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Organizing an event, regardless of size, can be stressful and overwhelming. There are countless details to manage, from planning and promotion to registration and post-event follow-up. Event planning is considered one of the top 5 most stressful professions, with some event planners working up to 20 hours a day. You need to consider multiple factors, such as the venue, accommodations, transportation, invitations, and more, to make the event successful. But what if you had a selection of tools to lighten your load? This is where event management tools come in to save time managing logistics and make your event more enjoyable for attendees.
The use of event management software is on the rise and is being adopted by a significant percentage of event planners for various reasons. Capterra’s study found that 90% of event planners use event management software to plan and manage events. The top features used by event planners are registration/ticketing (96%), event website creation (93%), and attendee management (91%). However, the right event planning software can make all the difference. With many events already back to in-person and on-site, we have highlighted the right event management tools for virtual or hybrid events.
Event management tools help event planners manage various aspects of an event, from planning and promotion to registration and attendee engagement. These tools can help streamline the event planning process, save time and resources, and provide a better overall experience for event planners and attendees alike. Event management tools typically offer a range of features and capabilities that handle almost all tasks related to event execution, such as:
Event management software and tools are critical for event planning, execution, and post-event analysis. They streamline the event planning process, from registration to attendee management, session scheduling, and communication. These tools automate event-related tasks such as sending invitations, tracking RSVPs, managing event budgets, and facilitating networking opportunities. With real-time data and analytics, event planners can gain insights into attendees' behavior and make informed decisions to enhance future events.
Choosing the best event management tool can be challenging as there are countless options available on the market, each with its unique features and capabilities. According to a survey conducted by Capterra, a company that provides reviews and ratings of software, 90% of event planners use event management software to plan and manage their events. It is essential to consider various factors such as budget, event size, type of event, and specific features that are crucial for your event to streamline the process of selecting the appropriate event management tool. Here are some key factors to remember before choosing the best event management tool for your event.
The first consideration when choosing an event management tool is the size and complexity of your event. For instance, if you're planning a small event with just a few attendees, you may not need an all-in-one event management tool with robust features. On the other hand, if you're planning a large event with multiple sessions, speakers, and attendees, you'll need a tool that can handle all these complexities.
Ensure that the tool you choose has all the features and functionalities you need to manage your event efficiently. Here are some of the key features to consider:
The ability to handle online registration and ticket sales is critical for any event management tool. It should allow you to create customizable registration forms, set ticket prices, and track attendee data.
Many event management tools include website creation capabilities, allowing you to build a custom website for your event. Look for tools that offer templates, drag-and-drop editors, and integration with your registration and ticketing systems.
The tool should have features for managing attendees, including tracking attendance, managing cancellations and refunds, and sending automated communications like confirmations and reminders.
Look for tools that offer event marketing features such as email campaigns, social media integration, and targeted advertising to promote your event.
A mobile app can help attendees stay organized and engaged during the event. Look for event management tools that can create custom apps for your event, including schedules, maps, networking features, and more.
The ability to track and analyze attendee data is critical for evaluating the success of your event. Look for tools offering data analytics and reporting features, such as attendee demographics, ticket sales, and engagement.
If your event requires onsite management, look for tools that offer features like attendee check-in, badge printing, and session tracking to streamline the process.
The event management tool should be user-friendly with intuitive navigation to ensure ease of use. With a user-friendly tool, event planners can streamline the event planning process, reduce errors, and increase productivity. This is especially important if you are not tech-savvy or need a dedicated tech team to manage the tool.
The tool should integrate with other essential software or systems in your event planning, such as CRM, email marketing, or payment gateways. Make sure that the event management tool you choose integrates seamlessly with them to avoid any major problems before and during the event.
Another feature to consider is the level of customization the event management tool provides. Depending on your event type, you may need to customize the tool to align with your brand, event theme, event registration page, email templates, and other specific requirements. Look for an event management tool that offers customization options to create a personalized event experience.
Many tools offer different pricing plans based on the number of attendees, features included, and length of time needed. Choosing a tool that fits your budget and offers the necessary features and support for a successful event is essential.
An effective event management tool should provide seamless client experience and support for both event planners and attendees. This includes an easy registration and ticketing process, clear instructions regarding event information and communication, and easily accessible customer support in case of issues or questions. Look for event management tools that offer multiple customer support channels, such as phone, live chat, or email. It's also essential to check support hours and response time, so you can ensure access to help when you need it.
