Best Event Management Software & Tools

Event Management Software Definition: What is Event Software?

Event management software typically includes various tools that allow events to be planned and implemented with computer support and even partially automated. Depending on how extensive the respective solution is, it can help event planners organize specific parts of an event or manage the entire event – including follow-up.

Specifically, such event software can cover the following workflows:

• Preplanning and documentation of events
• Participant invitation, registration, quota checking, seating management
• Creation of event and project plans
• Event analysis including reporting, participant attendance, profit overview etc.
• Event marketing
• Customer management or CRM
• Budget planning

Why should companies use an event management tool?

Managing events has always been a very complex task. Whether internally or on behalf of a company – events can never be planned on the fly. Over the years, critical factors of event organization, such as time pressure, flexibility, and cost-performance maximization, have significantly increased in relevance. Thus, event management is more complex today than ever before.

Simply determining and organizing the required basic components, such as a suitable location, its furnishing with seating, shelters, decorations etc. and catering, can become a mammoth task even for smaller events. Not to mention the invitation of guest speakers, music acts or other entertainment and the registration and information of event participants.

Traditionally, the corresponding management tasks are carried out by a larger team, which manually initiates and monitors all processes and has to record the progress and important events in lists or forms. Such an approach is not only highly inefficient in today's digital age, but can even quickly become dangerous.

Due to various data silos, errors creep in, budgets cannot be overseen centrally, and participants may not receive all the information they need or expect. The essential workflows can, the larger the project, more quickly end in chaos.

Using event management software, on the other hand, the basic tasks of event planning can be accomplished by a relatively small number of people and still relatively quickly. More extensive solutions allow all relevant processes to be organized on a central platform. All participants always have access to the current status of the project. The most important documents, to-do's as well as the budget utilization are transparently visible.

The susceptibility to errors is therefore greatly reduced. It is possible to work more precisely – because it is centralized – towards a successful implementation. After all, the participants or customers are potentially more satisfied and the image of the organizing company or of the event increases.

How does an Event Management Platform Work?

Event management software can support almost all typical areas of event planning and also help during the ongoing event and afterwards. Events can be simplified into three phases.

In the following, it is shown how the individual steps can be handled with a good event planner software or which tools generally apply.

1. Event Preparation During the preparation, all required elements for the event must be assembled and balanced with the budget. The task control integrated in the event planning platform enables precise processing of the individual steps: from location organization to the procurement of light/sound/video technology and/or wardrobe to arrivals and departures, the support of guest speakers as well as personnel planning.

Based on the event date, schedules can be created and individual to-do's can be efficiently worked through. The individual cost centers are to be collected within the solution and compared to the budget. Based on the budget and the expected number of participants, responsible parties can calculate ticket prices or convert possible other revenues for completely free events.

Some event management apps even allow the design and placement of a specific event page on the Internet. This includes all important information for the participants and also a registration form with automated ticket dispatch. Via email marketing tools and CRM connection, invitations can be sent directly to existing contacts via the software. In addition, it is possible to spread the relevant information directly via social media channels and thus greatly increase the reach.

Once all components and participants for the event are confirmed, many event manager softwares can make use of a provider database to promptly commission catering, decoration, or security companies. All expenses are always reconciled with the budget.

2. The Ongoing Event Even during the event, event management software can be very useful. The budget and the opposite income are always to keep an eye on via the solution. First evaluations are possible within hours. The expected ROI can even be calculated early on.

Many event software offer a scan function for the ticket control. This can be synchronized across several smartphones, for example. If there are still tickets over, they can be calculated last minute at cheaper prices and offered. In addition, there is sometimes the opportunity to offer an app for current event information plus schedule.

Participants are thus always up-to-date and will surely find exactly what they expect.

3. The Event Follow-up Even with the conclusion of the event, the work of the event organization software is not finished. Now it is time to do the final accounting and capture or settle respective invoices (if necessary via interface to the billing program). Through specific analytics, the real ROI is determined.

Photos, films, or other documentation of the event are to be uploaded to the associated website in the aftermath. The participants can thus review the event and obtain important business facts again. All participants receive a thank you email with a summary of the event, a feedback option, and an option for direct registration for the next year. The feedback provides potentially very helpful insights for optimizing future events.

What are the Advantages and Disadvantages of Event Planning Software?

What are the advantages of event management software? These solutions can streamline or partially automate back-office processes in conducting an event. From preparation to execution of the event to follow-up, corresponding programs provide efficiency, accuracy, and cost savings. Below are summarized the key related advantages.

-Advantages-

Consolidation of all Participants Event management software provides a single platform that allows coordinating the tasks and activities of all participants. It simplifies linking the various, but interconnected skills and event elements.

A change in one area can trigger warning messages to related areas so that everyone has the latest information. A change of event location, an increase in the number of participants, a change in the menu, etc. – all of these are cases that require quick coordination between teams.

Within the software, the managers have an overview of all aspects of event operations. The other participants can work efficiently and synchronized through the solution. Contradictory or inconsistent results can largely be ruled out.

Lower Overhead Costs With the central overview and general transparency to the event processes, it is easier to control expenses and adhere to budget limits. This ultimately leads to savings and higher returns.

In addition, certain management processes can be automated with software for events, so they require less time and (wo)manpower.

