Best CRM for Event Planners

As an event planner, you know that managing the countless moving parts of an event requires meticulous organization and coordination. From tracking client details and communication to managing vendors, budgets, and schedules, there’s a lot to juggle. That’s where a customer relationship management (CRM) system can be a game-changer for your event planning business.

The right CRM can help you streamline your workflows, automate repetitive tasks, and provide a centralized hub for all your event data and client information. However, with so many CRM options on the market, it can be overwhelming to choose the best one for your needs.

In this comprehensive guide, we’ll explore the top CRM solutions for event planners, highlighting their key features, benefits, and considerations to help you find the perfect fit for your business.

Key Considerations for Choosing a CRM for Event Planners

Before diving into the top CRM options, let’s first discuss the essential features and capabilities you should look for as an event planner:

• Event Management Tools: The CRM should offer robust event management features, such as event calendars, registration tracking, guest lists, and floor plan design. These tools are crucial for keeping your events’ details organized and accessible.
• Client Relationship Management: Effective client communication and collaboration are crucial for event planners. Look for CRMs with features like contact management, lead tracking, proposal generation, and online client portals. These features ensure you can track all client interactions and maintain strong relationships.
• Vendor and Supplier Management: Seamless coordination with vendors and suppliers is vital. CRM should provide tools for managing contracts and invoices and communicating with your event partners. This helps in ensuring that all external parties are on the same page and that your event runs smoothly.
• Reporting and Analytics: Detailed reporting and analytics can help you optimize your event planning processes and measure the success of your events. Look for CRMs with robust data visualization and reporting capabilities. This allows you to analyze what works and what doesn’t, making data-driven decisions easier.
• Automation and Workflow Efficiency: Automating repetitive tasks like email follow-ups can save you valuable time. Prioritize CRMs with workflow automation and task management features. Automation can significantly reduce the manual workload, allowing you to focus on more strategic tasks.
• Integrations: Consider how the CRM integrates with other tools you use, such as accounting software, email platforms, and project management apps, to create a cohesive ecosystem for your business. Seamless integration ensures that data flows smoothly across your tools, enhancing overall efficiency.

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Top CRM Solutions for Event Planners

Now, let’s explore the best CRM options for event planners, highlighting their key features and benefits:

Conference Tracker by Engineerica

Conference Tracker is a cloud-based event management solution that streamlines technology needs and ensures event success. Its key features include:

• Easy event registration with custom webpages and integrated options for virtual, hybrid, or in-person events
• Attendance tracking and engagement reporting
• Networking platform for attendees to interact, post comments and photos, earn awards, and make appointments
• Custom event websites and registration pages with features like custom questions, session or track selection, question logic, coupon codes, and payment collection
• Attendance and engagement level reports for virtual, hybrid, or in-person events
• Personalized event websites, online registration, session schedules, self-check-in stations, and event access from any device
• Customizable event badges and continuing education certificates
• Lead generation tools for exhibitors and sponsors

Conference Tracker is particularly well-suited for conferences, conventions, seminars, summits, symposiums, continuing education sessions, tradeshows, expos, retreats, and workshops. It offers a comprehensive solution for event planners looking to streamline their event management processes and provide an exceptional experience for their attendees.

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How Conference Tracker Compares to Other Event Management Tools

Conference Tracker by Engineerica is a comprehensive event management solution that stands out among its competitors in several key areas:

• Event Registration and Attendance Tracking: Conference Tracker offers custom event websites and registration pages with advanced features like custom questions, session/track selection, payment processing, and more. It provides detailed attendance and engagement reporting for both in-person and virtual/hybrid events.
  
• Attendee Engagement and Networking: Conference Tracker includes a built-in networking platform where attendees can interact, post comments and photos, earn awards, and schedule appointments. This helps foster engagement and networking opportunities for event participants.
  
