BlogEvents 43 Event Management Software Tools You Need to Know About Events 43 Event Management Software Tools You Need to Know About Author: Tatiana Morand August 31, 2023 Contents 🕑 14 min read How would you feel if we told you that you can gather an army of robots to do all the grunt work for your events? This isn’t science fiction: this is the power of event management software! The best event software can help you streamline and automate: Processing registrations Payments and ticketing Marketing and promotion Project management Scheduling And more! Ariana Stecker, a leading expert in the event planning world and the Chief Operating Officer at Save the Date®, says that the top event managers are the ones who leverage technology the most. For example, she’s seen clients easily raise 20% more funds from their events simply by using software tools for online event registration and bidding. Event management software doesn’t just help you behind-the-scenes—it also makes the event experience more enjoyable for your attendees. With the right software, you can increase event attendance and raise more money for your organization. In this post, we’ll answer key questions like: What is event management software in the first place? What is event management software used for? What should you look for in events software? Better yet, we’ve included a comprehensive list of our 43 favorite event management software tools and platforms! Let’s explore which options are best for you. What Is Event Management Software? Event management software is any software that helps event managers plan, organize and execute events. This software can either be an all-in-one event management platform, or software that can help you with individual items on your event planning checklist. The tasks and processes that benefit from events software include: Project management Event marketing Building a registration website Accepting registrations and payments Sending out invitations, updates, and other communications Managing RSVPs Managing information about guests (e.g. dietary restrictions) Creating floor plans and seating charts Managing relationships with past, current, and potential guests Managing relationships with vendors Managing volunteers Creating schedules Checking-in guests at the event Organizing virtual and/or hybrid events Providing a virtual platform for guests to network Managing budgets Creating reports about finances, attendees, fundraising, etc. The events software you choose largely depends on the gaps you need filled. For example, if you’re planning a conference with multiple stages and streams of programming, looking specifically into event scheduling software could be extra valuable! What Should I Look For in Event Management Software? With so many event management software options out there, it can be overwhelming to choose which one is right for you. As you explore the options, ask yourself if they: 1. Meet your specific needs Will your event be in-person, hybrid or virtual? The right software should have capabilities that will allow you to execute the type of event you’re planning. For example, if your event is virtual, you’ll likely need: A website A virtual platform Video-conferencing capabilities A mobile-app Keep in mind that it may not be possible to find every feature you’re looking for in a single event software within your budget! In this case, it’s perfectly fine to use a combination of tools. 2. Have good reviews Curious about whether or not a software will work for you? Check on what other people are saying about it! Head to sites like Capterra or G2 to read detailed reviews about your software options and testimonials from real event managers who’ve used them. Pay special attention to event managers that run similar events to you! Their perspective will likely be the most valuable. 3. Are user-friendly Event planning is hard enough already, and your software should make your job easier, not cause additional headaches! Event management software should be user-friendly, intuitive and quick to learn for beginners. If possible, look for an event management platform that offers multiple different features or, at the very least, integrates with related tools for a more seamless experience. For example, your event registration tool should communicate instantly with your member management software. 16 All-In-One Event Management Software Options Don’t want to use a hundred different platforms for one event? Events management software is the way to go! Here’s a list of our favorite event software picks that cover all your event needs: 1. Wild Apricot If you’re looking for a complete solution to run every aspect of your membership organization, not just your events, Wild Apricot is for you. Wild Apricot is the #1 rated event and membership management software used by over 20,000 organizations. Along with event management, Wild Apricot’s complete all-in-one platform offers: A website builder with a built in payment processor Online registration tools A fully searchable contact database Mobile event registration through the free app An emailing system with professionally designed email and newsletter templates. It also has a free 60-day trial! In just an afternoon you can have a full website and event calendar setup to begin registering event attendees and processing online payments instantly. Pricing: Plans start at $60/month. 