Greatly Simplified Workflows Some software solutions for event management support responsible parties from planning to advertising to on-site operations and evaluation after the event. They have tools for event management, event marketing, and post-processing with reports and surveys.

Many of these tools greatly relieve event managers. For instance, with online registration, participants enter their data independently - no more manual queries. The resulting database can be used directly to conduct targeted email marketing and perhaps advertise to more participants.

Also, the search for suppliers becomes more efficient and faster. With a software solution for event management, responsible parties can quickly send inquiries to various providers from a pool managed in the software. Offers are available within hours, if not minutes.

These are just some of the many simplifications that event management software can offer.

More Targeted Event Marketing Key to the successful acceptance of an event is long-term advertising. Months in advance, an event management solution, depending on the scope of functions, can help to play out mentions in social media, online communities, mailing lists, blogs, etc. This will alert potential participants early on.

Some programs provide communication channels through which officials can specifically collect feedback or typical questions from potential participants. Using contact queries from the CRM, email marketing measures can be carried out that prepare potential participants step by step for the event.

A dashboard gives a general overview of the KPIs of event marketing - including engagement on social media (mentions, likes, shares) and the number of leads and media retrievals.

Based on the aggregated data of the event promotions, responsible parties can estimate whether the event will be a success and what might still need to be done to increase the chances.

-Disadvantages-

Are there any disadvantages with these substantial advantages? The short answer is: Not really – that is, as long as a solution is chosen that really suits the needs of the respective company. Nevertheless, certain challenges may arise. Below are summarized the typical problems.

Cost Efficiency Well-equipped solutions for event management often come with a high price tag. If it is only a matter of organizing a small event, the ROI can be massively impaired. The software then turns out to be too costly in relation to the benefits.

Of course, this must be avoided at all costs. As a rule, the costs for an event management software should make up only a minimal proportion of the total operating costs or event income. It should also be noted that event software is often offered as a subscription, thus incurring regular expenses.

Integration Problems Event management software solutions that cannot be integrated with major business systems impair flexibility and security.

For example, a mailing list probably already exists. If it cannot be used for marketing purposes or if it is not possible to export the participant list to the CRM system, serious difficulties may arise in connection with data silos and inconsistent analytics.

Therefore, it is always important to pay meticulous attention to whether, if third-party systems are to be connected, these are really compatible.

Overlapping Functionality Event management software can cover all event phases with useful tools. However, the problem is that processes carried out by such a solution might be simultaneously handled by other systems.

Event management programs typically include CRM, email marketing, and of course project management tools. However, not a few companies already have such systems. If these are then used in parallel, it can lead to considerable difficulties. Double processing, errors, and high costs are the rule.

Responsible parties should therefore keep a very close eye on their existing software stack and consider whether the established systems should be replaced or perhaps integrated into the event management software.

How to Choose the Right Event Organizer Software from the Event App Comparison?

Purchasing event management software is not an insignificant item. Corresponding programs can bring a wide range of functions and therefore can be quite cost-intensive. It's all the more important to choose a solution that fits perfectly with your own needs. For this purpose, interested parties should consider the following factors in their research.

• Scope of Functions: Does the entire event lifecycle of an event need to be covered with management tools or only a part of it? All-in-one event management solutions include functions for the planning, event, and follow-up phase. They are ideal for large or recurring events. Other event planning software may only bring selected tools for certain to-do's in corresponding projects. These solutions are often optimal for small events. They are also suitable if an established event software architecture already exists that might need to be supplemented or optimized. The scope of function strongly affects the price levels. If a tight budget is the basis, it is all the more important to look closely at what is needed and what perhaps is not. But generally, the most luxurious solution is not automatically the best. Too many features that might not even be needed can quickly form barriers.

• Integration: Event management software can undoubtedly be very powerful. Nevertheless, it is not an all-rounder. For maximally efficient processes, it almost always has to work with other systems. These may include travel management, which books rooms and transportation for guests, workflow management, which enables the creation of task lists and approval processes, mobile payments, which are helpful for registration on site, a help desk for handling event inquiries, and accounting for cost and finance management. Interested parties are well-advised to pay careful attention that the event solution of their choice really has or allows integration of all needed tools.

• Scalability: Even if no multiple events per year are planned, a single event will probably develop. With success come more guests, additional or overall acts need to be planned, more catering is needed, and so on. Accordingly, anyone looking for the right event management software should make sure that it can grow with increasing demands. A look at the pricing plans should give a good indication of the scalability of the respective solution.

• Social Media and Marketing in General: Marketing is an essential aspect for the success of events. An event planning tool should therefore bring specific marketing tools and/or allow integration with these. Marketing on social media plays a special role here. A fairly easy reach is achievable here for many potential participants apart from their own contact list. In addition to features for social media posts and feeds, live streaming on Facebook or YouTube can give an event an additional dimension. Streams can also be converted into recorded content and then uploaded for SEO, image building, and the promotion of following events.

What do Event Management Systems Cost – Are there Free Event Software?

Indeed, some event management software can be used free of charge. However, the scope of functions is then severely limited.

Well-equipped solutions for smaller events are available as online event management solutions (Event management SaaS) for around 50 euros per month. Online event management software, i.e., solutions from the cloud, is usually cheaper than on-premise solutions.

If it comes to planning more extensive events and obtaining detailed digital support, the price can quickly reach the hundreds of euros.