other users think about the product and the vendor? Does the service provider have a strong social media following and does the brand interact with customers? These are just a few of the considerations you should make before deciding upon a solution.

Quality of the features over quantity

Opting for a software solution with a plethora of features is indeed a plus, but the quality of the features is way more important than the number of features the solution has in store. There is no arguing the fact that the more features the solution has, the easier it is to use when trying to organize an event from start to finish.

But still, having features that work the way they’re supposed to, features that add functionality to the product and help to increase the efficiency and productivity of the users, is much more crucial in accomplishing tasks and ensuring the success of the event.

User-friendliness of the platform

When choosing an event management software solution, make sure to take full advantage of the free trial where available so that you can get better acquainted with the product and all of its features and capabilities. Check out the tools and applications to see whether or not they are easy to use and if they actually serve a purpose in what you’re trying to accomplish as far as organizing events.

Customer support availability

This should go without saying, especially when it comes to any kind of software solution. When you’re in the market for a software product, you have to make sure if the vendor or service provider offers adequate customer support, especially when it comes to the technical aspects of the platform.

In this day and age, software solutions without any support from the developers and/or vendors are just not viable or worth investing in at all.

Benefits of Event Management Software

So, what are the benefits of using an event management software solution? If you have tried organizing any type of event in the past, especially in the online realm, then you know how difficult and overwhelming it can be.

Having a comprehensive and feature-rich event management platform will help consolidate different teams working on the same project, improving workflow, productivity, and collaboration for the entire event lifecycle.

Event management software also makes for more efficient data management since all information is stored and can be accessed from a single centralized location. It allows for more focused event marketing strategies to gain real and workable results.

Finally, event management software solutions make it possible to minimize overhead expenses. With a robust event management suite, you will be able to function effectively without requiring the services of multiple people. Key tasks can be easily handled by a single person utilizing the tools and applications offered by the platform.

Common Features of Event Management

Accounts Payable Keep on top of payables and manage what you owe to creditors and suppliers.
Accounts Receivable Track unpaid invoices and keep on top of what your customers and debtors owe you.
API Application Programming Interfaces (APIs) are programmatic intersections with external products or platforms that allow for custom integrations with your own solutions or other solutions you are using.
Audience Targeting Allows for audience segmentation, generally to tailor marketing or advertising messages to target specific user groups.
Budgeting Planning and tracking capabilities for financial budgets and plans often used to manage funds across different departments or for investor / shareholder oversight.
Calendar Management Manage and update calendars for scheduling or consolidation of events across teams, departments or business functions.
Contact Management Manage large amounts of personal or business contacts in a centralized system.
Customer Management Manage customer databases and/or track outstanding shipments, payments and more.
Dashboard Dashboards are digital interfaces commonly used to visualise data or give quick access to important features and functions of online platforms. They often serve as an overview gateway in software applications.
Data Export Exporting functionality can be used to streamline the migration of data sets and information across systems, platforms or applications.
Data Import Importing functionality allows you to use data sets from other systems or platforms to cut down on data entry requirements or to more easily migrate records from similar applications you have used in the past.
Data Visualization Data visualization features render a visual interpretation of data sets through the use of charts, infographics and other visual cues generally in form of a reporting dashboard.
Expense Tracking Track employee travel and other expenses to stay on top of budgeting requirements and reimbursements.
External Integrations Integrations with other software products or platforms to improve efficiency and compatibility across systems.
Forecasting Forecast upcoming expenses, sales, revenue, user levels, etc. through the use of predictive methods and past data.
General Account Ledger Track transactions in the form of account information to prepare financial statements and reports.
Inventory Tracking Stay on top of inventory levels, to manage the storing, reordering or production of stock items.
Lead Management Manage business leads to improve sales outreach processes or stay on top of prospect inquiries.
Lead Scoring Manually or automatically assign quality scores to business leads to target / segment sales outreach efforts.
Marketing Automation Automate marketing processes, such as outreach emails, customer engagement, chat replies through the use of chatbots and others.
Multi-User Supports more than just one user account and generally allows for collaboration with colleagues.
Notifications Includes notification support and sends you alerts with information on important events and other time sensitive instances. For example through push notifications on mobile phones or email notifications.
Project Management Manage projects from conception through the planning stage to delivery and post-project reporting phases. This allows organisation teams to organise resources, plan budgets and improve efficiency in the delivery of project objectives.
Scheduling Schedule tasks, resources, appointments, payments, communications, etc.
Social-Media Integration Integration support with social media platforms, such as Facebook, Twitter, Instagram, Tumblr and others.
Supplier Management Manage suppliers and purchases required in the day-to-day operation of a business.
Third-Party Plugins/Add-Ons Offers additional features or integrations built by third-party developers in form of plugins or add-ons.
Travel Management Manage travel plans and expenses for employees, prospects or potential recruits through a central environment.

Latest User Reviews of Event Management Products

HireHop Equipment Rental Software
Henry Stowart
14 Oct 2020
"Best we tried by far"

Tried 6 others and they were so far behind Hire Hop in what they could do and ease of use. Switched from our old software as it w...

Gilbert Mantilla
12 Nov 2020
"EVENTLEAF: An 'All In One’ Solution in the..."

If you are looking for an “all in one’ solution in the organization of an event, the Eventleaf management software is highly recomme...

Oliver U. Stahl
14 Nov 2020
"Family Reunion"

I love Eventleaf because it allows us to get rid of paper agendas. It helps to organize participants across several continents. It a...

HireHop Equipment Rental Software
Justin Levene
20 Nov 2020
"Best there is by far"

Cloud based, does what all the others do and far more and it is really competitively priced.

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