If you are sorting platforms for a conference, trade show, internal meeting, or continuing education program, begin with the category you actually need. Choosing by category first, then validating integrations and analytics, prevents tool sprawl and keeps your tech aligned to outcomes like attendee experience, clean data for marketing and sales, exhibitor revenue, and team efficiency. This guide explains the seven core types of event management software, when to use each, the signals to look for in demos, and how Accelevents fits. For a deeper dive into the outcomes and ROI side, you can also review our event software ROI guide.
Before you shop, align on goals
Success starts before your first demo. Get agreement on the following and you will cut your evaluation time in half.
- Event mix and formats. Which programs are in person, hybrid, or virtual this year, and how will that change next year.
- Business outcomes. Revenue from exhibitors and sponsors, attendee satisfaction, lead quality, CE completion rates, and cost to deliver.
- Stakeholders. Marketing operations, sales, finance, event operations, and IT. Decide who owns data and who approves integrations.
- Data plan. What must flow to CRM and marketing automation, and how often. Define the reports stakeholders actually use.
- Brand requirements. White-label needs, custom domains, email templates, and accessibility.
- Security and compliance. SSO, MFA, data retention, audit logs, consent, and region-specific requirements.
- Resourcing. Who builds agendas and pages, who manages onsite, and how much vendor help you will need from onboarding to show day.
Keep this document open during demos and capture evidence for each item. Treat it like a RACI for your stack.
The seven categories at a glance
Below we define the seven most common types of event software, typical use cases, must-have capabilities, red flags, and representative examples where helpful. Examples are not endorsements and are included to orient your search.
1) Registration and ticketing tools
Use when: you need reliable sign-ups, confirmations, and payments for single-event or simple series programs. Great for public events, workshops, or departmental meetings that do not require deeper workflows.
Core capabilities: ticket types and discount logic, payment processing and invoicing, confirmation emails, order changes and refunds, attendee data capture, waitlists, onsite check-in and badge printing, GDPR and tax settings.
Signals it will scale: field logic and conditional questions, multi-currency, SSO, real-time exports or sync to CRM, role-based access for finance and operations.
Watch-outs: percentage-based ticket fees that erode margins, limited reporting that requires manual work, and one-way integrations that create data gaps.
2) Event management platforms (all-in-one)
Use when: you run a portfolio of conferences, trade shows, internal meetings, or education programs and want one platform to manage registration, onsite, mobile, virtual delivery, exhibitor tools, and analytics.
Core capabilities: page and agenda builders, registration and ticketing, badge design and onsite check-in, mobile app with schedules and networking, exhibitor and sponsor management, lead capture, call for papers, CE credits, analytics and reporting, integrations and API.
Signals it will scale: a consistent data model across modules so teams share the same truth, branded mobile and web experiences that do not require code, shareable dashboards, and native integrations to Salesforce, HubSpot, and Marketo.
Watch-outs: features that look good in isolation but do not connect, vendor services priced as one-off projects, and analytics that cannot be shared outside the platform.
Representative platforms (examples, not a full list):
- Accelevents, an all-in-one event platform for enterprises and associations running in-person and hybrid conferences or trade shows. It emphasizes branding control, integrations to Salesforce, HubSpot, and Marketo, exhibitor lead capture, CE tracking, and modular pricing.
- Swoogo, often used for corporate programs with a strong focus on registration workflows and straightforward administration.
- Whova, known for mobile-centric engagement and community features, a common fit for smaller conferences and meetups.
Why choose all-in-one: fewer vendors to manage, unified analytics, and faster onboarding for new team members.
Why not: niche needs like complex abstracts, specialized education rules, or broadcast-grade streaming may be stronger in focused tools you integrate.
3) Virtual-first platforms
Use when: your program is largely online and you need reliable live or on-demand video with high engagement and scale.
Core capabilities: session delivery and replays, audience Q&A and polling, virtual lounges or tables, sponsor inventory within sessions, email messaging, and analytics that show attention and replay behavior.