• Customization and Branding: The platform allows for a high degree of customization, enabling event organizers to create personalized event websites, badges, and certificates that reflect their brand.
  
• Comprehensive Event Management: In addition to registration and attendance tracking, Conference Tracker offers features like speaker/sponsor management, agenda planning, payment processing, and reporting. This all-in-one approach helps streamline the entire event planning and execution process.
  
• Integrations and Scalability: Conference Tracker integrates with various event technology platforms, making it a flexible solution that can scale to accommodate events of all sizes.
  
• Customer Support: Engineerica, the company behind Conference Tracker, is known for its commitment to quality and comprehensive customer support services.

Compared to other event management tools like Cvent, Zoho Backstage, and HoneyBook, Conference Tracker stands out for its specialized features and focus on delivering a seamless, end-to-end event management experience. While those tools offer robust CRM and event planning capabilities, Conference Tracker is specifically designed to cater to the unique needs of event planners, making it a top choice in the market.

Cvent

Cvent is another well-known platform in the event management space, offering a suite of tools designed to handle various aspects of event planning. While it’s widely used, it’s important to compare its features and benefits to ensure it meets the specific needs of your event planning business.

• Event Registration and Ticketing: Cvent provides a comprehensive registration and ticketing system, allowing for customization of registration forms, ticket types, and secure payment processing. However, its complexity might require a steeper learning curve compared to more streamlined solutions.
• Venue Sourcing and Contract Management: Cvent’s venue sourcing capabilities are extensive, enabling users to search a global database of venues, request proposals, and manage contracts. This feature is beneficial for large-scale events requiring detailed venue coordination. However, direct contact with the venues can lead to discounted rates.
• Attendee Engagement and Communication Tools: Cvent offers various engagement tools, such as email marketing, mobile event apps, and live polling. While these tools are effective, they can sometimes feel fragmented compared to the integrated engagement platform provided by Conference Tracker, which includes attendee networking and interaction features. Learn more about Conference Tracker’s Registration and Event Marketing Tools.
• Advanced Reporting and Analytics: Cvent’s reporting and analytics capabilities provide valuable insights into event performance. However, the level of detail and ease of use can vary, and some users might find it less intuitive than Conference Tracker’s user-friendly reporting features.
• Integration with Various Event Technology Platforms: Cvent integrates with a wide range of event technology platforms, which is useful for those who need to connect multiple tools. Yet, the seamless integration offered by Conference Tracker with its built-in solutions often reduces the need for multiple external tools, simplifying the event management process.
• Onsite Solutions: Cvent offers robust onsite solutions for check-in and badge printing. However, Conference Tracker’s customizable event badges and self-check-in stations provide a more personalized and efficient onsite experience, enhancing attendee satisfaction.
• Flexibility and Scalability: While Cvent is scalable and supports various event formats, Conference Tracker’s flexibility in handling virtual, hybrid, and in-person events with ease makes it a more versatile option for diverse event types.
• Customer Support and Training: Cvent provides good customer support and training resources. However, Engineerica’s commitment to quality and comprehensive customer support for Conference Tracker ensures that users can effectively utilize all features and tools with personalized assistance.

In summary, while Cvent offers a range of useful features, Conference Tracker stands out for its specialized event management capabilities, integrated engagement tools, and user-friendly interface. For event planners looking to streamline their processes and deliver exceptional events, Conference Tracker provides a superior, all-in-one solution tailored to the unique needs of the event planning industry.

