Best Event Management Platforms and Their Features

Event planning nightmares are officially cancelled.

In an era where technology touches every aspect of our lives, event management platforms are emerging as the ultimate antidote to planning paralysis.

These digital maestros orchestrate every detail, from RSVPs to real-time analytics, leaving you free to focus on creating unforgettable experiences.

Prepare to bid farewell to scattered sticky notes and hello to event planning nirvana.

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What’s the Deal with Event Management Platforms?

These clever tools are crammed with everything you need to nail your event, whether it’s an intimate birthday party or a massive corporate event.

What These Platforms Actually Do

At their heart, event management platforms exist to simplify your life.

Think of them as your tireless, ultra-organized assistant.

They handle tasks like:

1. Guest list management
2. Invitation distribution
3. Schedule coordination
4. Budget tracking

Say goodbye to scattered spreadsheets and overflowing inboxes.

With an event management platform, everything’s centralized.

It’s as if Marie Kondo herself organized your event planning process – neat, efficient, and deeply satisfying.

The Magic of Centralization

The biggest perk? One-stop shopping for all your event details.

No more frantic email searches or sticky note scavenger hunts.

These platforms act as librarians for your event information – everything’s organized, cataloged, and easily accessible.

Need to check the vegan headcount for your gala? One click away.

Wondering about that venue deposit? Your budget tracker has the answer.

With all your event info under one digital roof, staying on top of things becomes child’s play.

Why Should You Consider Using an Event Management Platform?

Still not convinced? Let’s break down why these platforms are worth their weight in gold.

1. Time is Money (and Sanity)

First off, these platforms are major time-savers.

In the event planning world, time is a precious commodity.

When you’re not drowning in admin work, you can focus on the fun stuff – like dreaming up jaw-dropping decor or curating the perfect playlist.

Plus, all that saved time isn’t just good for productivity – it’s a lifeline for your mental health.

Less stress, more zen. That's the event management platform promise.

2. Organization is King

Great event planners are organizational ninjas.

And these platforms? They’re like organizational steroids.

Bid farewell to endless inbox scrolling or Post-It note archaeology.

Everything’s neatly stored in your chosen platform, ready at your fingertips.

3. Rev Up Those RSVPs

Getting people to show up can feel like herding cats.

But with an event management platform in your corner, corralling attendees becomes a breeze.

Many platforms offer slick, user-friendly registration forms that make signing up a snap.

Plus, they often send out automatic confirmation emails and reminders.

Less time chasing stragglers, more time perfecting those seating charts.

4. The Inside Scoop

Knowledge is power, right?

Well, these platforms are like crystal balls for your event metrics.

They serve up real-time insights into all sorts of juicy data points.

Want to compare ticket sales to last year’s conference?

Curious which social media posts are driving the most event page traffic?

Your platform has the scoop.

5. Communication is Key

Last but not least, these platforms are communication powerhouses.

They keep all your event-related conversations in one place, so crucial details don’t slip through the cracks.

No more wading through never-ending email threads or playing phone tag with vendors.

With built-in messaging and file-sharing features, everyone stays in sync.

Platform Must-Haves

When you’re on the hunt for the perfect event management platform, keep an eye out for these essential features:

Registration Made Easy

First and foremost, you want a platform that makes event registration a cakewalk.

Look for tools with intuitive, user-friendly registration forms.

Extra points if it can handle multiple ticket types and pricing tiers.

And if it offers waitlist functionality for those sold-out events? That’s the icing on the cake.

The Power of Automation

While we’re on the topic of registration, let’s talk about the magic of automated emails.

A top-notch platform will let you set up confirmation emails that fire off the moment someone signs up.

Some even let you pre-schedule reminder emails, giving your attendees a gentle nudge as the event date approaches.

Agenda Management

Unless you’re throwing a wildly improvised jazz concert, your event probably has some kind of schedule.

And keeping track of who’s speaking when and where can be a logistical nightmare.

Enter: agenda management features.

A solid event platform will let you easily create and share a detailed schedule with your attendees.

Some even offer drag-and-drop functionality, so you can rearrange sessions on the fly without breaking a sweat.

Real-Time Updates 

Imagine this: it’s the day of your conference, and your keynote speaker is stuck in traffic.

With a traditional printed agenda, you’d be scrambling to inform everyone about the last-minute schedule change.

But with an event management platform? You can push out real-time updates to your attendees’ smartphones or laptops.

Crisis averted, and your reputation as an event planning wizard remains intact.

CRM Integration

If you’re not already using a CRM (that’s fancy talk for customer relationship management) system, you might want to sit down for this one.

When your event management platform plays nice with your CRM,
magic happens.

Suddenly, all that valuable attendee data you’ve been collecting flows seamlessly into your main contacts database.

That means you can track event attendance history, monitor engagement over time, and even identify your most loyal supporters.

The Power of Personalization

But wait, there’s more!