2. MemberClicks While Wild Apricot is perfect for many small organizations, MemberClicks builds integrated membership management software solutions specifically for small-to-midsize professional associations, trade associations and chambers of commerce. MemberClicks is built to save time, save money, grow membership and boost revenue with: Intuitive association management systems Learning management software Event management solutions Job board software Learn more about how MemberClicks can help your organization by connecting you to connected solutions! Pricing: Available upon request. 3. Personify’s GTR GTR provides the conference and tradeshow industry with innovative technologies designed to improve and simplify every event. With quality customer support, global reach and consistent innovation in event technology, GTR “stands apart as a full service, white-glove solution when it is needed and do-it-yourself event technology when you do not.” Pricing: Free trial, free version. Contact for details. 4. A2Z Events A2Z Events is perfect for large organizations who want to give their attendees the best experience possible. With features such as floor plan management, online sales, an exhibitor portal and powerful reporting, you’ll be able to succeed from event planning to execution. Pricing: Available upon request. 5. Amilia With online event registration, reporting, CRM, fundraising, billing and more, Amilia is a complete event management software for any organization. Pricing: Plans start at $99/month. 6. Stova Stova is a robust online event management platform that simplifies registrations while helping you to plan, market and manage even the most complex events. It integrates with SalesForce.com, Cliqbook, Pathable, and other services. Pricing: Available upon request. 7. Bizzabo Bizzabo is an all-in-one event management platform that helps organizers create successful events by empowering them to build amazing websites, sell tickets, grow communities, go mobile and maximize event experiences using a beautiful, user-friendly platform. Pricing: Available upon request. 8. Cvent Cvent is a flexible, easy-to-use online event management software that helps increase event attendance and engagement. The platform automates many management tasks (data analytics, event marketing, event registration, etc) to save your time. You can track your attendees in real time and build event reports to navigate every aspect of the event process. Pricing: Available upon request. 9. Event Leaf Event Leaf is an event management system offering event creation, online registrations, an emailing platform and many other options like printable event badges. Pricing: Free limited plan. Paid plans start at $1/attendee. 10. Eventbrite for Nonprofits Eventbrite for Nonprofits lets you set up an online registration page for your event in minutes. You can take advantage of Eventbrite’s promotional tools to send email invitations or publicize your event on social networks. Their free event registration app lets you manage your event and check in guests, anywhere. Pricing: Plans start at 2% + $0.79 per ticket 11. Eventzilla Eventzilla’s event management platform offers a complete event registration and ticketing platform for classes, conferences, fundraisers, social events and more. Features include barcode ticket scanning, box office management, print-at-home tickets, mobile ticketing and reserved seating options. Pricing: Plans start at $1.50 per ticket. 12. MyEvent Choose from pre-designed templates and set up your website for any type of event in minutes with MyEvent’s events software. Add photo albums, countdown timers, polls and connect your social media accounts. Pricing: Available upon request. 13. OpenConf OpenConf is an abstract submission and review management system used extensively by events and journals across a wide set of industries in over 100 countries and by authors and reviewers in more than a dozen languages. The event scheduling software is available for download or cloud-based, and has consistently received rave feedback for its outstanding support. Pricing: Plans start at $250 per year. 14. Paperless Transactions Paperless Transactions’ event management platform lets you build custom event pages, giving pages, storefront pages, forms and more. Get the word out about your events by sending mass text alerts and make event management easier with software designed for event registration and ticketing. Pricing: Plans start at $75/month with a $500 setup cost. 15. Planning Pod Planning Pod is an all-in-one online event management platform that streamlines how you plan your events by organizing all your event information in one convenient place. Their application’s 30+ easy-to-use tools are mobile-responsive and can be used by your team members to manage attendees, check-ins, budgets, schedules, floorplans/layouts, tasks, checklists, calendars, files, surveys, vendors, sponsors, volunteers and more! Pricing: Available upon request. 16. ConfTool VSIS ConfTool and ConfTool Pro are web-based event management systems developed to help you organize academic conferences, workshops, congresses and seminars efficiently. They support the submission, peer-reviewing and scheduling process, as well as participant registration, invoicing and management. Pricing: VSIS ConfTool is free; pricing for ConfTool Pro is available upon request. 