You can choose the best event management tool by evaluating these factors and considering your specific event management needs. This will help you plan, execute and manage successful events.
Here are the ten best event management tools to help you execute your event.
Hubilo is an end-to-end event management platform with diverse features and tools for event planners to organize and host successful events. One of Hubilo's key strengths is its adaptability to different types of events and webinars. Whether it's a small business conference, a large trade show, or a webinar, Hubilo offers customizable solutions catering to different events and event sizes. In addition, Hubilo offers a seamless user experience with an intuitive interface that makes event planning and management easy and efficient. The platform allows event planners to create customized event pages and registration forms, and manage attendee lists, among others.
Another important aspect of Hubilo is its data analytics capabilities allowing event planners to track performance, measure ROI, and make data-driven decisions for future events. This feature helps event planners better understand attendee behavior and preferences and make improvements for future events. Furthermore, Hubilo offers attendee engagement tools such as gamification, live polls, Q&A sessions, and social media integration. These features help increase attendee engagement and make events more interactive and memorable.
Hubilo offers flexible pricing plans for different events and budgets. The platform offers a range of pricing options, from basic plans for small events to enterprise-level plans for larger and more complex events. This flexibility in pricing ensures that event planners at every level can choose the plan that best fits their needs and budget. Additionally, Hubilo provides 24/7 customer support to its users, offering quick and efficient assistance with any issues that arise during event planning and management. Their support team is highly responsive and provides expert guidance on how to make the most of the platform's features and tools.
Boomset is an all-in-one event management platform that provides solutions for event planners and organizers to streamline and simplify the event planning process. With a user-friendly platform, Boomset offers a range of features, including registration, ticketing, check-in, lead retrieval, and reporting. The software is flexible and caters to various types of events, from small meetings to large-scale conferences and trade shows. Key features include guest check-in, badge printing, kiosk check-in, facial recognition, RFID management, access control, gamification, item redemption, onsite services, and lead retrieval.
Boomset offers customizable branding options, including event badges and registration forms tailored to match the event's branding and theme. It offers a range of integrations with other event technology platforms, such as CRMs, marketing automation tools, and payment gateways. Boomset provides 24/7 customer support to its users, providing quick and efficient assistance with any issues that may arise during the event planning and management processes.
Whova is a comprehensive event management platform with a wide range of features to streamline and plan all events. With its intuitive interface, event planners can easily manage event registration, create personalized agendas, and send event updates to attendees. Whova also offers networking tools that enable attendees to connect, schedule meetings, and participate in group discussions. Another key feature of Whova is its customizable mobile app. This allows attendees to access event information, live polling, and participate in interactive sessions. Whova's powerful data analytics capabilities also enable event planners to measure event ROI, track attendee engagement, and make data-driven decisions for future events. With flexible pricing plans and 24/7 customer support, Whova is an ideal solution for event planners looking to simplify the event planning process while enhancing attendee engagement and the overall event experience.
GlueUp is an all-in-one event management platform that offers event planners an extensive array of features and tools to organize and host successful events. With its intuitive interface and comprehensive suite of features, GlueUp helps event planners manage event registration, ticketing, and payment processing and create customizable event pages. GlueUp also offers powerful networking tools allowing attendees to connect, schedule, and participate in group meetings. GlueUp offers robust marketing automation capabilities, enabling event planners to promote their events through email marketing, social media, and other channels. The platform's analytics and tracking capabilities enable event planners to track performance, measure ROI, and make data-driven decisions about future events.
Eventbrite is an event management platform that offers a comprehensive suite of event ticketing and marketing tools and features to create and promote successful events. With its easy-to-use interface, event planners can effortlessly create and personalize event pages, handle registration and ticketing, and promote events on various platforms. Eventbrite also offers built-in event analytics that provides valuable insights into event performance, attendee behavior, and ticket sales. Another feature of Eventbrite is its powerful integrations with third-party platforms such as Salesforce, Mailchimp, and Zapier. The tool allows event planners to automate workflows and streamline event management tasks. Additionally, Eventbrite offers flexible pricing plans for different event sizes and budgets, making it an ideal option for small and large-scale events.
