Engineerica Conferences and Events Top 6 Best Event Management Software Tools in 2023

Top 6 Best Event Management Software Tools in 2023

best event management softwareWhat is Event Management?

Event management is the process of planning, organizing, and executing various types of events, such as conferences, weddings, trade shows, concerts, festivals, corporate meetings, and sports events. It involves coordinating all the necessary logistical details and resources to ensure that an event runs smoothly and successfully. Event management encompasses tasks like budgeting, venue selection, event promotion, guest management, catering, audiovisual production, scheduling, and overall event coordination.

Check out the 6 Best Event Management Software Tools in 2023

1. Conference Tracker

Conference Tracker is an all-in-one event management solution ready to go to work as your event hub by handling all of your technology needs and providing the right tools to make your event a success!

Conference Tracker offers:

Summary: An affordable and user friendly, all-in-one event management solution that streamlines event organizer tasks and enhances the event experience for attendees, presenters, and exhibitors.
event management software

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2. EventBrite

Eventbrite is a popular self-service event ticketing software for events such as music festivals, marathons, conferences, fundraisers, etc. Eventbrite supports large and small in-person or virtual events.

Top 10 Best Event Ticketing Software

Eventbrite charges 3.7% of the ticket price plus $1.79 per ticket on top of the 2.9% payment processing fee.

Summary: Although Eventbrite is a popular ticketing solution, fees can be high for simply offering registration and ticketing for your event.

3. RSVPify

RSVPify is an online event registration and RSVP management platform. It offers tools and features that simplify the process of managing guest lists, event registrations, and RSVPs for various types of events, including weddings, corporate events, conferences, and social gatherings.

Although RSVPify may handle registration and rsvp management well, you will likely need to research other tools such as a badging solution, an attendee app, a lead retrieval system, etc. Also, finding multiple tools that integrate well could be very difficult.

Summary: If you need more than just a registration and rsvp management tool, it might be beneficial to look at a fully integrated event management solution.

4. PC Nametag

RSVPify is an online event registration and RSVP management platform. It offers tools and features that simplify the process of managing guest lists, event registrations, and RSVPs for various types of events, including weddings, corporate events, conferences, and social gatherings.

Although RSVPify may handle registration and rsvp management well, you will likely need to research other tools such as a badging solution, an attendee app, a lead retrieval system, etc. Also, finding multiple tools that integrate well could be very difficult.

Summary: If you need more than just a registration and rsvp management tool, it might be beneficial to look at a fully integrated event management solution.

5. Member Clicks

MemberClicks is a software company that provides membership management solutions for associations, nonprofits, and chambers of commerce. They offer a comprehensive suite of software tools designed to streamline and automate membership-related processes, including member management, event registration, website management, communication, and online payments.

Member Clicks may be a great tool for managing your association membership dues, and even event registration, and badge printing but it is not suited for medium to large events. It lacks a lot of tools offered by full event management solutions such as attendance tracking with automated credit calculation, an attendee app, and a lead retrieval system for exhibitors.

Summary: If you have a medium size or large event, you may be better offer utilizing a full event management solution.

6. Zoom Events

Zoom Events provided organizations with the tools to host and manage virtual events, conferences, trade shows, and other online gatherings. It aimed to replicate the experience of an in-person event in a virtual environment. Some key features and capabilities of Zoom.

Zoom is a very trusted platform for virtual meetings and could be a great option if you’re hosting a virtual event. Zoom Events would not be an option for an in-person event or even a hybrid event.

Summary: If you have an in-person event or even a hybrid event, it would be a better option to look into a solution that supports both in-person and virtual events. Having all attendees engage with one another in one solution, whether they’re in-person or virtual, will increase the attendee experience and reduce confusion.

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How to Choose the Best Event Management Software in 2023how to choose the best event management software

Choosing the best event management software depends on various factors specific to your needs and requirements. Here are some key considerations to help you make an informed decision:

  • Identify your requirements

Clearly define your event management needs and goals. Determine the type and scale of events you organize, as well as the specific features and functionalities you require from the software.

