Event Planning Software: The Ultimate Buyer's Guide

Why Event Planning Software ?

Event planning software is a must-have for organisers to deliver great events. 68.9% of organisers agree it has a big impact, the right software can streamline processes, improve attendee experience and overall event outcomes. As the industry evolves the demand for efficient and effective event management tools is growing.

In today’s competitive world 67.4% of organisers are changing or planning to change their event planning software provider in the next 12 months. This stat highlights the importance of choosing the right software to meet your evolving needs and deliver great events. The right software can be a game changer, giving you the tools to manage everything from registration to post event analytics.

What this Guide Covers ?

The Event Management Software Buyer’s Guide is designed to help you choose the right event management software. By following this guide you’ll make informed decisions that fit your needs and objectives. The guide covers 9 easy steps to find the right software, 6 ways to identify your event team’s needs and 24 questions to ask software vendors during demos.

This approach ensures you’re well prepared for the event software buying process. By giving you clear and actionable advice the guide will help you avoid the common pitfalls and choose a solution that will deliver long term success.

Who is this Guide for ?

This guide is for event organisers who want to improve their event management. Whether you’re an experienced pro or new to the industry the guide will help you choose the right software. It’s especially useful if you’re changing your current software provider or looking for a new solution.

By addressing the specific needs and challenges of event organisers the guide is a trusted resource to help you make informed decisions. It will help you find a software solution that meets your current needs and scales with your future growth.

Why Event Planning Software Matters ?

Event Management Made Easy

Event planning software is key to simplifying event management. From planning to execution to post event analysis the right software can automate and simplify many tasks. So organisers can focus on the strategy not the admin.

By combining registration, ticketing and attendee management the event planning software gives you a one stop shop for managing everything event related. This means more efficiency and less chance of mistakes and oversights.

Attendee Experience

One of the main goals of any event is to deliver a great attendee experience. Event planning software can help with that by offering features like personalised agendas, networking opportunities and real time updates. These features keep attendees engaged and informed throughout the event.

Plus using mobile apps and smart badges can take the attendee experience to the next level by giving them seamless check-ins, easy access to event information and interactive features. That level of convenience and engagement will leave a lasting impression on attendees and make them more likely to attend future events.

Coordination and Communication

Good coordination and communication is key to any event’s success. Event planning software helps with communication between team members, vendors and attendees. Features like real time updates, task assignments and collaborative tools mean everyone is in the same boat.

Plus the software will give you valuable insights and analytics to make data driven decisions. That level of transparency and coordination will mean more efficient event delivery and higher stakeholder satisfaction.

Things to Consider When Choosing Event Planning Software

Budget and Pricing Models

When choosing event planning software budget and pricing models are key considerations. Different software solutions have different pricing structures – subscription based, one off fees and pay per event. You need to evaluate your budget and choose a pricing model that fits your financial constraints and event frequency.

Also consider the total cost of ownership – any hidden fees or extra costs for features and support. Knowing the pricing model will help you make a better decision and avoid surprises down the line.

Scalability and Flexibility

Scalability and flexibility are important when choosing event planning software. As your events get bigger and more complex your software should be able to scale with you. Look for solutions that have flexible features and can handle different types of events – small meetings to large conferences.

Plus the software should be able to adapt to your changing needs. Whether you need to add new features or integrate with other tools the software should be able to be customised and expanded as required. So your investment will remain valuable in the long term.

User Experience and Interface

The user experience and interface of event planning software can make or break its success. A user friendly interface means your team can get up and running quickly and navigate the software fast, reducing the learning curve and increasing productivity. Look for solutions with intuitive design and easy to use features.

Also consider your attendees experience. The software should give them a seamless and engaging experience from registration to post event feedback. A good user experience will increase overall satisfaction and encourage repeat attendance.

What to Look for in Event Planning Software ?

Event Registration and Ticketing

Event registration and ticketing are the foundation of any event planning software. These features will streamline the registration process so attendees can sign up and buy tickets easily. Look for software that has customisable registration forms, secure payment processing and automated confirmation emails.

Also consider features like early bird pricing, discount codes and group registrations. These will enhance the registration experience and drive higher attendance. A solid registration and ticketing system is key to managing attendee data and a smooth check-in process.