With CRM integration, you can start to really personalize your event follow-up.

You could send targeted emails to first-time attendees, thanking them for coming and inviting them to connect further.

Or craft the perfect post-event survey, tailored to each attendee’s unique experience.

With all that juicy data at your fingertips, the possibilities for meaningful engagement are endless.

Budgets Matter

Last but certainly not least, let’s talk money.

No matter how big or small your event, staying on budget is crucial.

And while Excel spreadsheets are better than nothing, they’re not exactly the most user-friendly tool for tracking expenses.

That’s where event management platforms come in clutch.

Many of them offer comprehensive budget management features that make it easy to monitor your spending in real-time.

You can set up custom categories, track vendor payments, and even generate financial reports with just a few clicks.

Keep Your Eye on the Prize

But it’s not just about the money going out – it’s also about the money coming in.

A good event platform will also help you stay on top of ticket sales and other revenue streams.

With real-time sales data at your fingertips, you can make informed decisions about everything from marketing strategies to staffing needs.

And if you’re running a fundraising event? Some platforms even offer built-in donation processing and tracking.

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Exploring the Top Event Management Platforms

Now that you know what to look for, let’s dive into some of the heavy hitters in the event management world:

Eventbrite

Pros:

• User-friendly interface
• Powerful promotional tools
• Mobile app for attendees

Cons:

• Fees can add up for paid events
• Limited customization options
• Hit-or-miss customer support

Eventbrite’s integration capabilities are a big plus for event organizers looking to streamline their operations.

The platform plays well with popular tools like Mailchimp, Zoom, Salesforce, and social media platforms.

This makes it easier to manage marketing efforts, sync data across different tools, and boost attendee engagement through automated communications and analytics.

Another cool feature? Embedded checkout.

This lets organizers sell tickets directly on their websites without sending users to Eventbrite’s site.

It’s a smoother experience for everyone involved.

Cvent

Pros:

• Comprehensive features for large-scale events
• Extensive reporting and analytics
• Venue sourcing capabilities

Cons:

• Steeper learning curve
• Higher price point
• Overkill for smaller events

Cvent is a powerhouse for global enterprises.

It excels with its support for multi-lingual events and complex compliance requirements, like GDPR.

The platform also offers advanced mobile app features.

Attendees can engage in real-time with interactive maps, personalized agendas, and live polling.

Cvent’s ability to handle large volumes of data makes it a strong choice for organizations that need to track detailed metrics across multiple events.

It helps them refine strategies and optimize future events based on actionable insights.

Whova

Pros:

• Stellar networking features
• Customizable event agenda
• Strong focus on attendee engagement

Cons:

• Can be overwhelming for first-time users
• Pricier for smaller events
• Limited integration with some third-party tools

Whova’s standout feature is its award-winning event app.

It’s been recognized for excellence in enhancing attendee experience.

The app lets participants network, create personalized agendas, and access all event information in one place – even offline.

Whova also offers robust post-event engagement tools, like event feedback surveys and networking follow-ups.

These features help organizers maintain attendee interest and gather valuable insights long after the event has wrapped up.

It’s particularly effective for organizations looking to build lasting connections with their audience.

Hopin

Pros:

• Seamless virtual and hybrid event management
• Engaging interactive features
• Real-time event analytics

Cons:

• Setup can be complex
• Higher costs for larger events
• Less flexibility in customization

Hopin stands out for its ability to scale to events of virtually any size, from small webinars to massive conferences with tens of thousands of attendees.

One of Hopin’s strengths is its flexibility in hosting different types of content, including live-streamed keynotes, pre-recorded sessions, and interactive workshops, all within the same event.

Hopin also offers a unique networking feature called “speed networking,” which randomly matches participants for short, timed video calls.

It’s a clever way to simulate those serendipitous interactions that happen at in-person events.

Asana

Pros:

• Fosters team collaboration
• Versatile task management
• Free plan available

Cons:

• Not purpose-built for events
• May require additional tools for comprehensive event management
• Limited reporting capabilities

Asana’s integration ecosystem is a major asset for teams looking to extend its capabilities beyond project management.

It connects seamlessly with over 100 apps, including Slack, Google Drive, Microsoft Teams, and Zapier.

This enables teams to automate workflows and consolidate various tools into one cohesive system.

It’s an adaptable choice for teams that need to collaborate across different platforms and keep all their work in one place.

This enhances efficiency and reduces the time spent switching between applications.

HeySummit

Pros:

• Tailor-made for virtual summits
• Robust speaker management tools
• Effective built-in marketing features

Cons:

• Not suitable for in-person events
• Steeper learning curve
• Less ideal for large-scale conferences

HeySummit excels in content repurposing, a feature that allows event organizers to maximize the value of their events long after they’ve concluded.

The platform makes it easy for hosts to convert live sessions into on-demand content, which can be sold or offered as part of a membership package.