Signals it will scale: built-in simulive, backup presenters, automatic recordings and chaptering, session-level permissioning, and reliable RTMP inputs.
Watch-outs: exported data that does not map to your CRM, video features that are locked behind add-on fees, and attendee experiences that do not match the website look and feel.
4) Mobile event apps
Use when: you want an in-hand guide for onsite navigation, schedules, push alerts, surveys, and networking.
Core capabilities: agenda search and filters, maps and wayfinding, QR codes for access and lead scans, notifications, surveys and session feedback, exhibitor listings with products and meetings, sponsor placements, and offline tolerance for busy venues.
Signals it will scale: a branded shell, real-time sync to your agenda and people data, role-based content, and usage analytics you can share.
Watch-outs: a web app that masquerades as native and lacks push notifications, delays pushing content updates, and usage reporting that cannot be exported.
5) Networking and matchmaking
Use when: meetings and measurable connections drive attendee satisfaction and sponsor ROI.
Core capabilities: attendee profiles with interest tags, AI suggestions, meeting requests and scheduling, in-app chat or video, table or room assignment, and post-meeting follow-up prompts.
Signals it will scale: rules-based matching, opt-in privacy controls, meeting quotas for sponsors, and connections that sync to CRM with notes and scores.
Watch-outs: privacy and consent gaps, sponsor entitlements that are hard to configure, and networking isolated from the rest of your data.
6) Exhibitor and sponsor management
Use when: you have a show floor and revenue targets tied to exhibitor success.
Core capabilities: prospecting lists and floor plan tools, portals for assets and tasks, meeting booking, lead capture through mobile scans, product listings and offers, and ROI analytics exhibitors can access.
Signals it will scale: team-based lead capture with unified company views, custom fields for qualification, data ownership by the organizer, and easy CSV or API sync to sales systems.
Watch-outs: per-user lead capture fees that reduce adoption, complicated device setups, and portals that are hard for exhibitors to use.
7) Abstracts, CE, and association workflows
Use when: you manage call-for-papers, peer reviews, content scheduling, credits, certificates, and transcripts.
Core capabilities: submission forms, reviewer assignments and scoring, speaker portals, scheduling tools, credit rules with thresholds, automated certificates, and audit logs.
Signals it will scale: multi-track review committees, SSO for speakers and reviewers, condition-based credits, and a transcript export that your education team can file.
Watch-outs: manual certificate generation, limited status tracking, and CE reporting that cannot be reconciled later.
All-in-one vs best-of-breed
Both models work. The choice depends on portfolio size, stakeholder expectations, and the resources you have to manage integrations.
Pick all-in-one if:
- You run many events and want consistent builds and reporting across programs.
- Your team prefers one login and one vendor relationship.
- Your main needs are registration, onsite, mobile, engagement, and exhibitor management, and you want analytics in one place.
Pick best-of-breed if:
- You have specialized needs like complex abstracts, a strict LMS, or broadcast production.
- You can manage an integration layer, either through native connectors or API work.
- Your departments value deep capabilities in specific areas even if the UI differs.
Middle path: anchor on an event management platform for common workflows, then connect targeted tools for video, abstracts, or networking. Focus on clean data and shared dashboards so stakeholders make decisions from the same source.
Demo and selection checklist
Use this list verbatim in demos. Score vendors from 1 to 5 for each item and keep notes tied to the business outcomes you documented.
Integrations and data
- Native Salesforce, HubSpot, and Marketo connectors, plus a documented REST API.
- Bi-directional sync where appropriate, and clear mapping of people, orders, sessions, and engagement.
- Webhooks for important lifecycle events like registration, check-in, session attendance, and lead scans.
- Data ownership and export cadence defined, with sample CSVs and a data dictionary.
Agenda and content
- Parent, child, and overlapping sessions, with capacities and waitlists.
- Session search and filters that match how attendees think, like track, audience, and CE credits.
- Speaker and sponsor links on session pages, and on-demand replays available quickly after live.
- Calendar holds and personal schedules that sync across web and mobile.
Branding and publishing
- Layout control for pages and navigation, and a branded mobile app shell or white-label option.
