The 20 Best Event Management Software and How to Choose Yours | IBTM World

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The 20 Best Event Management Software and How to Choose Yours
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Successful event planning is often at least partly down to the tools and systems that are used to coordinate all the different necessary aspects. Of course, you need exceptional organisational skills and the industry knowledge to deliver events that your target audience is going to love, but when it comes to planning, coordinating and communicating, there is a range of platforms that can make all of these processes much more efficient.
Perhaps you’re an event organiser looking for new tools that can help make your job easier, or you are new to the industry and want to know what kind of software is out there to help plan and facilitate events. For this article, we’ve put together a list of some of the best event management tools available at the moment, along with a guide on how to choose the best software for your event.
In this article:
Summary
What Type of Software Applications Are Used in the Event Management Industry?
As with many different kinds of project management, event management is a task that is much easier done with the support of a range of different tools. There are all kinds of software applications that can help to streamline processes, organise tasks and automate aspects of an event , many of which have been specifically designed for and by those in the MICE industry.
Popular types of event management software might involve:
Event planning apps that give attendees access to venue information and event itineraries
Venue apps which share information about current events, access and safety information
Check-in apps for events that register and track attendance
Virtual meeting tools that host online events or create virtual spaces where attendees can connect during or after an event
Project management tools that help to plan all aspects of an event
Automated communication systems that give attendees event information and improve engagement
Event planning and management platforms that centralise event marketing, registration, scheduling and feedback
What Are Event Management Systems?
An event management system is usually a kind of platform, tool or software that brings all the aspects of event management and planning together. A lot of organisations in the events industry use these systems to make event planning more efficient, to give all the people involved access to the same information, and to integrate a variety of different tools that can help with things like attendee registration, virtual event streaming, post-event communication and data analysis.
20 of the Best Event Software and Tools
There are plenty of different event management tools available, with paid and free options offering a range of different solutions and systems to help make organising and running a successful event much easier. Here are some of our top recommendations.
Eventbrite
Eventbrite is an event management website and tool that is used most commonly for ticketing. You can set up and advertise events that customers can book on either their phones or their computers, and customise communications so that attendees receive automated email reminders in the lead-up to the event. It’s a very easy-to-use piece of software for ticketing, with the only drawback being that some customers feel it’s too pricey for what you get.
Cvent
Cvent is an event management tool that gives you a platform to automate and streamline the event planning process. With solutions targeting hospitality professionals in particular and more general pieces of software for organising in-person, virtual or hybrid events, it’s a tool with plenty of potential that also lets you track attendee engagement and gather feedback after the event.
Momice
Momice is another great option if you’re looking for an all-in-one piece of event management software, based around a platform that can be accessed by multiple users. With options to help you organise in-person , hybrid or totally virtual events, you can manage registration and pre-event communication and gather data on the success of the event.
Whova
Whova is a piece of software that has been specifically designed for event management, bringing together a range of different tools to offer an all-in-one solution that is praised by plenty of project managers in the MICE industry. The software offers an app for in-person events, tools to create a website for your events, attendance tracking and marketing features, along with solutions for virtual or hybrid events that give your guests access to a platform where events can be streamed. Whova has won several awards, so you can be sure you’re working with a top-rated piece of software.
Conference Compass
Conference Compass is an event engagement platform that is ideal for in-person, hybrid & virtual events. The platform allows users to create or use event apps, communicate with attendees and use a mobile platform to access virtual or hybrid events, as well as providing access to real-time analytics to monitor the success of your events.
Trello
Trello is a project management tool that is used across a huge variety of industries, and whilst not specifically designed for event management, can still be used incredibly effectively to plan an event. Make lists and present them in a range of formats, collaborate with other users to track the progress of tasks, and share documents or links in a centralised platform that can be accessed from a range of devices. If you’re seeking a free piece of software to help visualise event planning, this is a fantastic option.
Monday
Monday is another piece of general project management software that can be a really useful tool for event management if you’re looking for a platform to keep track of tasks and progress. It’s quite easy to customise the tool to an extent, so it’s a great option if you want to organise an event planning project with lots of specific elements.
Social Tables
Social Tables offer several different free event management tools, one of the most popular being an event diagramming option that lets you easily visualise how you are going to seat attendees or exhibitors. You can compile important information about your guests and share these visuals with other users or collaborators, so it’s a great option if you’re planning an event with complex seating or exhibitor stand plans.
Boomset
Boomset is one of the best attendance tracking tools for event management on the market that also offers several other planning solutions as part of the platform. Through Boomset, you can manage event attendance, check-in and badge or wristband printing, along with a feature that helps event exhibitors collect attendee contact information. It’s ideal for large events if you’re looking for attendance tracking software that will complement other management systems.
Attendify
Attendify is an event registration tool that offers software which integrates with existing event apps, making it easy for event organisers to plan and ticket events and keep track of attendee registration. The company also offers products that create unique event apps to connect attendees, a platform for analysing audience data, and integration with Hopin which create a virtual environment in which to host digital or hybrid events.
MeetingPlay + Aventri
MeetingPlay + Aventri provide a wide range of different event planning tools that include registration systems, virtual event hosting, event security and website building, to name just a few. With options to support all kinds of events, it’s a fantastic platform on which you can find a wide range of event planning solutions.
