In recent years, event organizers have witnessed the rise of virtual events from a novel idea to an integral part of the event industry. Online gatherings break down geographical barriers, enabling interactions on a large scale and providing organizations with unparalleled opportunities to connect with their audience.
Here’s the thing: none of this would work without the right online event management software. Finding the perfect fit can seem as tricky as finding a needle in a haystack. But don't worry, that’s exactly why we’re here. We've put together a straightforward guide to help you navigate through the choices.
The Rise of Online Event Management Software
During the pandemic, the world shifted gears towards remote work and digital collaboration, and the event industry was not to be left behind. From webinars to virtual conferences, the world saw a surge in online events, prompting a corresponding rise in the use of event management software.
Fast forward to today: Virtual event technology has become central to the success of virtual, hybrid, and even in-person events. Online event management software now offers deep integrations with popular CRM systems, real-time event analytics, and mobile app solutions, where onsite attendees can use their mobile phones as a second screen to watch an onsite keynote or session. Virtual event management tools have truly become the backbone of successful events!
Understanding Your Needs
Before jumping into the nitty-gritty of online registration and event management software, it's crucial for you to understand your own needs.
Are you planning a small online seminar or a large-scale virtual conference? Do you just need registration tools for a simple webinar or an all-in-one event platform for a hybrid event?
When it comes to event planning, no two events are the same, and neither are the tools you'll need to make them a success.
Key Features to Look for in Event Management Software
Your perfect online event management software should be like a Swiss army knife, equipped with all the necessary tools. Here are some key features to consider:
- Event Registration and Ticketing: Choose a registration and ticketing platform with highly customizable registration and ticketing workflows that work hand in hand with your CRM. Automations crucial for creating a smooth attendee experience and for capturing event data efficiently.
- Event Promotion: Access to a user-friendly event website builder and intuitive email marketing tools is key to successfully promoting future events.
- Check-In and Badge Printing: For virtual events, look for password-less check-in. For hybrid events, instead of having team members check in your attendees, offer self-check-in kiosks that also support badge printing for a fast, seamless attendee experience.
- Audience Engagement Tools: Keep your audience interested with interactive features such as live messaging, polls, surveys, gamification, virtual lounges, and speed networking.
- Real-Time Reporting and Analytics: Use event analytics to monitor ticket sales, registrations, and attendee engagement. No need for complex spreadsheets; event reports and dashboards typically contain all the event information you need to track.
- Customizable Templates: Customizable templates for event pages, registration forms, and email marketing campaigns ensure your branding remains consistent across all touch points. Beyond reinforcing brand identity, these templates are a boon for time savings!
- Multi-Event Management: f you're juggling multiple events, a feature that allows for managing them all in one place can significantly streamline event scheduling and operations.
- Mobile App For Attendees: Give onsite and virtual event participants a portable event hub they can carry in their pockets. A mobile app enables attendees to seamlessly check in, customize their agenda, watch sessions, and stay informed with real-time updates and notifications. They can easily connect with fellow attendees and engage in discussions through chat, polls, and Q&A sessions. At the same time, exhibitors can efficiently capture leads and arrange meetings, ensuring they leverage every opportunity the event has to offer.
- Mobile App for Admins: If you're an event planner managing multiple virtual and hybrid events, an event management app can boost your productivity while on the go.
- Venue Sourcing: For event professionals looking to secure hotel bookings and venue sourcing, this feature is key.
What To Consider When Evaluating Online Event Management Software
Aside from features, there are other factors to consider when evaluating online event management platforms:
Ease of Use and User Interface
Navigating the event planning process shouldn't be like trying to crack the Da Vinci Code. The software should be user-friendly, offering a simple yet functional design. Features like drag-and-drop website builders or intuitive floor plan designs can make the process a breeze.
Security and Privacy
Given the digital nature of these events, security should be a top priority. Look for software that prioritizes data security and privacy, providing features like secure payment processing and encrypted communications.
Customer Support and Services
Robust customer support is like the cherry on top. You want a team that's there for you, helping you troubleshoot any issues or answering queries promptly. Look for a virtual event platform that offers round-the-clock support in real time and has a solid reputation for customer service.
Software Pricing and Packages
Pricing is a critical aspect. Look out for software that provides clear invoicing and packages that scale according to your event size. It's about finding that balance between cost and functionality. Remember, the cheapest option might not always be the best fit.
Exploring Top Event Management Software Options
There are numerous event planning tools on the market, each boasting multiple features and functionalities. However, what counts is the software's adaptability to your unique needs.
Accelevents, Eventbrite, Bizzabo, and Cvent are some top-tier software solutions. Each of them supports virtual, onsite, and hybrid events.
Accelevents
Accelevents is an award-winning, enterprise-grade event management solution that supports virtual, hybrid, or in-person events at any scale. We cater to all types of events, including conferences, trade shows, expos, symposiums, career fairs, seminars, workshops, non-profit fundraisers, and more.
The platform's broad range of features includes an event website builder for creating branded event websites and customizable workflows for online event registration.
Accelevents also offers efficient event ticketing tools, comprehensive exhibitor and sponsor management, an agenda manager, and automated speaker onboarding.
Live streaming is made effortless with the option of using either an in-house broadcasting studio or a preferred A/V provider.
Boost attendee engagement with tools such as speed networking, gamification, virtual breakout rooms, and virtual lounges.
Accelevents also offers robust event apps for event attendees and event professionals so that everyone can stay connected at all times.
Lastly, the software features native integrations with popular CRMs and compatibility with Zapier and webhooks, ensuring seamless data flow across your event ecosystem.
Bizzabo
Bizzabo is a robust, cloud-based event management system that supports in-person, virtual, and hybrid event experiences. The platform empowers users to manage events, engage audiences, and deliver impactful business outcomes, all while keeping attendee data secure. Bizzabo offers features such as individual RSVPs and group registrations, ticketing, self-check-in, payment processing, social media promotion, sponsorship management, badge management, vendor & exhibit management, contact management, and marketing tools. With an integrated event calendar and reminder system, Bizzabo ensures your event gets noticed.
Cvent
Cvent is an event planning software with many beneficial features, including a mobile event app. This all-in-one platform efficiently manages attendees, clients, vendors, and guest lists, while also supporting sponsorship, venue, and travel management. It simplifies online event registration and facilitates social promotion. Lastly, the platform also provides opportunities for gathering feedback and conducting surveys.
Cvent caters to various events, including meetings, conventions, seminars, and trade shows. With its array of conference, meeting, and registration features, Cvent is a comprehensive event management tool.
Eventbrite
Eventbrite offers an intuitive platform for organizing, promoting, and managing events from a desktop or mobile device. Users can easily create event listing pages complete with analytics, customer support, and an integrated payment system. These listing pages include an embedded checkout for a seamless ticket-purchasing experience. For free events, Eventbrite waives its fees on free tickets. The platform's robust search engine optimization makes your events easily discoverable.
Making the Final Decision
Ultimately, choosing the best event management software comes down to understanding your event's needs and aligning those with what the software offers.
Compare features, evaluate pricing, check out customer reviews, and, if possible, book a demo. At Accelevents, we offer a free demo to explore our enterprise-grade event management platform. Because at the end of the day, our goal is to make your event planning and management as seamless and successful as possible.
In the realm of events, whether virtual, in-person, or hybrid, having the right event management software is crucial. It's about picking a tool that automates your processes, empowers your event marketing, and enhances the overall event experience. So, are you ready to host your next successful event? We can't wait to see what you create!
