How To Choose The Best Event Management Software: Top 5 Options

How To Choose The Best Event Management Software: Top 5 Options

Are you an event planner/organizer looking to streamline your event management process? You’re in the right place. With the best event management software, you can take care of all your event planning needs at your fingertips.

Venue sourcing, attendee management, analytics, you name it. The best event management platforms cover it all. However, the question we’ve all got on our minds is ‘How do you choose the best event management software?’ 

That’s why in this blog, we’ll discuss the key factors to consider when choosing the best event management software. We'll also provide 5 of the best event management solutions available (plus a bonus option!).

Let’s explore the golden tips to help you pick the best event management system for your upcoming events. 


Key Takeaways 

  1. Event management software is an all-in-one platform that can manage your events. This software contains a variety of features that automate tasks.

  2. The best event management software offers a variety of features. These include global reach, customization, scalability, seamless integration, mobile-friendliness, and more.

  3. To choose the best event management tool, you should follow a few steps. These include assessing your resources, identifying your target audience, budgeting, and more.

  4. Vfairs, Cvent, Momice, Whova, and Trello are some of the best event management tools.

  5. The ideal event management software is customized to your needs. Explore how a custom solution can help your event flourish. 

What is an Event Management System Software?

An Event Management System Software is an all-in-one platform designed to assist you in managing your events. 

This software includes tools that automate tasks like ticketing, registration, analytics, and promotion. These tools help save time and streamline processes.

Gone are the days when companies had to use traditional methods like spreadsheets or emails to handle their events. Now, all they have to do is use event management tools to achieve these benefits:

  • Increased Attendee Satisfaction
  • Enhanced Team Productivity 
  • Strategic insights into event performance (such as Return on Investment) 

How to Choose Best Event Management Software 

How to choose best event management software

Startups, enterprises, and organizations use event management software development services. These platforms offer unparalleled business opportunities to connect with potential leads.

Thousands of event management solutions are available. So, finding the right tool that matches your expectations can be tough. 

That’s why we’ve created a checklist of must-have event management software features to look out for. Check them out below:

Inquire about Features that Ensure High Attendee Reach

One of the primary parameters to judge the success of an event is the size of the audience attending the event. The higher the attendance, the better the chances of connecting with a potential lead. 

60% of executives believe organizing global events helps them achieve their corporate objectives. This highlights the importance of having a global reach for your event. 

When looking for the right event management software, inquire about the features that ensure higher global reach. 

Ensure your event solution has tools for maximum reach across multiple channels and platforms.

Assess Customization and Scalability for Your Needs

Every event is unique. So, event organizers need software solutions that can be tailored to specific requirements. 

Hence, the best event management solutions allow enhanced customization. This allows users to adjust the system’s design to their needs. It also enables event organizers to provide participants with a unique experience.  

Furthermore, the best event management platforms allow scalability. This means that the software can handle:

  • Increased capacity
  • More features
  • Integration with other systems

Customization and scalability improves the user experience for both attendees and event organizers. It also enhances user efficiency, reduces frustration, and boosts engagement. 

Check Integration Possibilities of Software

Managing events involves using various tools such as the best CRM software for event management, like Hubspot.

That’s why it’s essential to choose SAAS event management software that integrates easily with existing systems like: 

  • Payment Gateways
  • Social Media Platforms
  • Email Marketing Channels
  • Analytics Platforms
  • Live Streaming Platforms
  • Google Services Integration

The seamless integration of an event management platform with these tools will save you time as you won’t be working on repetitive tasks. 

This will also streamline your business operations ultimately enhancing your organization's performance.  

Ensure Mobile Friendliness of Software

Mobile phone usage for events is rising with 83% of event planners using a mobile app at their events. This shows the importance of choosing an event management platform with mobile-friendly interfaces.

Mobile applications assist attendees in several tasks including:

  • Registration Process
  • Checking Event Updates
  • Event Engagement Through Smartphone

They also help event organizers manage tasks like attendee management and ticketing, all from their phones.

Inquire about Attendee Support Features

Great attendee support is one of the hallmarks of any successful software. Event management platforms should have 24/7 support to boost lead generation and business growth. 

The attendee support service can be through live chat, documentation, and online resources. 

Discussing attendee support requirements with event management companies can enhance customer satisfaction.

Check Data Privacy and Software Security 

With the rise of data breaches and cyber threats, companies have begun to focus on securing their event data. 

Robust event management software solutions offer advanced security features such as:

  • Secure login options
  • Data encryption
  • Timely security updates 

These assist event organizers in reducing data breaches, cyber-attacks, or other security issues. 

This reduces the chances of any legal risks, reputational harm, or financial loss due to data breaches. 

8 Steps to Choosing the Best Event Management Software

Now that you know what features to look for, let's review a step-by-step plan to help you choose the best event planning software: 

Steps to choose the best event management software

1. Map Out Your Ideal Event Planning Workflow

What key steps do you take from event conceptualization to post-event analysis? Mapping out your workflow helps identify features that align best with your process. 

2. Assess the Skills and Resources Available

Is your team small or large? Assess the capabilities of your team to find out which software will suit your company’s needs.

3. Define Your Target Audience

Are you having a B2B event? Is it Consumer-focused? Perhaps, it’s a mix? Understanding your audience will help you pick suitable tools. 