  • Scalability

Consider the scalability of the software. Ensure that it can handle events of different sizes and complexities, allowing you to grow your event management capabilities as your business expands.

  • Ease of Use

Look for software that is user-friendly and intuitive. It should have a well-designed interface and navigation that simplifies the event management process. A steep learning curve could hinder productivity and adoption by your team.

  • Core Features

Assess the core features provided by the software. Some essential functionalities to consider include event registration, attendee management, agenda scheduling, speaker management, marketing and promotion tools, analytics, and reporting capabilities.

  • Customization Options

Determine whether the software allows customization to match your branding and event requirements. The ability to create personalized registration forms, event websites, and mobile apps can enhance the attendee experience and brand consistency.

  • Mobile Compatibility

In today’s mobile-centric world, having mobile-friendly event management software is crucial. Ensure that the software offers responsive designs or dedicated mobile apps for attendees, as well as mobile access for event organizers on the go.

  • Customer Support

Consider the level of customer support provided by the software vendor. Look for options such as phone, email, or live chat support, as well as documentation, tutorials, and training resources. Prompt and reliable support can be vital during critical event planning and execution stages.

  • Pricing

Evaluate the pricing structure of the software. Consider factors like subscription fees, transaction fees, additional costs for add-ons or premium features, and whether the pricing aligns with your budget and event requirements. Some software providers offer free trials or demos, allowing you to assess the software before making a commitment.

  • User Reviews and References

Research user reviews and testimonials from other event organizers who have used the software. This can provide insights into real-world experiences and help you gauge the software’s reliability, performance, and user satisfaction.

By considering these factors and conducting thorough research, you can narrow down your options and select the event management software that best suits your specific needs, providing you with the tools to plan, execute, and measure the success of your events effectively.

Why Do You Need Event Management Software?

Event management software offers numerous benefits and streamlines the entire event planning and execution process. Here are some reasons why you may need event management software:

  • Efficient Event Planning

Event management software provides tools and features that simplify the planning process. It allows you to create and manage event schedules, coordinate with speakers and vendors, allocate resources, and track progress—all in one centralized platform. This saves time and reduces the likelihood of errors or oversights.

  • Streamlined Registration and Ticketing

Event management software enables online registration and ticketing, eliminating the need for manual processes. Attendees can easily register and purchase tickets online, while organizers can automate confirmation emails, generate attendee badges, and track ticket sales in real-time.

  • Enhanced Attendee Experience

The software facilitates a seamless attendee experience. It allows attendees to register, access event details, create personalized agendas, and receive important updates or notifications. With features like mobile apps, interactive event maps, and networking tools, attendees can engage and connect with other participants, making the event more engaging and interactive.

  • Marketing and Promotion

Event management software often includes marketing tools that help you promote your event effectively. You can create event websites or landing pages, send personalized email campaigns, and leverage social media integration to reach your target audience. These features enable you to increase event visibility, attract more attendees, and drive ticket sales.

  • Data Management and Analytics

Event management software allows you to collect and analyze valuable data throughout the event lifecycle. You can track attendee registrations, monitor engagement levels, measure ticket sales, and gather feedback through surveys or post-event evaluations. This data provides insights into attendee preferences, helps identify areas for improvement, and supports informed decision-making for future events.

  • Improved Collaboration and Communication

Event management software facilitates smooth communication and collaboration among event organizers, staff, speakers, and vendors. It allows for real-time updates, document sharing, task assignments, and notifications, ensuring that everyone is on the same page and working towards a successful event.

  • Financial Management

The software often includes financial management features, such as budget tracking, invoicing, and payment processing. This helps you manage event finances more efficiently, track expenses, generate financial reports, and reconcile payments.

  • Onsite Operations

During the event, event management software can assist with onsite operations. It may include features like attendee check-in and badge printing, session tracking, and exhibitor management. These features help streamline operations, reduce waiting times, and provide a smooth experience for both attendees and event staff.