Zoho Backstage

Zoho Backstage is a purpose-built CRM for event planners, designed to streamline the entire event planning process. It’s part of the larger Zoho ecosystem, offering seamless integration with other Zoho applications, which can be beneficial for businesses already using Zoho’s suite of tools. Some of its standout features include:

• Customizable Event Websites and Registration Pages: Zoho Backstage allows you to create customizable event websites and registration pages. This flexibility can help create a cohesive brand experience for your attendees, though it may require some time and effort to set up compared to the more intuitive setup process of Conference Tracker.
• Speaker and Sponsor Management: Managing speakers and sponsors is facilitated by Zoho Backstage’s centralized system. However, Conference Tracker’s streamlined approach ensures that all necessary information is readily accessible and easily managed, providing a smoother coordination process.
• Agenda and Session Planning: Zoho Backstage offers robust tools for agenda and session planning, allowing the creation of detailed schedules and multiple tracks. While effective, it might not match the simplicity and efficiency of Conference Tracker’s session management features, which are designed to make event planning as effortless as possible.
• Integrated Payment Processing: The platform supports integrated payment processing, simplifying the financial aspect of event planning.
• Comprehensive Reporting and Analytics: Zoho Backstage provides detailed reporting and analytics to help understand event performance.
• Attendee Engagement Tools: Zoho Backstage includes various tools to enhance attendee engagement, such as interactive event apps and live polling. However, Conference Tracker’s integrated engagement platform, which includes networking and interaction features, provides a more cohesive and engaging experience for attendees.
• Integration with Zoho Suite: Zoho Backstage’s integration with the broader Zoho suite allows for seamless data flow between applications. While beneficial for users already within the Zoho ecosystem, Conference Tracker’s ability to integrate smoothly with a wide range of other tools makes it a versatile choice for any event planner, regardless of existing systems.
• Mobile App: Zoho Backstage offers a mobile app for both event organizers and attendees. This mobile accessibility ensures that everyone stays connected and informed, although Conference Tracker’s mobile solutions provide equally robust functionality with a focus on ease of use.
• Customer Support and Resources: Zoho provides extensive customer support and resources. However, Engineerica’s commitment to quality and comprehensive support for Conference Tracker ensures that users receive personalized assistance and can effectively utilize all the features the platform offers.

In summary, while Zoho Backstage offers many valuable tools for event planning, Conference Tracker stands out for its specialized focus on event management and attendee engagement. With its user-friendly interface, integrated engagement tools, and seamless support, Conference Tracker is the superior choice for event planners looking for an all-in-one solution tailored to their unique needs.

HoneyBook

HoneyBook is a versatile CRM that offers a range of features catered to event planners, including tools for managing clients, projects, and payments. It’s particularly well-suited for independent event planners and small-to-medium-sized event planning businesses.

• Client Management and Communication Tools: HoneyBook excels in client management with its tools for capturing leads, managing client communications, and maintaining a detailed client database. While effective, the client relationship management features in Conference Tracker are specifically tailored to event planning, providing a more integrated approach to managing client interactions and event-specific details.
• Proposal and Contract Generation: HoneyBook allows users to create and send proposals and contracts easily. This feature is beneficial for securing new business. However, Conference Tracker’s comprehensive event management suite includes similar capabilities with additional functionalities, such as automated follow-ups and tracking, ensuring nothing falls through the cracks.
• Online Booking and Payment Processing: HoneyBook supports online booking and secure payment processing, simplifying financial transactions. While useful, Conference Tracker’s integrated payment solutions are designed to handle event-specific payments seamlessly, including ticket sales and sponsor payments, providing a more tailored solution for event planners. Learn more about integrations.
• Project Management and Task Tracking: HoneyBook includes project management tools to track tasks and deadlines.
• Integrations with Various Business Tools: HoneyBook integrates with several business tools, enhancing its functionality. However, Conference Tracker’s extensive integration capabilities ensure smooth data flow between various event-related platforms, making it easier to manage all aspects of an event within a single ecosystem.

Pipedrive

Pipedrive is a sales-focused CRM that can also be leveraged by event planners. Its key features include deal-driven workflows, lead and client tracking, and customizable sales pipelines. It’s a good option for those who prioritize sales and client relationship management.