Swapcard
Swapcard is an end-to-end platform that is powered by AI and simplifies plenty of elements of the event management process. As well as classic planning tools, the platform also helps organisers to engage with their attendees and nurture these connections and manage leads generated at the event.
Slido
Slido is a tool that was designed for live polls or Q&As, which can be incredibly useful at events where speakers want to engage in conversation with the audience or you want to gather data from your attendees. It’s a great tool to help increase engagement at your events and can also facilitate interactive quizzes or create word clouds.
Fonteva
Fonteva is a piece of event registration software that is favoured by those in the hospitality industry. Users pay an annual fee and then can organise as many events as they want through the platform, centralising the process of getting attendees to sign up and pay for their tickets, and also offering options to automate communication to improve engagement.
Everwall
Everwall is a piece of software that allows organisers to manage and display a social wall made up of submissions from event attendees, which is a great way to increase engagement and coverage at an event. Users can add hashtags and keyword phrases to social media content to share it with the Everwall account, and this content will then be organised and displayed on the digital ‘wall’.
Guidebook
Guidebook is a piece of software that lets you build your own event apps, offering a wide range of solutions for event managers wanting a simple way to engage their audience and share event information with them. You can choose from a template to base your design on and tailor the apps to virtual or in-person events, with options to display the event timetable, help attendees communicate and integrate with other useful tools.
GruupMeet
GruupMeet advertises itself as ‘event tech designed to fade into the background’ and can be used to streamline the event planning process. Focusing on attendee communication and engagement, it’s a platform where guests can find all the event information they need and organisers can see real-time information and updates about their event to keep things running smoothly.
Parthen
Parthen ’s meeting service are an excellent options for event organisers wanting to ensure a smooth and efficient registration process. They offer support for registration and then a range of products for event attendees, including name badges, bags, lanyards and t-shirts.
Morressier
Morressier is a brilliant platform to use in your events if you or your exhibitors are going to be presenting or hosting talks that need visual assistance. The ‘Conference Hubs’ element of the platform is ideal fo organising hybrid or totally virtual events that help attendees share, collaborate and communicate with one another in a productive way.
Interprefy
Interprefy provides live translations for your events so that they are accessible for all kinds of attendees, irregardless of language. Choose between live captions or a professional conference interpreter and reach a whole new audience by offering live translations in different languages.
Management Tools We Use
Crowdcomms
Crowdcomms is our official mobile app provider for our events, offering a great platform to help build and share event apps that keep your attendees engaged and informed whether your event is in-person or online. Not only are there a whole host of features you can add to make your app as interactive as possible, but we can also provide analytics that help you to gauge how successful it was as well.
Events Air
Events Air is the official matchmaking technology that we use for our events to keep attendees connected. The company started developing software for event management in 1990, and has since grown to be one of the best brands on the market that offers a range of software packages and solutions.
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How to Choose the Best Event Management Tools
When it comes to choosing the best tools for MICE event management, there are several important things to bear in mind to ensure that you make the best possible decision.
What’s Included?
First of all, when you’re choosing event management software you need to consider what you need and what’s actually included. There are several great options that offer all-in-one event management tools on a platform that allows you to plan and oversee every aspect of your event in one place, which can be a great option for companies looking to totally streamline their way of working.
However, some event planning companies may only be looking for a tool to help with one aspect of managing an event, or already work with software that they don’t want to replace. If this is the case, then choosing a cohesive solution probably won’t offer the best value for money, so it’s worth looking around for software that will focus on providing the specific service you’re seeking.
Budget
Some of the tools we’ve listed above are totally free, but many pieces of event management software need to be paid for to access the full scope of their offering. Paid tools can often give you more to play with and can be a great investment if they optimise your entire event planning process, but smaller companies may have to think about budget when it comes to choosing new tools and software, so make sure you keep this in mind when you’re weighing up your options.
Accessibility
Many useful event management tools have both desktop and mobile platforms to make accessing their systems much more accessible, but some may be limited to a certain kind of device. If you're looking for software to host a virtual event or to give attendees access to information, you may also want to consider how these platforms can be accessed and whether you need options that will work on phones, tablets and laptops.
Integration
As previously mentioned, some event management companies may already be working with tools that they don’t want to replace. If you’re trying to add a new piece of software or platform to an existing system, it’s definitely worth checking the integration options of the new tools you’re looking at and seeing whether there will be compatibility issues, as having to switch between two entirely different platforms could get frustrating after a while.
Suitability
Depending on the kind of MICE event that you’re organising, you may want to choose an event management tool that is specifically catered to this kind of event. A lot of platforms cater to a wide range of audiences, but there are some that have been designed with certain industries in mind, along with quite a few tools that will be particularly useful for certain organisations. It might require some more research to find what you’re looking for, but if you need niche software then choosing something tailored can be a big benefit.
Customer Support
Finally, if you’re investing in new event planning and management software then it might be worth considering the level of customer support you’re going to get. Starting out with a new platform in particular can present a lot of teething problems, especially if you’re switching from one tool to another, and it’s worth checking how available a software’s customer support team are and whether there are customer forums that can answer questions or provide help when you’re getting set up.
Summary
The right event management software can transform an event experience . From attendee apps to automated platforms and tailored tools which manage registration and engagement, there’s a brilliant range of options out there to help with all kinds of event planning challenges. And whilst there may be initial migration hold-ups or teething problems, once you’ve found the software that works best for you, you can enjoy an efficient and optimised event planning experience that ensures success every single time.