17. Whova Whova provides an award-winning event management system to save organizers time and create a modern and engaging event. The Whova all-in-one event management software includes the Whova event app, powerful event marketing solution, and many other features such as name badge generation, attendee check-in and program management tools. Pricing: Available upon request. 7 Event Scheduling & Organization Tools If you’re just starting to plan your event or need help visualizing how it’s all going to come together, take a look at the tools below! 1. OPS by AllSeated OPS by AllSeated is a free event planner software that enables event professionals to easily design floor plans, manage guest lists and meal preferences, organize event timelines and preview their layout in stunning 3D. Using OPS, event professionals can collaborate with their vendors and clients efficiently and effectively, delegating tasks and updating everyone in real-time, allowing them to save countless hours on every event. Pricing: Free 2. Evite Evite lets you create and send an online invitation for any event in just a few steps. Their events software offers hundreds of templates to choose from, plus many additional features including polls, gifts, photo sharing, RSVP tracking and comments from guests. Pricing: Free limited account; premium invitations start at $14.99 per event or $249.99/year. 3. ScheduleOnce by OnceHub ScheduleOnce is an online event scheduling software that enables all meeting attendees to compare real-time availability and quickly find the best time for all. It was specifically designed to integrate with Google Calendar to prevent double booking. Pricing: Free limited plan; paid plans start at $10 per user per month. 4. Smartwaiver Make signing waivers online easy with Smartwaiver and its highly customizable platform. Guests can sign or type their signature, and the Auto Photo Capture feature captures the participants signing waivers. You can also add instructional or safety videos to your waiver, and set up the waiver for adults, minors or guardians. Pricing: Plans start at $15/month. 5. Setster Setster allows you to embed a scheduling widget on your website to show times and services. Website visitors can then request an appointment time, and Setster sends confirmation emails to both parties. This event scheduling software integrates with iCal, Google Calendar and Outlook. Pricing: Plans start at $16/month with an annual subscription. 6. Slack With this popular messaging app, you can create channels for different groups of people or topics, host 1:1 video calls, and message people individually. It’s perfect for communicating with event planning staff, volunteers and vendors. Pricing: Free limited plan, premium plans start at $7.25 per user per month. 7. Trello Trello is a simple project management tool that’s perfect to use as event planner software. You can create a card for each task, add any notes, assign it to the right team member and set a deadline, then place the card in the appropriate column. Pricing: Free limited plan; paid plans start at $5 per user per month. 3 Event Apps Want to make life (or at least your event!) easier to manage with a mobile app? Try these app builders to make managing your event more convenient for everyone. 1. AppInstitute AppInstitute is an all-in-one app builder that makes it easy to create an app for your next event. Features include an event calendar, directions, push notifications, online payments, social media integration and more. Along with being a solid piece of event software, AppInstitute can build any sort of app you’d like for your organization. Pricing: Plans start at $67/month billed annually. 2. EventMobi Easily create an event registration app, and an app for your event attendees, with EventMobi’s event software! Their Content Manager gives you the control you need to customize and update your app on the fly. Features include in-app sponsorship features, personalized profiles for attendees, engagement tools for virtual attendees, in-app chat, unlimited users and full analytics. Pricing: Available upon request. 3. BuildFire BuildFire is an app builder for conferences and events. Use it to share event information and resources, send notifications, collect feedback and help engage event attendees. The best part? You don’t need to know any coding to build your app. Pricing: Plans start at $100 per month billed annually. 3 Event Promotion & Social Media Tools So you’ve got an event in the works… now what? It’s promo time! Here are 3 top event software tools to sing the praises of your upcoming event far and wide. 1. Hootsuite Schedule all your event promotions on social media in advance with Hootsuite. It integrates with all your social profiles like Twitter, Facebook, Google+, YouTube, Instagram, WordPress and LinkedIn. Monitor your social accounts and easily see what others are talking about. Pricing: Free limited plan; paid plans at $99/month. 75% discount for nonprofits! 2. LiveTweetApp LiveTweetApp is an event software designed to help you search, moderate and beautifully display tweets on a (big) screen to increase social interactions during your events and conferences. It’s great for giving event sponsors more real estate! Features include control over how your Twitter Wall is displayed, television broadcasting and mobile optimization. Pricing: $40 per day. 3. MeetEdgar Have a lot of events coming up and want to promote them on repeat? Use MeetEdgar’s social media automation to ensure they keep sharing without having to schedule it multiple times yourself. Pricing: Plans start at $24.91/month. 