- Domain, email senders, and templated designs with editable labels.
- Staged publishing with previews and the ability to schedule updates.
Registration and commerce
- Multiple ticket types, discounts, and bundles, with taxes and receipts handled clearly.
- Corporate group orders and substitutions, and approval flows where needed.
- Onsite badge design, QR check-in, kiosks, and offline tolerance for busy lobbies.
- Refunds and changes that do not require vendor tickets.
Networking and exhibitors
- AI suggestions with human controls, meeting scheduling, and sponsor entitlements.
- Exhibitor portals for tasks and assets, product listings, and available meeting tables.
- Lead capture with notes and scoring, unified at the company level, and exportable in real time.
Security, privacy, and compliance
- SSO and MFA options, user roles, and audit logs.
- Consent records, cookie controls, and regional data handling.
- Clear data retention settings.
Reporting and analytics
- Real-time dashboards for registrations, attendance, engagement, and sponsor outcomes.
- Shareable links or scheduled sends to stakeholders who do not log in.
- Field-level breakdowns needed by sales, finance, and education teams.
Pro tip: ask every vendor to build a small version of your next agenda during the trial. You will learn more from one realistic build than five slide decks.
Where Accelevents fits
Accelevents serves enterprises, associations, and others running conferences, trade shows, internal meetings, and continuing education events.
Built on one consistent data model across registration, onsite, mobile, and virtual, creating a seamless experience for event organizers, attendees, exhibitors, and speakers.
Teams choose Accelevents for branding control, workflow depth, integrations to Salesforce, HubSpot, and Marketo, analytics and shareable reports, CE tracking, exhibitor lead capture, and transparent, modular pricing with no surprise add-ons. It is highly customizable without becoming unmanageable. Accelevents is trusted by 1,847 customers and is supported by a live support team that responds in less than 21 seconds, 24/7.
If you want to see the full picture, request a guided demo or start a trial and build the first version of your agenda in an afternoon.
Putting it together
Choose the category first, validate integrations and analytics second, then stress-test branding and onsite workflows with your real agenda. Keep outcomes front and center, specifically attendee experience, clean data handoffs to sales and marketing, exhibitor ROI, CE completion where applicable, and efficient delivery by the people doing the work. When your stack is simple to adopt and share across teams, everything else gets easier.
Next step: Request a demo to explore how Accelevents can simplify your event management process.
FAQs
How do I decide between an all-in-one event platform and a best-of-breed stack for a large conference?
Start with outcomes and integrations, then choose convenience or depth. Many programs anchor on one platform for registration, onsite, mobile, and analytics, and connect focused tools for abstracts or video when those deliver measurable gains.
Which event software category should enterprises prioritize for multi-city trade shows?
Begin with an event management platform that unifies registration, check-in and badges, mobile, exhibitor tools, and analytics. Then add networking or show-floor tools where sponsors need more meetings and attribution.
How do Accelevents and Cvent compare for complex registration rules and approvals?
Accelevents emphasizes one data model, branding control, and manageable workflows. Cvent is known for system complexity at large enterprises with dedicated teams. Compare implementation effort, training expectations, and analytics visibility during your proof of concept.
Can exhibitors capture and qualify leads in Accelevents without extra devices or per-user fees?
Yes. Exhibitors scan badges on mobile, add notes and scores, and access real-time reports so sales can follow up quickly. Company-level views keep teams coordinated, and data can sync to CRM.
What should associations confirm if they require CE credits and certificates?
Look for automated credit assignment with thresholds, speaker and learner portals, audit logs, and certificate generation. Ensure credits can be exported in the format your education team needs and that the LMS connection is clear.
Does Accelevents support virtual sessions as part of a hybrid program?
Yes, you can publish live or on-demand content inside the same agenda as your in-person program, with engagement tools and analytics that roll up for a unified view.
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. Want your event to feel fully on-brand across web, mobile, and onsite? See our White-label event experience guide.
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 will you and your team members need?
- Are you planning on live streaming any event content?
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 page 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!
