Event Management Software Explained

Save time and level up your events with the right tools at your fingertips.

25 Sep 2024
Written By Michelle

So you've decided to run an event? Congratulations! Events are a perfect way to elevate your company/brand and set you apart from the crowd - if executed well. But where do you get started with so many moving pieces?

Between managing vendors, tracking registrations, and coordinating with venues, it’s easy to get overwhelmed. That’s where event management software comes to the rescue, streamlining all the moving parts. Choosing the right software is super important and can be the difference between a meh event and a wow event.

Convince me that I need software

Easy. Imagine this scenario: Your boss has asked you to organize a corporate event for all of your VIP customers so that you can showcase your latest AI breakthrough that's going to revolutionize the world and get you that promotion.

You need a marketing website with registrations, invitations, tracking of RSVPs, coordination with suppliers, coordination with the venue, catering and dietary requirements, attendee communications etc...and this is just the prep work as the story continues on the day of the event.

Now imagine juggling all of that across spreadsheets, email chains, and group chats. Chaos, right?

Don't get us wrong, if you're happy doing things this way, then more power to you. You rock! No need to read on. Enjoy your event.

For the rest of us mere mortals though, we have Event Management Software.

What is Event Management Software?

Event management software automates many of the tedious and difficult tasks, allowing you to focus on what matters most - creating memorable experiences for your attendees.

With features like event websites, registration management, ticket management & payment processing, badge printing and check-in, email marketing, post-event analytics etc...these tools offer a more organized, streamlined and professional experience to planning events.

Best Event Management Software for Small Businesses

We love small businesses. They don't say that they're the backbone of most economies worldwide for no reason. The main challenge - when it comes to events - that small businesses face is money and time constraints. Therefore, the best event management software for small businesses will help you save time while staying within your budget.

Here are a couple of tools that small businesses love for their simplicity and affordability:

• Eventbrite: Known for its user-friendly interface, Eventbrite is a great option for small businesses that host events regularly. It allows you to manage ticketing, track attendees, and promote your events through email and social media.
• Aventri: With a focus on creating professional experiences, Aventri offers tools for everything from event marketing to attendee engagement. It's especially popular with corporate planners but works just as well for small businesses.

Event Management Software for Restaurants

Just like small businesses, restaurants also face their own unique event management challenges, particularly when it comes to guest tracking, table reservations and POS integration.

For this purpose, tools like Tock and TripleSeat stand out. These platforms are designed with restaurants in mind and allow you to streamline event planning while also keeping your front-of-house operations running smoothly.

Event Management Software for Churches and Non-Profits

Non-profits, churches, and similar organizations often run on tight budgets, which means their event management needs are different. Here, tools like Planning Center and EventCreate offer low-cost or even free options for managing community events, fundraisers, and conferences. These platforms help you keep everything organized—from registration to donations—so you can focus on your mission, not the paperwork.

Colleges and Educational Institutions

For colleges and universities, event management is key for handling everything from student orientations to alumni reunions. The right software must be capable of managing large-scale events with thousands of attendees while integrating seamlessly with your campus systems. Cvent is a popular choice here, offering tools that help educational institutions manage everything from simple workshops to multi-day conferences.

Best CRM Software for Event Management

One of the most powerful combinations in event planning is a CRM (Customer Relationship Management) system that integrates with your event management software. This allows you to track attendee data, follow up after events, and maintain relationships that foster future engagement. Salesforce and HubSpot are two of the best CRM software solutions that integrate seamlessly with event management tools, offering a full suite of features to help you nurture relationships before, during, and after the event.

Final Thoughts

Whether you're a small business owner, a college event planner, or managing events for a non-profit, there's a solution out there designed to meet your specific needs. So, whether you're organizing a casual get-together or a large-scale conference, the right event management software can take your planning to the next level, simplifying the entire process from start to finish.

Ready to take your event planning to the next level? Explore the tools that fit your needs, start a free trial, and see how event management software can transform your planning process.