On-Site Check-In and Badge Printing

On-site check-in and badge printing is key to attendee flow and a smooth event experience. Event planning software should have check-in solutions like QR code scanning and mobile check-ins to reduce wait times and increase attendee satisfaction.

Badge printing is also important for professional events. Look for software that allows customisable badge designs and on-demand printing. So attendees get their badges quickly and can access event areas and sessions easily.

Networking and Engagement Tools

Networking and engagement tools are important for connecting attendees and interactions. Event planning software should have features like attendee profiles, matchmaking algorithms and interactive event maps to facilitate networking.

Engagement tools like live polls, Q&A and gamification can also enhance the attendee experience. These features will encourage participation and interaction and make the event more exciting and memorable. A focus on networking and engagement will lead to higher attendee satisfaction and long term success.

Why Use Event Planning Software ?

Cost Savings

One of the biggest benefits of using event planning software is cost savings. By automating tasks and processes the software reduces manual work and minimises errors. This means lower operational costs and better resource allocation.

Also the software will help you find cost saving opportunities like early bird discounts and bulk purchasing options. By providing detailed financial reports and analytics the software will allow you to make informed decisions to optimise your budget and increase ROI.

Time Saving

Time saving is another big advantage of event planning software. By streamlining tasks like registration, scheduling and communication the software will free up time for organisers to focus on strategy and execution. This means more efficient event management and higher productivity.

Also the software’s automation will reduce the risk of errors and ensure tasks are completed on time. This level of efficiency is key for managing multiple events and meeting tight deadlines. Overall event planning software will help you do more in less time.

Data and Reporting

Data and reporting are key to event success. Event planning software will give you insights into every aspect of your event from attendee demographics to engagement levels. You can make data driven decisions and optimise your event strategy.

Also the software will generate reports to measure the success of your event and identify areas for improvement. By using data and reporting you can refine your approach and deliver better events in the future.

How to Choose the Right Event Planning Software ?

Evaluate Your Needs

Evaluating your needs is the first step in choosing the right event planning software. Start by defining your event objectives and what features and functionality you need. Consider event size, type and frequency, budget and team capacity.

Also involve your event team in the decision making process to make sure the software meets everyone’s needs. By evaluating your needs thoroughly you can narrow down your options and choose a solution that matches your goals and expectations.

Compare Software

Once you have evaluated your needs the next step is to compare software options. Look for solutions that have the features and functionality you need and evaluate their pricing model, scalability and user experience. Read reviews and testimonials to get an idea of the software’s performance and reliability.

Also create a shortlist of potential vendors and compare them side by side. This will help you find the best fit for your needs and make an informed decision. Don’t forget to consider short term and long term benefits of each option.

Request Demos and Trials

Requesting demos and trials is a key part of the software selection process. Demos will allow you to see the software in action and test its usability and functionality. Prepare a list of 24 questions to ask vendors during the demo to get a full understanding of the software’s capabilities.

Trials will give you the opportunity to test the software in real life and evaluate its performance. Use this time to involve your team and get feedback on the software’s ease of use and effectiveness. This hands on experience will help you make a confident decision.

Best Event Planning Software

Eventdex

Eventdex is an event management software that has everything you need, event registration, ticketing and on-site check-in. User friendly and robust it’s a favourite among event organisers. Eventdex also has networking and engagement tools to enhance attendee experience.

With its scalable and flexible platform Eventdex can handle any type of event and size. The software’s analytics and reporting will give you valuable insights to optimise your event strategy. Overall Eventdex is a reliable and versatile solution for event success.

Cvent

Cvent is an event management software with lots of features and functionality. From event registration and ticketing to on-site check-in and badge printing Cvent has a full suite of tools to manage your event. The software also has robust networking and engagement tools to enhance attendee interactions.

With its powerful analytics and reporting Cvent will help you make data driven decisions and measure event success. The software is scalable and flexible for any type of event from small meetings to large conferences. Cvent is a trusted partner for event success.

Bizzabo

Bizzabo is an event management platform with lots of features to manage event planning and execution. User friendly and intuitive it’s easy for organisers to manage everything. Bizzabo has robust registration, ticketing and on-site check-in solutions and networking and engagement tools.

