Free event management software helps event planners to properly manage their events from the conception to the post-event phase. It is a solution for organizers who want to ensure the all-around success of their events.
These free event management tools allow organizers to not only create a website or page for their events but to also perform other essential tasks such as email marketing, provide an option for attendees to purchase or reserve their tickets, confirm attendance and registration and to effectively manage attendee details.
There are many event planning software solutions but not all of them offer free versions. Despite this, those that do provide free versions generally offer the most essential event management features in addition to a few more.
Some free event management solutions provide solutions for convenient and efficient invoicing and processing of payments, as well as for the monitoring of attendees or guests. What they do is simplify and centralize the event management process so event organizers only have to use one platform to ensure everything runs smoothly.
Event management tools are helpful for any business type, most especially for those focusing on business to consumer or B2C (such as in-store activities and product launchings) as well as on seminars, networking sessions, conferences and other B2B events.
As previously mentioned, many options exist for businesses that wish to use an open-source solution or free event management software. There are many features of free software that would be beneficial for your business to have, including:
This type of software should allow organizers the opportunity to create a website or a page for the event. This will include relevant information such as event time or schedules and event location. The website or page also should carry all details essential for attendees or guests, so they’ll know what they need to do, where they should go and other similar information.
Drag-and-drop website builders can be particularly effective as they help users regardless of technical ability to set up landing pages.
Free event management platforms should have an online registration feature or functionality that allows attendees or guests to get ticket details for events. At the same time, they should be able to register for and even purchase the tickets when they want to.
The event registration feature is a major attraction for guests. Many like the convenience it offers; i.e. they do not have to leave the house or office just to make sure they are registered or that their tickets are purchased and secured.
Meanwhile, on the part of the organizer, there is a range of further functionalities that help make their tasks easier and more convenient to complete.
Free event planner software helps organizers gather and keep all information in one central location. As such, this makes it easier for them to communicate and collaborate not only with their colleagues but also with the attendees or guests and even with the vendors (producers, etc) present at the event.
Customizable RSVP forms, donation and gifts features, guest check-in and an easy-to-use maker for a seating chart are also essential functionalities. All these are offered by free event management tool RSVPify.
Content management is another feature normally offered by free event organizing tools. This functionality allows organizers to manage and update all event information, including those related to attendees or guests details.
In addition, the centralized location will make it easier for organizers to do real-time syncing of the event website and app. This is one of the major features of oDash, a popular free event management tool.
oDash, like similar free event management software, also offers functionalities like a promotions platform that can help increase the reach of an event for its targeted guests.
It also has lead management and analytics features, which are essential for tracking conversions and collecting information that can be essential for driving better insights.
Other features include menu options for details like food choices and allergies, create custom invitations, email blasts for guest attendance updates, videos for the event and mobile apps. Most of these, however, are dependent on the software you choose.
Some offer these features for free while others give these as freemium add-ons or when users upgrade to the paid subscription version.
Event management tools benefit organizers as they help streamline the event planning and organization process. As mentioned earlier, the software focuses on all aspects of event management—from the first time the organizers sit down with the clients to plan the event and all the way to the execution, completion and post-event activities.
The major benefits of using this software include:
Since everything is done in one central location, event organizers no longer have to use multiple platforms to achieve certain tasks and goals. Part of the streamlining aspect is the increase in efficiency as manual mistakes are limited or even completely eliminated.
The software makes it easy for event organizers to coordinate and collaborate not only with their team members but also with vendors and clients. In addition, a centralized platform helps to ensure that each member working on the event are regularly updated and on the same page in every phase of the project. As such, no one gets left behind and or advances without the rest of the group.
This also means all activities involved in the event management process—including marketing, promotions and sales—are centralized and are easily accessible for convenient and transparent collaboration.
The software provides many features that help organizers offer attendees or guests an improved experience. Convenience is the number one factor, particularly in terms of tickets (or passes) reservations and purchase, as well as for registration.
Likewise, the software allows organizers to feed all the essential details to the guests via various channels—email blasts are a good example.
When used efficiently, free event marketing software can help event organizers manage their events and projects better, create engaging websites and landing pages, communicate with team members better, manage content more effectively and streamline and automate previously time-consuming tasks.