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You¿ve automated your marketing. Time to automate your events? Event automation begins with the right technology and the right people supporting you and your team. From best in class online registration, to marketing to your attendees, establishing attendee room blocks, on-site check-in, and getting real-time analytics on how your event or meeting is performing, Aventri allows its clients to create valuable in-person experiences, grow influential communities, expand brands and drive ROI. Learn more about Aventri

etouches is now Aventri. Get a 30 min demo to see it in action! Learn more about Aventri

RegFox

by Webconnex

Home of the 99 cent registration! RegFox is the most flexible registration system on the market today. Thousands of the worlds leading brands use RegFox for online registration. Regfox is simple, intuitive yet incredibly powerful. You get total branding control so the registration forms look like your organization. You set whatever convenience/processing fee you'd like, and then you keep 100% of it. RegFox is packed with features like conditional logic, deposits, badge printing and more. Learn more about RegFox

Make more and keep more on your next event! Regfox gives you total control over branding, fees, and more all for 99 cents a registrant Learn more about RegFox

allcal

by All Calendars

Do not choose us first. We are not cheap, we are not free, but we are well worth it. We are not for single events. We want to work with organizations that have events and social gatherings all year long. We built social networking features that encourage your members to interact, so you must have that as a need to use our service. We offer multiple types of ticketing solutions including dues, packaged, and individual tickets as well as free and prize tickets. Are you right for us? Learn more about allcal

We are not for single events. We want to work with organizations that have events and social gatherings all year long. Learn more about allcal

Full scale cloud-based ticketing platform for online presale, marketing, printed tickets and wristbands, social media, and an array of equipment options for selling at the door and scanning tickets. Whether you manage a performing arts center, organize massive festivals, host small events, or you are putting on a fundraiser, you will have everything you need for an easy and successful event through Purplepass Learn more about Purplepass Ticketing

Full scale cloud-based ticketing platform for online presale, marketing, social media, and day-of-event sales and admission management. Learn more about Purplepass Ticketing

Create better events and sell tickets directly on your site with no redirects. Sparxo is trusted by event producers who care about retaining the community around their brand. The platform is easy to learn and easy to use making it easy to set up online ticket sales, registration, and onsite check-in. Embed ticket sales on your website, design modern splash pages, and discover your returning customers with our smart guestlists. Sparxo is mobile compatible and easy to use. Learn more about Sparxo

A social registration platform built for event-driven organizations who care about their maintaining their brand. Learn more about Sparxo

rsvpBOOK

by rsvpBOOK.com

Smart, Simple, Customizable. Our online event registration and management software is made to make your life easier. Our powerful but easy to use software brings together all the online registration and event management, marketing, evaluation and attendee feedback reports, online payment processing tools you need into a single place. Versatile enough to handle events of all sizes; affordable for tight budgets. No contract or set up costs. No more spreadsheets. Sign up for your FREE trial now! Learn more about rsvpBOOK

Smart, simple Customizable online event registration and management software with all your tools in one place. FREE trials available. Learn more about rsvpBOOK

123Signup

by 123Signup

Streamline the event creation process, encourage attendance, & increase revenue all with Event Manager. Whether you manage conferences, chapter meetings, training events, & beyond, our complete event management solution gives you the flexibility & tools needed to run a successful event. Event Manager even seamlessly integrates with your website, preserving your identity & further simplifying registration. Request a demo today to see how we can tailor our intuitive software to fit your needs. Learn more about 123Signup

A complete web-based solution to instantly accept event registrations & payments securely, build personalized event web pages, & more. Learn more about 123Signup

Try the event communications solution trusted by the largest music festivals in the U.S. Avochato is a text messaging line for your next event. We provide a phone number or convert your existing number to an event texting line. Allow attendees to text message your number with keywords to retrieve information. Improve operations by communicating with vendors via text. Your team can view, send, and receive messages from a single shared inbox across everyone's computers and mobile phones. Learn more about Avochato

Avochato is a text messaging solution for event management and production companies. Way better than texting from your personal number. Learn more about Avochato

Brushfire

by Brushfire Technology

With over a decade of event management experience, we've helped organizations around the world sell more than 8 million tickets. Brushfire provides powerful sales and management tool alongside outstanding service and support to give you the very best event management tool. With Brushfire, you have the flexibility to control pricing, fees, advertising, and communication for your event. Learn more about Brushfire

Save time and money while receiving start to finish support with the most customizable registration and ticketing tool on the market. Learn more about Brushfire

Event software for busy planners. Quick and simple with an affordable networking app, registration, and lead retrieval. Learn more about Topi

Event software for busy planners. Quick and simple with an affordable networking app, registration, and lead retrieval. Learn more about Topi

