While planning your next event and optimizing for success, you may have heard that event management software for associations can help simplify the process. How does it work, and what are the top choices? We have all the information here to help you compare options and choose the right software for your organization. Today’s solutions are helping event organizers streamline operations and improve results across every phase.
What Software Is Used For Event Planning?
Event management software, also called an event management system (EMS), is one of the main event planning tools that organizations use. It offers several features that will help you organize and manage your event at each stage, such as:
- Event Registration
- Managing abstract submissions and reviews
- Coordinating speakers and presentations
- Planning logistics
- Tracking event data and analytics to measure your success
Having features like these all available in a centralized system helps your team organize the process and stay on track as you choose a venue, get materials set up, and execute your plan on the day of the event.
What Are The 5 C’s Of Event Management?
As you’re reviewing the event planning basics, you might hear the term the 5 C’s of event management. Essentially, they’re event management principles for each stage of the event planning process. Here’s a quick overview of each one with some event management system examples to show how it improves the planning process:
- Concept: The first step is coming up with an event idea and the goals you want to achieve. You can review data from your last event using your event software to assist in this process.
- Coordination: Once you have a concept in mind, it’s time to coordinate your team to set up the event. Event management software will help you create a task-based system that keeps everyone on track.
- Control: Regularly assess your progress as you approach the event date to determine how things are going and adjust as needed.
- Culmination: Execute the plan on the event day. You can use your event software to keep your attendees engaged with fun activities and interactive options and ensure you’re staying on schedule.
- Closeout: After the event, follow up with your attendees to thank them for coming and review the analytics in your event management system to determine if you reached your goals and what you can improve for the next one.
What Are The Best Event Management Tools?
Now that you know how event management software contributes, here is our list of the 10 best event planning software options for different industries:
1. Cadmium’s Eventscribe: Best For Associations And Nonprofits
Eventscribe is a top comprehensive event management platform for nonprofits and associations. It’s an accessible choice that organizations with smaller teams can customize to their liking with minimal technical skill needed.
Eventscribe is an all-in-one event management solution for each stage of event management. Some standout key features include:
- Automated logistics planning
- Speaker, presentation, exhibitor, and sponsor management
- Create an event website and mobile app
- Transformative engagement options, such as live polls, ePoster galleries, and an audience response system
- Smooth registration system with customizable registration forms
- Organized abstract submissions and reviews
- Detailed analytics system for data-driven decision-making
All of these features are easy to use and work with events of any size and type, so your team can implement the software quickly and start planning your next successful event.
2. Cvent: Best For Corporate Events
Cvent is a great corporate event management software. It offers several comprehensive features such as a personalized registration system, customizable reporting and analytics, and event diagramming.
However, the main drawback is that it can be too complex for smaller teams. Each feature requires a higher learning curve and more management to get the most out of the platform, so you need a large enough staff to really get the most out of it.
3. vFairs: Best For Virtual Events
Next up on the event management tools list is vFairs. It’s a top choice for virtual and hybrid events. It offers standout features such as gamification, networking tools, and a strong analytics system that are all tailored to operate successfully during virtual events.
That said, organizations that host in-person events may want to opt for a different software since the features aren’t tailored to those needs.
4. Eventbrite: Best For Small-To-Medium Public Events
Eventbrite is a popular choice for smaller public events, especially those that are entertainment-focused, such as concerts or comedy shows. It’s an accessible platform that offers a fast and user-friendly ticketing system, promotional tools, and effective social media integration.
The most notable drawback is that its advanced features are limited. For example, some users say that the analytics system is too basic for their needs, and you can’t use it for aspects like exhibitor management.
5. EventMobi: Best For Mid-Sized Corporate Meetings
EventMobi is a modular and scalable option for mid-sized corporate needs. The company offers excellent support and onboarding, and you get top features like a customizable mobile app and a well-rounded analytics system.
The main downside is that some modules require extra configuration, so it can have a higher learning curve that requires additional management.
6. Bizzabo: Best For Marketing Conferences
Bizzabo is a top choice for your business-focused and marketing conferences. It offers a great suite of event marketing tools, including built-in email campaigns, ROI metrics, and lead tracking to assess your progress toward event attendance and revenue goals.
That said, many users report a learning curve to be able to get the most out of all the marketing features, so it requires some extra training to master all the details of the platform.
7. Planning Pod: Best For Event Planning Agencies
Event planning agencies will get a lot out of Planning Pod. It offers an organized interface where you can manage multiple events in dedicated client portals while designing proposals, floor plans, registration systems, and submitting invoices.
However, organizations that manage fewer events at once may find the interface too cluttered for their needs, so it’s best for larger-scale operations.
8. Swoogo: Best For Enterprise, Tech, And Media Organizations
Swoogo is a top choice for enterprise, media, and tech-focused organizations, allowing you to integrate several tools, create an event website, and customize registration to your liking.
The primary downside is that the features on the platform itself can feel limited. Swoogo relies on integrations with other software for elements like speaker management, analytics, and attendee engagement, so you’ll have to invest in more tools to get the most out of it.
9. Expo Pass: Best For Real Estate And Tech-Focused Expos
Organizations planning real estate or tech-focused expos will get a lot out of Expo Pass. It adds several helpful features, such as live floor maps, a smooth badge scanning system, and lead capture.
The downside is that the features aren’t as well-rounded as other options when you want to plan other types of events, such as workshops or training sessions.
10. RSVPify: Best For Small Events
Organizations looking for event management software for free may benefit from RSVPify. It’s a good starter event management software for small businesses and organizations that don’t have much of a budget. It includes a drag-and-drop design function, guest lists, email invites, and seating charts.
Being a free option, it’s limited in some aspects, and you’ll need to upgrade to a paid tool as your organization grows. You’re limited to 100 registered attendees, and the platform lacks a lot of customization options for branding, check-in, or session planning.
Choosing The Right Event Planning Tool For Your Organization
As you’re going through the event management software comparison, it’s important to know what to look for to choose the right one for your organization. Some key things to consider during event planning tool selection are:
- Will the features fit your organization’s needs now and as you grow?
- Does it handle the right event types and sizes?
- Does it integrate with the software you already use?
Associations and nonprofits looking for a tool that follows event management best practices, is scalable, and works for events of all sizes and types will benefit from Cadmium’s all-in-one solution, Eventscribe, that empowers each stage of event planning. Click here to learn more about how it can boost event performance and help your event planners succeed.