Social Tables is a leading event management platform that offers tools and features to help event planners streamline their workflow. One of the key strengths of Social Tables is its intuitive drag-and-drop floor plan design tool, which allows event planners to create and customize event layouts. This feature is useful for managing complex seating arrangements and floor plans for large events. Additionally, Social Tables offers a range of collaboration and communication tools that enable event planners to work with team members and vendors in real-time. The platform also offers an attendee management tool that allows event planners to manage attendee lists, assign seating arrangements, and track attendee engagement. Another standout feature of Social Tables is its robust integration capabilities with other event management tools and platforms.
Wild Apricot is an all-in-one membership management software for event management. This platform provides a comprehensive solution for managing all aspects of an event, including registration, ticketing, payment processing, and attendee communication. One of Wild Apricot's key strengths is its ability to handle complex event management needs, such as recurring events and multi-session events. Additionally, the platform offers a wide range of customization options. The tool allows event planners to tailor event pages, registration forms, and other materials to match their branding and theme. Wild Apricot also provides tools for managing attendees, including personalized emails, tracking attendance, and managing waitlists. The platform is intuitive and user-friendly for an event planner looking to have a seamless and efficient planning process. Wild Apricot offers affordable pricing plans that cater to a range of budgets, making it an accessible option for organizations of all sizes.
A2Z Events is a cloud-based event management tool to help event planners organize and host successful events. One of A2Z Events' key strengths is its comprehensive suite of tools for managing event logistics, such as exhibitor management, floor plans, and booth assignments. The platform also offers a powerful event website builder, allowing event planners to create custom event websites easily. In addition, A2Z Events offers a range of marketing and promotion tools, including email marketing, social media integration, and analytics. These tools help event planners increase attendance and engagement. Additionally, A2Z Events' analytics and reporting capabilities offer valuable insights into attendee behavior and event performance.
Accelevents is a comprehensive event management tool with features designed to help event planners and organizers create and host successful events. With its virtual and hybrid event capabilities, Accelevents is an ideal solution for event planners looking to take their events online. The platform offers a range of tools for virtual event creation, including live streaming, pre-recorded videos, and real-time engagement features such as polls, Q&A, and gamification. Accelevents offers features to help planners manage in-person events, such as event registration, ticketing, and check-in. The platform's data analytics tools allow planners to measure event performance, track attendee behavior, and identify areas for improvement. Accelevents also offers flexible pricing plans, making it an affordable option for events of all sizes and budgets.
Aventri, now re-branded as Stova, is an all-in-one event management platform designed to help event planners streamline and automate the event planning process. With Aventri, event planners can easily manage tasks such as event registration, attendee management, event promotion, and post-event analysis. One of the key strengths of Aventri is its flexibility, allowing event planners to customize the platform to suit their specific needs and preferences. Aventri also offers advanced features such as data analytics and reporting, mobile event apps, and integrations with other popular event management tools. Additionally, Aventri provides 24/7 customer support to its users, with a team of experienced event professionals ready to help whenever needed.
Using an all-in-one event management tool can significantly simplify the event planning process and improve the overall event experience for organizers and attendees alike. Now that we've laid out this popular event planning software breakdown, you can confidently decide which options you want to explore further. Each of the event management tools mentioned above offers unique features and benefits. This makes it important to consider your specific needs and budget when choosing the right tool for your event. Each event will look different, especially as the format shifts from virtual to in-person or hybrid. So remember, the "best" event software isn't the same for everyone. With the right event management tools, you can save time, increase efficiency, and ultimately host a successful and memorable event. Finding the right solutions for your event while choosing your event software platform will help you organize an immersive event.
Get in touch with the team today to find out how Hubilo’s all-in-one event management solution can help you create impactful corporate events. Our all-in-one solution has countless other features that will help you organize and manage all other aspects of your events, whether virtual, hybrid, or physical. Request a demo to learn more details about our features!
Hubilo is the webinar platform built for marketers that helps you 2X your pipeline. Founded in 2015, Hubilo's powerful engagement features, dedicated client experience team, and custom branding tools have helped create over 12K virtual events & webinars, creating hundreds of millions of minutes of high-engagement experiences and counting. Headquartered in Bengaluru and San Francisco, Hubilo's 200+ employees are dedicated to enabling webinars & virtual events that convert.
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