4. Consider the Types of Events Your Company Hosts

Are your events in-person, virtual, or both? Depending on your event format, you may require certain features. 

5. Assess the Long-Term Event Growth of Your Company

Do you plan to host more events or expand your current ones? If your answer is yes, select a software that satisfies these needs. 

6. Determine the Budget You Can Dedicate to Event Management Solutions

What amount are you ready to spend? Knowing your budget will ensure you make the best choice. 

7. Watch out for regulatory and compliance requirements

Do your events have to stick to any industry standards or data protection regulations? If yes, make sure your software supports such requirements. 

8. Identify data and analytics that are necessary for your events

Identify data and analytics that are necessary for your event. These could be ROI reports, attendee behavior data, or more. Make sure the software you choose provides these. 

Event Management Software Comparison - Top 5

Choosing the best event planning software can be challenging. This event management software comparison will help you identify the best options available. 

Discover the top 5 platforms and their unique features below: 

1. Vfairs: Best Event Management Software for PC

Best For: Design Customization & Scalability 

G2 Review: 4.7 ⭐

Vfairs Event Management Software

Vfairs is one of the most popular event management platforms. It provides clients with several solutions for all event types (physical, virtual, or hybrid). 

You can find a wide range of accessibility features and third-party integrations in this hybrid event platform. It allows event organizers to create, promote, and manage several events at scale, on one single platform. 

2. Cvent: Best Event Management Software for NonProfits 

Best For: Events of Varying Sizes 

G2 Review: 4.3 ⭐

Cvent Event Management Software

Next on our list is Cvent, famous for its ability to handle events of varying sizes. Small events, large conferences, you name it. Cvent handles it all. 

This enterprise event management software offers complete solutions for you to connect with your audience. Plus, it provides seamless integrations as well. One downside to Cvent is that some users reported having issues with a glitchy platform. 

3. Momice: Best Critical Event Management Software 

Best For: Quick Reaction to Issues 

G2 Review: 4.4 ⭐

Momice Event Management Software

Momice is another exciting option that can satisfy your event planning needs. It’s an all-in-one event management software that allows access to various users. 

Momice has tons of handy features that help streamline your event. These include registration management, pre-event communication, and gathering tons of data related to your event’s success.

4. Whova: Best Event Management Software for Small Business 

Best For:  High Attendee Participation

G2 Review: 4.8 ⭐

Whova Event Management Software

Whova is an event management software that combines a variety of tools to offer a one-stop event management solution. It’s regarded as one of the best event-planning tools for small businesses. 

Some eye-catching features Whova offers include tools for website creation and an app for in-person events. You can also find several marketing features and more!

5. Trello: Best Project Management Software for Event Planning

Best For: Team Communication

G2 Review: 4.4 ⭐

Trello Event Management Software

Trello isn’t specifically designed for event management. However, it has several tools that have proven it to be effective when planning events. Many have even hailed Trello as one of the best event project management software available.

Trello’s standout features include sharing documents, making lists, and collaborating with others. These features make it one of the best free event management software available.

Looking for Customized Event Management Software? 

Finding an event management software with every feature you want can be next to impossible (especially if you’re as detail-oriented as us!).

What if we told you there was a simpler way to go about this? Such as getting custom event management software to fulfill all your event management needs?

Phaedra Solutions is a top-rated event management platform development company. We have a team of developers, QA testers, scrum masters, product owners, and app developers who work hand in hand for your success. 

Getting your software customized by Phaedra Solutions allows you to add multiple features. These include company profiles, modular functionality, multiple-view options, downloadable event details, and more.

Getting a customized event management software solution designed by Phaedra can help you:

  • Enhance the visibility of your event
  • Increase the efficiency of your event
  • Ensure customization and scalability 
  • Offer modules for incident tracking, attendee engagement, ticketing, asset management, logistics, and more

The Final Verdict

It’s crucial to choose an event management tool that resonates with your company’s goals. This decision holds the power to either elevate your event to new heights or add unnecessary complications.

That means it’s vital that you take your time. Make sure the event management tool you choose provides all the features you desire. Getting custom event management software can be the solution you’re looking for to ensure your event runs smoothly. 

Remember, the right software will turn potential leads into loyal customers. So, choose a partner for event management platform development that is an expert on event management.

In conclusion, investing in the right event management software can significantly enhance your event planning and execution, leading to greater success and satisfaction.

FAQs

What is an Event Monitoring tool?

An Event Monitoring tool collects and analyzes event occurrences. It alerts operating systems, human operators, and active database rules.

What are the Risks of Choosing the Wrong Event Management Software? 

Choosing the wrong event management software can lead to several issues. These include poor attendee experience, security risks, inefficiency, and lack of insights. 

What is ERP in Event Management?

Enterprise Resource Planning (ERP) software helps companies optimize resources, saving time and money.

What is the Task of the Event Manager?

Event managers are responsible for planning, promoting, and executing events. These events could range from weddings and ceremonies to face-to-face or virtual conferences. 

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2 West Canal Bank Road, Lahore ,Pakistan
UK
500 Grant Street, Downtown, Suite 2900, Pittsburgh, PA 15219, USA
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3 Dalmeny Ave Huddersfield, Huddersfield, HD4 5NN, UK
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DSO-IFZA , IFZA Properties, Dubai Silicon oasis, UAE