As veterans in the event industry, we're no strangers to the intricate dance of event planning. It isn't merely about circling a date on the calendar and selecting a picturesque venue. You've got to strategize marketing campaigns to shout your event from the digital rooftops, craft an engaging event website, orchestrate ticketing, manage registrations and check-ins, stoke the fire of attendee engagement, and conduct event analytics. No wonder event professionals often feel like they're juggling flaming torches!
But don't worry. There's hope! By selecting the best event management software for your needs, you can simplify your event workflows while maintaining your sanity and peace of mind!
What is Event Management Software?
Ok, so what is event management software? It's a comprehensive toolset that streamlines and simplifies the complex processes associated with planning and executing successful events.
From the moment an idea for an event takes shape to the post-event analysis, event planning tools provide a helping hand at every stage of the event lifecycle. Whether you are organizing in-person, virtual, or hybrid events, event technology offers solutions to create, manage, and deliver unforgettable experiences.
Benefits of Using Event Management Software
Event organizers relying on event management software to host their events enjoy several advantages:
Save Time: Event management solutions automate tedious manual tasks, like invoicing and payment processing, freeing up your time to focus on more strategic aspects of event planning.
Personalize Event Experiences: With integrations to various CRMs, event planners can harness the power of customer data to deliver personalized event experiences.
Make Data-Driven Decisions: Real-time reporting enables you to adapt swiftly, enhancing your decision-making process.
Cater To The Mobile Age: A good event management platform typically includes mobile apps. One for Admins, which ensures you can manage your events on the go, and another for attendees, which typically comes with interactive features like gamification, in-app chat, notifications, and social media integrations to boost attendee engagement.
What Makes a Top Performing Event Management Software?
Top-performing event management software, such as Accelevents, stands out from verage ones in multiple ways:
Ease of Customization: With a user-friendly interface and customizable templates, even event planning novices can create stunning event pages, highly customized registration flows, and tailored polls and surveys.
24/7 Customer Support: Top-tier software typically excels in customer support, providing 24/7 assistance alongside detailed webinars and seminars to help users master the platform.
Depth Of Features: Key features typically include event page creation, advanced registration forms and workflows, event ticketing, check-in, badge management, an event app with an interactive floor plan, exhibitor and sponsorship management, agenda and speaker management, live streaming, speed networking.
Data Security: leading event management software solutions typically demonstrate robust security measures, protecting attendee data and credit card information during online registration and ticket sales.
Risks to Consider When Buying Event Management Software
Several potential risks warrant consideration when you're on the hunt for onsite or online event planning software.
Hidden Costs: Look for hidden costs that might lurk beyond the initial pricing, leading to unexpected expenses.
Narrow/Sub-Par Features: Beware of subpar functionality that might compromise the user experience or limit your efficiency.
Lack Of Customization and Integration Options: A lack of customization options could make the software less versatile for your unique needs. Similarly, a lack of critical integrations could also stifle your efficiency and productivity.
Non-Responsive Client Support: Don't underestimate the value of solid customer support; ineffective assistance can leave you high and dry when you need help the most.
How to Shortlist the Best Event Management Software
When shortlisting event management software, consider the following criteria:
Functionality: Can it handle ticketing, attendee management, and event marketing? Does it support virtual, in-person, and hybrid events?
Ease of Use: Is it user-friendly? Does it have a drag-and-drop feature?
Integrations: Can it integrate seamlessly with existing software solutions like CRM and email marketing tools?
Support: What type of customer support do they offer? Is it available 24/7?
Pricing: Are the pricing plans flexible and cater to your needs?
Security: Does it comply with data protection regulations?
Airmeet: A virtual events platform offering breakout rooms, networking lounges, and sponsor booths.
Bizzabo: A cloud-based event management platform offering ticketing, registration, and marketing automation features.
Cvent: A comprehensive event management platform that offers features such as event registration, venue sourcing, and mobile event apps.
Eventbrite: A popular event management platform allowing users to create, promote, and sell event tickets.
Eventzilla: A cloud-based event registration and ticketing platform offering custom branding and social media promotion features.
Gather: A cloud-based event management platform that offers features such as venue sourcing, event registration, and attendee management.
Hopin: A virtual events platform offering features like live streaming, networking, and sponsor booths.
Hubilo: An all-in-one virtual and hybrid events platform offering registration, networking, and live-streaming features.
Splash: An event marketing platform offering email marketing, ticketing, and analytics features.
Vfairs: A virtual events platform that offers features such as customizable booths, live chat, and webinars.
Whova: An all-in-one event management platform that offers registration, networking, and live polling features.
Key Questions to Ask Vendors When Evaluating Event Management Software
It would help if you delved deeper than discussing relevant features when conversing with potential vendors. Here's a list of essential questions to guide your conversation:
What kind of onboarding and training is provided to new users?
Can you tell me about the quality and availability of customer support?
How does your software ensure data security?
To what extent can the software be customized to fit our needs?
What integration options exist between the event management system and other elements of our tech stack, like CRM and marketing automation platforms?
What types of events is your platform designed to support? Large trade shows, corporate events, user conferences, or global product launches? Or is it more suited to smaller-scale fundraising or free local events?
Is the platform equipped to manage all virtual, hybrid, and in-person event formats?
Does your software offer online ticketing features, or is it mainly for managing RSVPs?
Can the system handle complex ticketing and registration workflows, or is it more tailored to simpler, straightforward events?
Can your support team provide training within our required timeline?
Is your software an industry-recognized, award-winning solution or a newer entrant in the market?
With these questions in mind, aim to shortlist between 3-5 vendor options, then utilize a free trial or demo to validate your final selection.
One Solution for All Your Future Events
Given the complexities of event management, an all-in-one onsite, hybrid, and virtual event platform is advisable.
With Accelevents, you can efficiently manage your entire event planning process, saving time, reducing stress, and ensuring a successful event. Ready to take your event planning to the next level? Book a demo today to learn more about our enterprise-grade event management platform!