Eventbrite provides cost-effective, innovative event management software to help businesses set up, manage, and sell out events online. Learn more about Eventbrite

Eventbrite provides cost-effective, innovative event management software to help businesses set up, manage, and sell out events online. Learn more about Eventbrite

Eventzilla

by Eventzilla

Eventzilla is an online event registration & ticketing platform for event organizers. Learn more about Eventzilla

Eventzilla is an online event registration & ticketing platform for event organizers. Learn more about Eventzilla

Eventleaf

by Jolly Technologies

Event registration software for all of your online and on-site event management needs. Learn more about Eventleaf

Event registration software for all of your online and on-site event management needs. Learn more about Eventleaf

Oveit is an easy to use cloud tool that helps you manage events, handle registration, process payments or set cashless payment systems. Learn more about Oveit

Oveit is an easy to use cloud tool that helps you manage events, handle registration, process payments or set cashless payment systems. Learn more about Oveit

Ticketbud

by Ticketbud

Ticketbud provides powerful event ticketing, event registration, and management to help you sell more tickets and get paid quickly! Learn more about Ticketbud

Ticketbud provides powerful event ticketing, event registration, and management to help you sell more tickets and get paid quickly! Learn more about Ticketbud

ROLLER Software

by ROLLER Software

ROLLER is a leading all-in-one software suite for attractions, entertainment and leisure venues. www.roller.software Learn more about ROLLER Software

ROLLER is a leading all-in-one software suite for attractions, entertainment and leisure venues. www.roller.software Learn more about ROLLER Software

Eventene

by Eventene

Optimize event planning for volunteers and small groups. Learn more about Eventene

Optimize event planning for volunteers and small groups. Learn more about Eventene

GEVME is the cloud-based solution for your event marketing and management needs. Power your event experiences - anywhere, anytime. Learn more about GEVME

GEVME is the cloud-based solution for your event marketing and management needs. Power your event experiences - anywhere, anytime. Learn more about GEVME

HostEvent

by Quickezapps

HostEvent provides the technology platform to create mobile event app easily. Create your first free event app with HostEvent. Learn more about HostEvent

HostEvent provides the technology platform to create mobile event app easily. Create your first free event app with HostEvent. Learn more about HostEvent

Ribyt helps deliver an amazing guest experience for event attendees while saving event producers time and resources. Learn more about Ribyt

Ribyt helps deliver an amazing guest experience for event attendees while saving event producers time and resources. Learn more about Ribyt

Broadcast information, send invitations, receive registrations, track payment receipts, record attendance and publish results. Learn more about InviteRight

Broadcast information, send invitations, receive registrations, track payment receipts, record attendance and publish results. Learn more about InviteRight

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What is Event Management Software?

Event Management software automates marketing, registration, coordination and scheduling of events.

Read our Research

Event Management Software Buyers' Guide

1. What is event management software?

Event planners use event management software to simplify and organize the logistics of planning meetings and events. Event management software gives planners a digital space to collaborate with each other, with clients, and with exhibitors and vendors. Application tools manage coordination, attendee registration, marketing, badge creation, calendar generation, and venue space management.

These applications also offer many self-service functions for event attendees such as online registration, content delivery, and fee payment.


2. The benefits of event management software

  • Planning efficiency: Event planning is full of complex logistics, and an oversight in any one area has the potential to derail an event. Event management software keeps all the details in one place. This makes events easier to organize, and keeps planners focused on fulfilling expectations rather than juggling details.

  • Exhibitor and vendor management: Exhibitors pay a lot for booth space and special access, and vendors provide goods and services needed to make events a success. These logistics are critical, and the best event management software applications have dedicated tools to help.

  • Room block and travel management: When event planners invest in dedicated event management apps, room block and travel details become more manageable. Search hotel block rates, create paperless contracts, and record VIP itineraries right in the application. Adding these capabilities can grow event planning businesses to include room blocking and travel management as revenue centers.