• Deal-Driven Workflows for Event Management: Pipedrive’s deal-driven workflows help manage client relationships and track event planning progress. While effective for sales-driven processes, Conference Tracker offers workflows specifically designed for event management, ensuring all aspects of an event are seamlessly integrated and tracked.
• Lead and Client Tracking: Pipedrive excels in lead and client tracking, making it easy to manage potential clients and existing relationships. However, Conference Tracker’s CRM features are optimized for event planning, providing more context-specific tracking and management tools that align with the unique needs of event planners.
• Customizable Sales Pipelines: Pipedrive allows users to customize their sales pipelines, adapting to different sales processes. While versatile, Conference Tracker’s pipeline management is tailored to the event lifecycle, ensuring that every stage from initial inquiry to event execution is covered with event-specific functionalities.
• Mobile App for On-the-Go Access: Pipedrive’s mobile app provides on-the-go access to client and deal information. Similarly, Conference Tracker offers mobile solutions that not only provide access to CRM data but also include features for managing event check-ins, tracking attendance, and engaging with attendees, making it more comprehensive for event management.
• Integration with Various Productivity Apps: Pipedrive integrates with a wide range of productivity apps, enhancing its functionality. However, Conference Tracker’s integrations are focused on event-related tools, ensuring a cohesive and efficient event management process from start to finish.

In conclusion, while HoneyBook and Pipedrive offer valuable features for event planners, Conference Tracker stands out with its specialized focus on event management. Its tailored tools, comprehensive integrations, and user-friendly interface make it the superior choice for event planners seeking an all-in-one solution designed to meet their specific needs.

Key Takeaways:

• Conference Tracker offers a comprehensive, user-friendly event management solution with strong attendee engagement tools, detailed reporting, and seamless payment processing. It excels in customization, workflow automation, and vendor management, making it ideal for various event sizes and types.
• Cvent is a robust platform suitable for large-scale events, with extensive registration, ticketing, and venue sourcing features. It offers advanced reporting and a wide range of integrations but may have a steeper learning curve.
• Zoho Backstage integrates well with the Zoho suite and provides strong event planning tools, including customization, payment processing, and attendee engagement. It’s suitable for planners already using Zoho products.
• HoneyBook is versatile and well-suited for small to medium-sized event planning businesses. It excels in client management, proposal generation, and payment processing but offers limited event-specific features.
• Pipedrive is a sales-focused CRM with strong client and lead tracking capabilities. While it offers deal-driven workflows and a mobile app, it lacks the comprehensive event management features found in Conference Tracker.

In summary, while each tool has its strengths, Conference Tracker stands out with its tailored event management features, user-friendly interface, and comprehensive support, making it the superior choice for event planners.

Choosing the right CRM for your event planning business can make a significant difference in your efficiency, productivity, and overall success. By considering the key features and capabilities outlined in this guide, you can find the perfect CRM solution to streamline your workflows, enhance client relationships, and take your event planning business to new heights.

Remember, the best CRM for you will depend on the specific needs and requirements of your event planning business. Take the time to evaluate your priorities, test out different CRM options, and choose the one that aligns best with your goals and processes.

FAQs

Why should event planners use a CRM?

A CRM helps event planners manage client details, track communication, and streamline workflows, making the planning process more efficient and organized.

How does automation benefit event planners using CRMs?

Automation can handle repetitive tasks like email follow-ups and reminders, saving time and reducing the risk of human error, allowing planners to focus on more strategic activities.

Can small event planning businesses benefit from CRMs?

Absolutely! CRMs are not just for large businesses. Small event planning businesses can benefit greatly from the organization, efficiency, and professional communication tools that CRMs provide.

What should I consider when choosing a CRM for my event planning business?

Key considerations include event management tools, client relationship features, vendor management capabilities, reporting and analytics, automation, and integrations with other tools you use.

How can CRMs improve client relationships for event planners?

CRMs allow event planners to keep detailed records of client interactions, preferences, and feedback, enabling personalized and professional communication that strengthens client relationships.