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Often many people think event planning and event management are synonymous, but to be honest, event planning software is a subset of event management that focuses on the behind-the-scenes, nuts-and-bolts organizational aspects of events.
This category of event technology has a project management slant with tools that aim to increase productivity when planning multiple events, which is why you will find that many event planning software platforms include tools for managing:
Enterprise-level event software apps may also include event planning tools that assist with exhibitor management, sponsor management and more complex event logistics.
Online event registration and ticketing tools may make up the largest portion of the event management software market, possibly due to both the high demand for selling event tickets online and the potentially high profit margins.
You will commonly find the following features offered by various registration and ticketing platforms:
Note that it is common to see event planning software suites and event apps include registration and ticketing tools in their offerings.
When reviewing event registration tools, pay close attention to the following:
Online event design tools have become more and more popular over the last decade, and they have also become more sophisticated and feature-packed so that they more resemble graphic design software applications in both their user interface and the professional designs you can create with them. However, because many event layout solutions integrate with their own attendee management and check-in tools, they fall squarely under the event management software category.
Common features for event floor plan apps include element libraries (tables, chairs, furniture, etc.); customized room boundaries; reusable layout templates; automatic alignment of items; auto-generated layouts; and 2D and 3D representation.
Event organizers usually take one of two approaches in the marketing software tools they choose for their events:
Regardless of the path you decide to take, if your event management tasks include promoting and marketing your event, you should include this category of tools as part of your product evaluation as well as any necessary integrations with your existing event registration and ticketing tools.
Managing attendee registrations, contact information and outreach is a fairly common event management requirement, so it’s vital for most event and meeting planners to have a reliable event CRM solution for tracking this data.
In the past, a simple guest list tool would suffice in managing this data. But in this era of enhanced attendee engagement and analytics, you would be well served to identify an app that supplies more functionality, including:
Another way to engage attendees prior to and on event day is to deploy an event mobile app. Typically these are used for larger conferences, conventions and trade shows, but really you can use them for any event where you feel your audience would benefit from tools that simplify how they stay informed and connected at your event.
Event apps allow organizers to automate and consolidate many functions and resources into a single app on a smartphone or tablet, and so the most common uses of event apps include:
If you run an events-based business like an event venue or event planning firm, then you may want to consider event management platforms that include business and financial tools for managing clients and billing.
Often tools built specifically for the events industry will have particular features or functions that fit your needs better than generic business or financial tools, but this is something you will need to consider when making your assessment. And there may be certain business management tools (like for accounting, customer relationship management, word processing/spreadsheets, etc.) that don’t fall under the aegis of event management.
With that said, these are the most popular tools and features that are sought after by business-minded event professionals:
One thing to attend to is that if you use accounting software like Quickbooks, the business tools in your event management platform should integrate with your bookkeeping tool of choice. Otherwise you will be wasting lots of time double entering data into two software apps.
Any venue that rents out its space or engages in group sales or catering sales (which includes restaurants and hotels as well banquet halls and event facilities) is also in the events business, and as such needs event tech tools and venue software apps to help them run the events side of their business.
These venues will probably require some or all of the business tools mentioned above (especially the lead management and invoicing tools) as well as the following additional features:
Note that there is a difference between event venue software (which focuses on the ability to manage the events business and customers for a venue) and platforms for facility management (which focus on room and equipment reservations, maintenance, security, lease administration, etc. for an entire building or facility).
Possibly the newest form of event technology on this list, virtual event management software has grown in popularity in the 2000s as organizers and attendees alike have found value in exposing their live events to an Internet audience. Since the arrival of the coronavirus epidemic, this technology has experienced massive growth because it has enabled the events industry to take events online during periods of stay-at-home and social distancing during the COVID-19 threat.
How do virtual event tools fit into the world of event management apps? Mainly by enabling event professionals to self-broadcast events from a single location from multiple remote locations. In the past, these tools were used mainly for webinars and training purposes, but now you can find entire conferences and trade shows being broadcast virtually as well as smaller meetings and even social events.
While some virtual event management solutions offer online registration / ticketing and event marketing tools (like event websites, email communications and event apps), most of them include these features:
As you can see, event management software can i a wide variety of tools, features and functions, so it’s best to start your search knowing exactly what you need to accomplish and what jobs you want the software to do. Once you have that list, finding the right fit is just a matter of trying out the solutions that align with your needs.