3. Typical features of event management software

Typical Features Description
Attendee management Capture and store information about the people attending events, including contact information, food preferences, session sign-ups, VIP status, and arrival plans.
Client management Collaborate with event hosts and consolidate their contact information and preferences in one system.
Exhibitor management Manage table and booth space, sponsorship levels, room reservations, and other exhibitor metrics.
Vendor management Maintain your relationships with AV technicians, IT staff, caterers, janitorial services, and other vendors. These databases store contact information, conversation history, budget data, contract details, etc.
Event scheduling Plan and track venue reservations in event management calendars.
Meeting management Schedule one-on-one meetings, meetups, breakout sessions, planning meetings, and similar networking opportunities during an event.
Reporting and analytics Track metrics for a variety of purposes, including event expenses and revenue for accounting, and online user engagement for social media analytics.
Ticketing Organize, market, sell, distribute, and process event admission tickets and special access packages.
Email marketing Correspond with potential attendees and clients via email with easy guidance for online ticket sales and other calls to action.
Features w/ descriptions
Attendee management: Capture and store information about the people attending events, including contact information, food preferences, session sign-ups, VIP status, and arrival plans.
Client management: Collaborate with event hosts and consolidate their contact information and preferences in one system.
Exhibitor management: Manage table and booth space, sponsorship levels, room reservations, and other exhibitor metrics.
Vendor management: Maintain your relationships with AV technicians, IT staff, caterers, janitorial services, and other vendors. These databases store contact information, conversation history, budget data, contract details, etc.
Event scheduling: Plan and track venue reservations in event management calendars.
Meeting management: Schedule one-on-one meetings, meetups, breakout sessions, planning meetings, and similar networking opportunities during an event.
Reporting and analytics: Track metrics for a variety of purposes, including event expenses and revenue for accounting, and online user engagement for social media analytics.
Ticketing: Organize, market, sell, distribute, and process event admission tickets and special access packages.
Email marketing: Correspond with potential attendees and clients via email with easy guidance for online ticket sales and other calls to action.

The event management software directory lets you filter by feature(s) to only view options that meet your business needs, which can help you narrow your software shortlist.


4. The cost of event management software

Most of the products in the market are priced on a “per user, per month” or “per month” basis, and can be broken down into three pricing tiers based on their “per user, per month” starting price.

Price Ranges:
  • $0 - 20
  • $20 - 200
  • $200+

*The pricing included in the above list is for the entry-level or lowest-priced offering that was found on the vendor website on August 16, 2018.


5. Considerations when purchasing event management software

Beyond the cost, and core features, there are a few more considerations to make sure the software you choose meets all of your event management needs.

  • Ensure the software offers marketing tools that suit your needs: Standard event management software should include an event website designer, social media promotion tools, and email marketing capabilities.

  • Consider software integrations: Software integrations with accounting, membership management, and other software make it easy to share data across different systems. This can speed up workflows and prevent mistakes.

6. Relevant event management software trends

Event management software developers are quickly adopting new technologies. Capterra’s research has identified two key technology trends that will shape the next generation of event management software.

  • Wearable technology: According to our research, 54% of small and midsize businesses say they are using or plan to use wearable computing technology within the next one to two years, and 41% believe that the technology is critical to their business. Big-league events have already moved to ticketing systems built on radio frequency identification (RFID). Event goers just swipe their bracelets, name tags, watches, or other wearables over a scanner. The scanner reads embedded RFID chips to manage admissions, purchases, etc. Soon, however, wearable admission systems will be available at all kinds of events. They turn wearers into sensors. Event planning businesses can gather valuable analytics about guests’ movement through the venue, food and beverage consumption, and more.

  • AI-enabled smart apps: According to our research, 53% of small and midsize businesses say they are using or plan to use AI technology within the next one to two years, and 39% of them believe this technology is critical to their business. Artificial intelligence (AI) is creating smarter software. Broad adoption and increased competition is making AI more affordable. We anticipate that leading software tools will use some kind of adaptive AI over the next couple years. This includes event management applications. Predictive AI tools will soon give event planners better attendance forecasts. Attendees will receive registration guidance that is more relevant to their interests. Facial recognition software may someday preclude the need for tickets and wearables altogether.

Sources

The following sources were used for this document:

  1. 8 Free and Open Source Event Management Software (Date accessed: August 16, 2018)
  2. The Top 20 Most Affordable Event Management Software Report (Date accessed: August 16, 2018)
  3. The Top 20 Most Popular Event Management Software (Date accessed: August 16, 2018)
  4. The Top 20 Most User-Friendly Event Management Software Report (Date accessed: August 16, 2018)
  5. How Much Does Event Management Software Cost? (Date accessed: August 16, 2018)
  6. 5 Corporate Event Planning Software Options Compared (Date accessed: August 16, 2018)
  7. Event Management Top Features (Date accessed: August 16, 2018)
  8. 3 Signs You Need to Upgrade to Full Event Management Software (Date accessed: August 16, 2018)
  9. 5 Popular Products Based on Event Booking Software Reviews (Date accessed: August 16, 2018)
  10. Event Management Software Pricing Guide (Date accessed: August 16, 2018)
  11. Event Management Software (Date accessed: August 16, 2018)
  12. Top 5 Tech Trends for Small Business (Date accessed: August 16, 2018)
  13. This is How AI Will Impact the Future of Event Planning (Date accessed: August 16, 2018)
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