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What is Event Management Software and Why You Should Use It

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Organizing a successful event requires meticulous planning, impeccable organization, and seamless execution. Event professionals often need help managing the many tasks necessary to bring an event to life.

Fortunately, event management software offers a lifeline in this chaos, providing a comprehensive solution to streamline the event planning process.

This blog post will explore what event management software is, its benefits, key features, and how it can transform your next event into a resounding success.

event attendees walking around an event hall and visiting event booths

What is Event Management Software?

Event management software is a powerful tool designed to simplify the complex process of organizing events. It encompasses a wide range of functionality that enable event organizers to manage various aspects of event planning and execution efficiently.

From event registration, check-in, and ticketing to attendee engagement and post-event analysis, event management software serves as your centralized platform that automates and optimizes numerous tasks, saving time and effort while enhancing overall event success.

collage of event attendees in various situations mixed with design elements depicting event planning

Benefits of Event Management Software

  1. Efficient Organization: Event management software eliminates the need for manual processes and replaces them with automated systems that enhance efficiency, reduce errors, and improve overall productivity. Organizations can effortlessly manage every aspect of the event lifecycle by centralizing all event-related data and tasks in one platform.
  2. Effortless Attendee Engagement: Engaging attendees is crucial for a successful event. The best event management software solutions facilitate multiple opportunities for real-time interactions between event organizers, exhibitors, sponsors, and attendees. Interactive features, such as live polling, Q&A sessions, and speed networking help to create an immersive attendee experience.
  3. Simplified Event Ticketing and Registration: With event management software, the days of manually handling ticket sales and registration forms are over. Organizers can now create customized registration forms, securely process payments, and generate electronic tickets. Event attendees can easily register online, purchase tickets, and receive automated confirmations and reminders.
  4. Streamlined Speaker and Agenda Management: Coordinating speakers and managing the event agenda can be daunting. Event management software simplifies this process by providing a centralized platform for speaker communication, session scheduling, and agenda updates. Organizers can efficiently onboard speakers and build or import speaker and session details.
  5. Effective Exhibitor and Sponsor Management: Exhibitors and sponsors play a vital role in events, and managing their needs and expectations can be challenging. Event management software offers dedicated modules to streamline exhibitor and sponsor management. From booth selection and payment processing to providing exhibitor lead capture tools and real-time analytics, event planning software helps event planners maximize the exhibitor and sponsor experience.
  6. Seamless Live Streaming: In today's digital age, offering hybrid events with both in-person and virtual components is crucial. Event management software typically includes or integrates seamlessly with live-streaming platforms, allowing organizers to deliver captivating virtual experiences to remote attendees. It provides a unified interface where attendees can access in-person and virtual content, ensuring a cohesive event experience.
  7. Efficient Lead Capture: Generating and capturing leads is a primary goal for many events. Event management software facilitates lead capture through features like QR codes on tickets and badges and event apps with built-in QR code scanners. Event organizers and exhibitors can effortlessly capture valuable attendee data, measure the success of marketing campaigns, and nurture leads for future events.

Key Features of Event Management Software

All-in-One Event Management System: A comprehensive event management system centralizes all event-related tasks, workflows, and data, providing a unified platform for streamlined event planning, execution, and analysis.

CRM Integrations: Event management software integrates with Customer Relationship Management (CRM) systems, enabling seamless data transfer and ensuring a unified view of attendees and prospects.

Event Website and Registration Forms: Customizable event websites and registration forms empower organizers to create a branded online presence, attract attendees, and facilitate seamless registration and ticketing.

Event Check-In & Badge Printing: Assisted check-in and self-check-in options with built-in badge printing streamline the check-in process.

Real-time Reporting: Comprehensive reporting and analytics allow organizers to gain valuable insights into event performance, attendee engagement, and conversion rates. Real-time reporting enables informed decision-making and continuous improvement.

Mobile App: A dedicated mobile app ensures attendees have all the event information at their fingertips. It provides personalized schedules, in-app messaging, interactive floor plans, event notifications, session reminders, and networking opportunities.

Social Media Integrations: Event management software integrates with social media platforms, allowing organizers to leverage social media for event promotion, attendee engagement, and real-time updates.

collage of QR codes, computer screens with event software and event tickets with bar codes

Popular Event Management Software Platforms

  1. Accelevents: Accelevents is a powerful all-in-one event management platform for virtual, hybrid, and in-person events. Their event technology is meticulously crafted to support end-to-end event management for all types of events, from large conferences and trade shows to training seminars, workshops, and fundraisers. Accelevents’ event management tools offer a unique combination of enterprise-grade functionality and ease of use. They include a website builder with event page templates, enterprise-level registration tools, credit card payment and invoicing, check-in and badge management, engagement tools such as gamification and speed networking, lead capture tools, email marketing, event apps for attendees and event planners, and more.
  2. Eventbrite: Eventbrite provides basic tools for event registration, ticketing, RSVPs, and promotion, which can be sufficient for smaller events. It's user-friendly and quick to set up, which is perfect for event organizers who need a simple, fast solution for their next free event or neighborhood gathering.
  3. Cvent: Cvent is an enterprise-grade event management solution that provides end-to-end event management functionalities for onsite and virtual events ranging from large conferences to webinars. Features include event pages, online event registration, venue sourcing, mobile apps, attendee management, and event reporting. Their event planning tools are comprehensive but notoriously challenging to set up and use.
  4. Bizzabo: Bizzabo is a comprehensive event management platform that combines registration, ticketing, networking, and marketing tools to create engaging event experiences. As with Cvent, users report excessive complexity and limitations to the ability to customize tools as the main drawback.

Choosing the Right Event Management Software

When selecting event management software, consider the following factors:

  1. Functionality: Ensure the software offers the necessary features to meet your event's specific requirements, such as ticketing, registration, attendee engagement, and analytics.
  2. Pricing Structure: Evaluate the pricing models and understand the cost implications, including additional fees for specific functionalities or attendee numbers.
  3. Customer Support: Look for a software provider that offers responsive and knowledgeable 24/7 customer support to assist you throughout the event planning and execution process.
  4. Onboarding Process: Consider the ease of onboarding and implementation of the software. Look for providers that offer training resources, documentation, and personalized support during the initial setup.

Event Management Software Versus Event Registration Software: What To Choose

While they may seem similar, event management and event registration software serve different purposes in the event planning process.

As the name suggests, event registration software focuses on attendee registration and ticketing. It simplifies creating online forms, payment processing, and ticket distribution. Choose event registration software when your primary need is handling registrations and ticket sales, especially for simpler events.

Conversely, event management software is a comprehensive tool covering all facets of event planning and execution. Beyond registration, it manages event marketing, attendee engagement, session scheduling, and post-event analysis. Opt for event management software when handling more complex events requiring broader functionalities, such as attendee interaction or integrated analytics.

event planners doing event project management on various computers and mobile devices in a dynamic pose

Event Management Software: Embrace the Future of Events

The evolution in event planning is shaped by digital transformation, and event management software is at the helm of this shift. Offering versatility and extensive functionality, these tools have amplified the ease of event organization, attendee engagement, and strategic analysis.

However, the event landscape will continue to evolve, and so will the tools that support it. Integrations with emerging technologies like AI, AR, and VR that are already happening. And as data-driven decision-making becomes paramount, analytical capabilities of these tools will also gain prominence.

So, whether planning a seminar or a large conference, remember: there's always room to innovate your event planning process with the right software, adapting to future changes while meeting your unique needs and goals.

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