  • Scalability and Flexibility

Event management software can cater to events of various sizes and types, from small workshops to large conferences or trade shows. It offers scalability and flexibility to adapt to your evolving event needs, allowing you to manage multiple events simultaneously or grow your event portfolio over time.

In summary, event management software simplifies the planning and execution of events, enhances attendee experience, improves communication and collaboration, and provides valuable insights through data analytics. By utilizing such software, you can save time, reduce manual efforts, and deliver successful, memorable events.

Examples of Events that Require Event Management

  • Corporate Events or Conferences

These are large-scale events organized by companies or organizations to bring together industry professionals, showcase new products or services, conduct workshops or seminars, and facilitate networking opportunities.

  • Corporate Meetings

These events are typically internally held meetings within a company or organization to bring together staff to align employees, disseminate information, reinforce company culture, and promote teamwork, ultimately contributing to the overall success of the organization.

  • Trade Show and Exhibitions

These events are designed for companies to showcase their products or services to potential customers. Event managers handle tasks like booth allocation, exhibitor registration, floor plan management, and overall event coordination.

  • Charity Events

Fundraising events or galas organized by nonprofit organizations require careful planning and coordination to raise funds for a cause. This may involve venue selection, guest invitations, sponsorship acquisition, and overall event coordination.

These are just a few examples, and event management can extend to various other types of events depending on their scale, purpose, and target audience.

FAQs

What are the 5 C’s of an event manager?

The 5 C’s of event management, often referred to as the “Five C’s of Event Planning,” are fundamental principles that event managers consider when planning and organizing events. They serve as a guide to ensure successful event execution. The 5 C’s are as follows:

  1. Concept: The concept refers to the overarching idea or theme of the event. It involves developing a clear vision for the event, understanding its purpose, and defining the desired experience for attendees. The concept guides all the subsequent decisions made during the planning process.
  2. Coordination: Coordination is the process of organizing and managing all the logistics and details of the event. It involves tasks like selecting and booking the venue, arranging for necessary permits and licenses, coordinating with vendors, managing contracts, creating timelines, and ensuring smooth communication among all stakeholders involved.
  3. Control: Control refers to maintaining control over the various aspects of the event. It involves monitoring and managing the event’s budget, ensuring adherence to timelines, overseeing the execution of tasks, and making necessary adjustments or modifications as the event progresses. Control also includes managing potential risks or issues that may arise during the event.
  4. Culmination: Culmination refers to the execution and culmination of the event itself. It involves bringing together all the planned elements and delivering a seamless experience for attendees. Event managers oversee the setup of the event space, manage event staff, coordinate with vendors and performers, and ensure that everything runs smoothly during the event.
  5. Closeout: Closeout refers to the post-event activities and evaluation. It involves conducting post-event surveys or feedback sessions to gather insights and assess the success of the event. Event managers also handle tasks like settling vendor payments, evaluating the event against its objectives, analyzing attendee feedback, and documenting lessons learned for future events.

By considering and implementing the 5 C’s, event managers can enhance their ability to plan, execute, and evaluate events effectively, leading to successful outcomes and memorable experiences for attendees.

What is Event Management Software used for?

Event Management Software (EMS) is designed to streamline and automate various tasks and processes involved in event planning and management. It provides event managers with a centralized platform to handle multiple aspects of event organization, resulting in increased efficiency and productivity. Here are some common uses and features of Event Management Software:

  1. Registration: EMS allows event organizers to create online registration forms. Attendees can register for the event and receive on-screen and email confirmations automatically. The software can handle different pricing options, discounts, and payment processing.
  2. Attendee Management: EMS facilitates attendee management by providing tools to track and manage attendee information. It allows organizers to store and access attendee data, manage guest lists, send event updates and notifications, and handle check-in processes on the day of the event.
  3. Agenda and Schedule Management: EMS allows organizers to create and manage event agendas, schedules, and session tracks. It provides a centralized platform to define session details, assign speakers or presenters, and communicate the schedule to attendees. Changes or updates to the agenda can be easily managed and communicated.
  4. Exhibitor and Sponsor Management: For trade shows or conferences with exhibitors and sponsors, EMS offers features to manage exhibitor registrations, booth assignments, sponsor packages, and associated logistics. It facilitates communication with exhibitors and sponsors and provides tools for tracking their requirements and deliverables.
  5. Analytics and Reporting: EMS often includes analytics and reporting capabilities to provide event organizers with insights into attendee data, ticket sales, registration trends, and other key metrics. These reports help in assessing event success, identifying areas for improvement, and making data-driven decisions for future events.
  6. Onsite Operations: Some EMS platforms offer mobile apps or onsite tools to support event operations. These tools assist with activities like onsite registration, badge printing, session tracking, attendee engagement, and surveys or feedback collection during the event.