The software’s analytics and reporting will give you valuable insights to optimise your event strategy. Bizzabo is scalable and flexible for any type of event and size. With its full features and reliable performance Bizzabo is a top choice for event organisers.

Case Studies

Eventdex Success Story

Eventdex has been used in many successful events. One of which is a large industry conference that used Eventdex to manage registration, ticketing and on-site check-in. The software’s user friendly interface and robust features made the whole process smooth and efficient.

Attendees loved the check-in experience and the ease of access to event information through the mobile app. The event organisers also got the benefit of the software’s analytics and reporting which gave them valuable insights for future events. Overall Eventdex was a key to a successful and great event.

Networking with Cvent

Cvent has helped many events increase networking opportunities for attendees. One of which is a business conference that used Cvent’s networking and engagement tools to facilitate meaningful connections among attendees. The software’s matchmaking algorithms and interactive event maps made it easy for attendees to find and connect with relevant contacts.

The event organisers got positive feedback from attendees who loved the networking experience. Cvent’s analytics and reporting also gave them valuable insights into attendee interactions and engagement levels. This data helped them to refine their networking strategy for future events.

Large Conferences with Bizzabo

Bizzabo has been a lifesaver for large conferences, a full solution to manage everything. One of which is a major tech conference that used Bizzabo to manage registration, ticketing and on-site check-in. The software’s user friendly interface and robust features made the whole process smooth and efficient.

Attendees loved the check-in experience and the interactive features through the mobile app. The event organisers also got the benefit of Bizzabo’s analytics and reporting which gave them valuable insights into attendee behaviour and engagement. Bizzabo’s full features and reliable performance was key to the conference success.

Event Planning Software Trends

AI and Machine Learning

AI and machine learning will change the event planning industry. These will give organisers valuable insights and predictive analytics to make data driven decisions. From personal recommendations to automated scheduling AI and machine learning will touch many aspects of event management.

Also AI powered chatbots and virtual assistants will improve attendee engagement and provide real time support. As these evolve they will play a bigger role in the future of event planning software.

Virtual and Hybrid Events

Virtual and hybrid events is a big trend in the event planning industry. Event planning software is evolving to cater to these formats, with features like live streaming, virtual networking and interactive sessions. These tools allow organisers to reach a wider audience and provide a more flexible event experience.

Hybrid events which combines in-person and virtual elements gives you the best of both worlds. You get to have face to face interaction and reach remote attendees. As the demand for virtual and hybrid events grows event planning software will continue to innovate and adapt to meet these needs.

Mobile Apps

Mobile event apps are getting more popular to enhance the attendee experience. These apps give attendees easy access to event information, personal agendas and interactive features. They also facilitate networking and engagement through attendee profiles, messaging and live polls.

As mobile technology evolves event planning software will integrate more mobile app capabilities. This will give organisers more powerful tools to engage attendees and deliver a smooth event experience.

In short event planning software is a must have to deliver successful events. It streamlines event management, attendee experience and coordination and communication. When choosing event planning software consider budget, scalability, user experience and key features.

Top features to look for are event registration and ticketing, on-site check-in and badge printing and networking and engagement tools. The benefits of using event planning software are cost savings, time efficiency and valuable data and analytics. Follow a structured approach to choosing software and you’ll make an informed decision that fits your needs and goals.

Final Thoughts

To choose the right event planning software start by evaluating your needs and compare different options. Request demos and trials and get feedback from your team. Look into top solutions like Eventdex, Cvent and Bizzabo which has all the features and reliability.

Stay updated with future trends in event planning software like AI and machine learning, virtual and hybrid events and mobile event apps. These will shape the industry and give you new ways to enhance event experiences. Be ahead of the curve and you’ll be successful in the long run.

Now

Use the Event Management Software Buyer’s Guide as your guide as you choose the right event planning software. Follow the 9 simple steps to determine the right software, identify your event team’s needs and ask the 24 questions during demos. This structured approach will help you make an informed decision and choose a solution that delivers event success.

Invest in the right event planning software and streamline your processes, enhance attendee experience and achieve your event goals. Start your software selection now and download the guide.