This capability is particularly beneficial for creators and educators who want to monetize their content beyond the initial event.

Additionally, HeySummit’s integration with marketing automation tools like Mailchimp and ConvertKit helps to nurture leads and build a community around the event content.

Airmeet

Pros:

• Wide range of interactive tools
• Highly customizable event experiences
• Strong focus on networking

Cons:

• Advanced features come at a higher cost
• May be overkill for smaller events
• Integration with some third-party tools can be tricky

Airmeet stands out with its comprehensive support for hybrid events, allowing organizers to blend in-person and virtual experiences seamlessly.

The platform’s “Social Lounge” is a notable feature that mimics the informal networking atmosphere of a physical event.

Attendees can move freely between virtual tables, engage in group discussions, and participate in private meetings.

Airmeet’s commitment to enhancing attendee engagement is further reflected in its gamification tools.

These include leaderboards and event-specific challenges designed to encourage interaction and participation.

This makes the platform particularly appealing for events where networking and attendee interaction are critical.

Making the Right Choice: Factors to Consider

When it comes to picking the perfect event management platform, keep these key points in mind:

1. Event Size and Scale: Some platforms shine for intimate gatherings, while others are built for grand-scale extravaganzas. Think about the scope of your event and choose accordingly.
2. Budget Considerations: Make sure the pricing structure aligns with your financial game plan, especially if you’re planning multiple events throughout the year.
3. Must-Have Features: Don’t get dazzled by shiny bells and whistles you’ll never use. Focus on the features that truly matter for your specific event needs.
4. Ease of Use: A platform that’s a nightmare to navigate will only add to your event planning stress. Look for options with intuitive interfaces and user-friendly designs.

The Rise of End-to-End Event Management Platforms

As the events industry evolves, one of the biggest trends for 2024 is the increasing adoption of comprehensive, end-to-end event management platforms.

This shift is driven by the need for greater efficiency, cohesion, and data integration in event planning and execution.

The Problem with Multiple Tools

Currently, 81% of event planners juggle between 2-5 different event technology software to manage their onsite events.

This fragmented approach often leads to:

• Increased operational complexities
• Higher costs
• Lack of cohesion in the attendee experience
• Inefficiencies in data management and analysis
• Increased workload for event planners

As Pierre Metrailler of SpotMe notes,

The Benefits of End-to-End Platforms

Adopting a single, comprehensive event management platform offers numerous advantages:

1. Streamlined Operations: A unified platform reduces the complexity of managing multiple systems, saving time and resources.
2. Cost Reduction: Using one platform instead of multiple tools can significantly lower overall technology costs.
3. Improved Attendee Experience: A cohesive platform provides a seamless experience for attendees, from registration to post-event engagement.
4. Enhanced Data Integration: End-to-end platforms allow for more comprehensive data gathering and analysis, providing valuable insights into attendee behavior and preferences.
5. Real-Time Analytics: Many modern platforms offer real-time insights, allowing organizers to make data-driven decisions during the event.
6. Simplified Workflows: End-to-end solutions often feature automated workflows, reducing manual tasks and potential errors.

Many leading platforms provide a complete ecosystem for event management, offering everything from website creation and registration to attendee engagement and post-event surveys.

This integrated approach allows organizers to manage all aspects of their event from a single, user-friendly interface.

For example, platforms like Cvent and Eventbrite offer powerful tools for creating custom event websites.

These sites serve as a central hub for potential attendees to learn about the event, register, and access important information.

The ability to design a professional, branded website without extensive coding knowledge is a game-changer for many organizers.

Streamlining Registration and Payment Processes

One of the most critical aspects of any event is the registration process.

Online platforms have revolutionized this by offering secure, efficient registration and payment systems.

Attendees can easily sign up, select ticket types, and complete their payment all in one seamless transaction.

Many platforms also offer flexible payment options, including the ability to process multiple currencies or offer installment plans for larger events.

This flexibility can help increase registration rates and make events more accessible to a wider audience.

Enhancing the Exhibitor Experience

For events featuring exhibitors, many online platforms offer specialized tools to help them maximize their presence.

These might include:

• Virtual booth creation tools
• Lead capture and management systems
• Scheduling tools for one-on-one meetings with attendees
• Analytics dashboards to track engagement and ROI

These tools help organizers attract more exhibitors and sponsors, ultimately enhancing the overall value of their event.

Your Event, Your Way

At the end of the day, the right event management platform is the one that helps you create an unforgettable experience for your attendees.

It’s all about finding that sweet spot between your needs, your budget, and the platform’s capabilities.

So, take a deep breath, do your homework, and choose wisely.

With the right tools in your arsenal, you’ll be able to plan, execute, and crush your events like a true pro.

Remember, the goal is to make your life easier, not harder.

Don’t be afraid to experiment, ask questions, and lean on the expertise of others.

The event planning community is a friendly bunch, always ready to lend a helping hand.