Event Management Software aims to streamline and automate the various tasks involved in event planning, from registration to attendee management, promotion, venue coordination, and reporting. It ultimately helps event organizers save time, improve organization, enhance attendee experience, and achieve successful event outcomes.

What is CRM Event Management?

CRM event management is the use of Customer Relationship Management (CRM) software specifically designed to handle and manage events. It combines the functionalities of traditional CRM systems with event management features, providing event organizers with a comprehensive tool to manage their events while leveraging customer data and relationships.

What are the 7 Stages of Event Planning?

The event planning process typically consists of several stages or steps that event organizers follow to ensure a successful event. While the specific terminology or number of stages may vary, here are seven commonly recognized stages of event planning:

  1. Defining the Event: In this initial stage, event planners define the purpose, objectives, and scope of the event. They determine the target audience, identify the event’s goals, and establish the desired outcomes. This stage involves understanding client requirements, conducting research, and setting the overall direction for the event.
  2. Event Concept and Design: Once the event goals are defined, event planners move on to developing the event concept and design. This includes creating a unique and engaging event theme, visualizing the event’s look and feel, brainstorming creative ideas, and deciding on the event format, such as a conference, gala, or trade show.
  3. Planning and Organization: This stage involves detailed planning and organization. Event planners create a comprehensive event plan, which includes developing a budget, identifying event timelines and milestones, securing necessary permits and licenses, selecting and booking the venue, and coordinating logistics like catering, audiovisual setup, transportation, and accommodation.
  4. Marketing and Promotion: Event organizers focus on promoting the event to generate awareness and attract attendees. This stage involves developing a marketing strategy, designing promotional materials, creating event websites or landing pages, leveraging social media platforms, implementing email marketing campaigns, and collaborating with media partners for event coverage.
  5. Event Execution: The event execution stage involves the actual implementation and coordination of all event-related activities. Event planners manage event setup, handle on-site logistics, coordinate with vendors and suppliers, oversee guest registration and check-in processes, manage event staff, and ensure that the event runs smoothly according to the predetermined schedule.
  6. Event Engagement and Experience: Event planners focus on creating an engaging and memorable experience for attendees. They manage attendee engagement through interactive sessions, networking opportunities, exhibitions, entertainment, and activities. This stage also includes managing audiovisual elements, stage production, and ensuring effective communication between speakers, performers, and attendees.
  7. Evaluation and Follow-up: After the event concludes, event planners conduct an evaluation and follow-up stage. This involves gathering feedback from attendees and stakeholders, reviewing event metrics and analytics, assessing the event’s success against the defined goals, and documenting lessons learned for future events. Follow-up activities may include sending post-event surveys, thanking attendees and sponsors, and conducting post-event meetings or debriefs.

These seven stages provide a general framework for the event planning process, but it’s important to note that event planning is a dynamic and iterative process. Event organizers often adapt and adjust their plans throughout the various stages based on changing circumstances, client needs, and attendee feedback.


Chadd Blodgett

Chadd Blodgett is a Business Development Manager with over 10 years of dedicated service at Engineerica Systems. Post his graduation from the University of Central Florida, Chadd embarked on his journey with Engineerica Systems, nurturing impactful partnerships and fostering business growth. Chadd is an expert in both the event management industry and in Higher Education. Beyond the professional sphere, Chadd prioritizes quality time with his family and has a passion for fitness.


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