7 Event Registration Software Tools One of the most important parts of event management is registration, so we’ve handpicked the best events software to make the process less intimidating! 1. 123formbuilder Create and customize user-friendly registration forms with all the options you could ever need, such as contact fields, feedback fields, quizzes and polls in just minutes. You can start with their free form templates or you can start with a blank form. No coding skills required for this event planner software!. Pricing: Free limited plan; paid plans start at $19.99/month. 2. Formsite Formsite is an online form builder that lets you create secure and awesome web forms, order forms, and post-event surveys with just your browser. This event planner software supports you from start to finish! Pricing: Free limited plan; paid plans start at $21 per month billed annually. 3. OneCause Ideal for organizations looking to centralize their registration and check-in process, OneCause’s event management platform handles most of the little details in event planning for you. You can sell tickets while also accepting donations, and during check-in, OneCause will record info on your guests for your convenience. Pricing: Available upon request. 4. Meetup Meetup is the most popular online event creator with nearly 500,000 meetups created every month. Easily browse meetups in any location in any category, or create your own meetup and start inviting people. This event software is a lot more simple than some of the other options available but sacrifices more advanced features. Pricing: Varies depending on the size of your group. 5. TicketStripe TicketStripe’s events software amazing at creating beautiful, colorful event pages that are accessible from any device. Search Engine Optimized event pages help your event show up in search engines. Register and check in guests while keeping track of the demographics and where your sales are coming from with useful real-time reports. Pricing: Service fee of $0.50 + 1.50% per ticket. 6. Regpack Regpack’s online event registration software enables organizations to register applicants quickly and effectively, while seamlessly integrating online payments and providing a sophisticated yet intuitive user management platform. Features include the ability to A/B test forms and fields, insight reporting, enhanced security, data backups and integrated payment processing. Pricing: Plans start at $125/month per admin + 2.1% payment processing fee. 7. WhenNow Customize any event with WhenNow’s events software. Promote and share anywhere, and manage ticketing and registration on-the-go. Features include social sharing, attendee check-in and full analytics. This online event registration software is perfect for nonprofits on a budget. There is also a WhenNow app that makes checking guests in easier. Pricing: 2.99% + $0.50 per ticket. 5 Event Ticketing Software Tools If you want to ease the process of selling tickets and checking in guests, take a look at these ticketing event software tools. 1. Accelevents Accelevents’ event software offers easy online ticketing setup and allows you to customize your event page. Sell tickets and sponsorships, as well as collect attendee information. They also offer mobile bidding, donation pages and text-to-give software. Pricing: $5000 per event or $125 per month. 2. Brown Paper Tickets Brown Paper Tickets’s event management system offers a wide range of services besides easy-to-create and print event tickets. Some of their services include free custom seating charts, barcoded mobile tickets, donation tracking and fully customized event pages. Pricing: $0.99 + 5.0%per ticket. 3. Give Lively Give Lively’s free event ticketing platform offers a better way to promote and sell tickets to your next fundraising event. Users can create unlimited user-friendly pages with custom ticketing and sponsorship tiers for as many events as you want. Attendees can quickly purchase tickets, share your event and get directions on any device—all without leaving your page! Event Ticketing seamlessly integrates into all features of Give Lively’s fundraising platform. Pricing: Free for nonprofits. 4. TicketBud Easily create a fully functional event website ready to sell tickets in 5 minutes with TicketBud’s event software. Upload photos, descriptions and integrate your social media and email platforms to generate more ticket sales. Pricing: 2% + $0.99 per ticket plus 2.9% credit card processing fee. 5. Yapsody Yapsody’s event software helps you create an online ticketing store that’s customizable in every way. You can plan out your seating with separate categories of General Admission, Reserved Seating and much more! The marketing features make it easier to integrate your social media presence with your event. Pricing: $0.59 + 1.75% per ticket. Which Event Management Software Is Right For You? We hope this list has helped you discover the perfect event management software toolkit for organizing and executing your next in person or virtual event! If you haven’t already, do consider investing in an all-in-one solution. Even if you don’t need all of its capabilities at this very moment, you’ll likely be putting on larger and more elaborate events in the future, as your organization and community grow. WildApricot has countless other features that will not only help you organize events, but also manage all other aspects of your nonprofit! 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