Event planning is a key tool in any company’s marketing strategy. It offers a personal experience for brands and potential customers, letting them develop long-lasting (and profitable) relationships.
Planning them and overseeing everything as the event takes place is tricky, especially with conferences. Conference app, also known as event app and event mobile app, solve this.
I know what you’re probably thinking; exactly what are these conference mobile apps, and why should you use them? They’re tools you can use to organize, track, and manage your event. They give you a bird’s eye view of the event as you’re planning it and as it plays out.
If everything was that simple, I’d just leave it at that. As both of us know, however, nothing’s ever that simple.
How do you pick the best conference apps for you, what kind of benefits do they offer, and is there anything else you need to know? These are all probably running through your head, and I’m happy to guide you through them.
Let’s dive in.
What are Conference And Event Apps?
First things first; what are event apps? As you could guess from the name, they’re mobile apps for conferences that let event organizers better map out their event and keep abreast of everything as it takes place.
See it as a central hub that includes everything you need to know and do for the event. Using this, you can collect information about your attendees, determine what they’re doing, and make actionable decisions.
You’re not the only one who’ll be using these apps, however. Quite the opposite. Attendees will be using them, too. While that means persuading them to install the conference mobile apps you’re using, it shouldn’t be too difficult. You can persuade them relatively easily by highlighting the benefits they’ll see with them.
The event apps they install can be used as their guide to the event as it happens. They can use it to figure out what’s going on, when it’s happening, and even where it’ll take place. It makes attending the event much easier.
What Event App Shows To Attendees
While you’ll get insight into everything to do with the event, as well as a significant amount of data, your attendees will see something different. It’ll show them:
- The event’s agenda and schedule so they don’t miss out on anything they’re interested in.
- Sponsor and exhibitor listing, as well as where they can be found.
- A venue map so they can get around with ease.
- Notifications about any changes in your event as soon as changes are made.
- Surveys and polls so they can engage with your event much better, which gives you more insight about what they’re thinking.
- Biographies of any speakers and a description of each of the events taking place during your conference.
Some of the best conference apps include each of these, and more. You’ll have to add all of these to the events app you’re using before the conference itself actually takes place. Take full advantage of what you can include with the app you’re using.
Benefits Of Using Event Apps
You might already be wondering, ‘why do I need mobile apps for conferences?’ I wish the answer was pretty clear-cut, but it isn’t. You could find you don’t need it, especially if you’re throwing quite a small event with only a few attendees. It’s easy to manage these without needing any software or apps.
Anything larger than that gets a lot more complicated, though.
If a few thousand people are coming to your event, and there are over 100 exhibitors and speakers, it’s easy to lose track of things pretty quickly. Conference mobile apps are designed specifically for these kinds of events. While they’ll only really be helpful for large events, they could prove essential.
You’ll benefit from using these event apps in several ways:
- You can keep all event-related information in one place. It’ll let you be much more organized because of that.
- It’ll let you connect with attendees much more easily. The conference apps you choose can make everything feel much more personal, making the event more effective for your marketing.
- It’ll boost engagement rates. You can send out surveys, Q&A’s, polls, and much more, letting you actively engage with your attendees.
- You’ll get comprehensive analytics. These let you make much more informed decisions while figuring out what’s going right and what you’re doing wrong. If you’re like me, you can use that to plan out your future events better.
Statistics
Statistics back-up how essential some mobile apps for conferences can be. G2 estimates 91% of event planners claim event apps are integral for their conference’s success. Markletic, on the other hand, says 78% of companies that use conference mobile apps believe the app played a role in their return on investment.
These apps are an integral part of running an event and making sure it goes well. Don’t just go for the first app you come across, though. With the wealth of options you’ll have, it’s worth making sure you get the right one for you.
I know I spent a decent amount of time making my decision, and there’s no reason why you shouldn’t, either. To take some of the effort out of the equation, I put together a list of some of the best conference apps I could find.
What Are the Best Event/Conference Apps?
Choosing the best conference apps isn’t exactly easy. To figure it out, I spent a decent bit of time going through some of the most popular options. I went through each of their features, determined how useful they were, and decided on whether they were worth what they were charging.
After a little while, some of the conference apps stood out more than their competitors. I’ve ranked the top ten, so you can come to a quick and easy decision. Each of them have their pros and cons, so it’s worth being informed about them.
Eventify
Eventify simplifies and elevates the event planning process, making it the ideal solution for managing all types of events, from hybrid to in-person to virtual. With its comprehensive suite of features, Eventify enables you to conduct events with ease, drive engagement, and monitor event performance.
Top features of Eventify
Registration
- Event Tickets: Sell tickets online and manage user registrations.
- Attendee Check-in: Online and on-site attendee check-in with QR scan.
- Abstract Management: Seamless abstract management with innovative tools.
- Badge Printing: Print badges and check-in guests effortlessly on arrival.
Engagement
- Matchmaking: All-in-one B2B matchmaking for attendees.
- Chat & Meetings: 1-1 messaging and meetings to increase attendee engagement.
- Social Feed: Private social network feed for events.
- Community Forum: Forum or group messaging on predefined topics.
- Poll & Live QA: Create live polls and Q&A sessions.
Content Management
- Schedule: Event tracks and sessions organized by date and time.
- Speaker Profile: Detailed information for speakers.
- News: A news section for event-related announcements.
- Event Guide: A customizable event help and support guidebook.
- Gallery: An event photo gallery hosted by attendees.
Exhibitors & Sponsors
- Product Showcase: Comprehensive exhibitor and sponsor pages.
- Sponsored Ads: Built-in ads for sponsor visibility.
- Lead Scanning: All-in-one lead and contact scanning and export.
- Interactive Maps: Tappable interactive booth and floor maps.
Communication
- Push Notifications: Instant push notifications to attendee app.
- Email Notifications: Instant email notifications to attendees.
- Email Designer: Drag and drop email template designer.
Gamification
- Custom Challenges: Customizable challenges for attendees.
- Amazing Rewards: Incentives such as certificates and gift coupons for attendees.
- Leaderboard Points: Global attendee gamification leaderboard.
Survey
- Session Rating: Get session ratings and feedback from attendees.
- Surveys: Create your own surveys for attendees.
- Dynamic Form Builder: Drag-and-drop form builder for checkout, survey, and profile.
Analytics
- Multiple Dashboards: Real-time insights on multiple fronts.
- Attendee Engagement: Detailed attendee engagement analytics.
- Sales Report: Detailed ticket sales report with statistics.
Pricing
Starts at $1 / attendee - ALL FEATURES INCLUDED!
Starting From $999 /Event
Whova
Whova is a comprehensive and innovative event management software that streamlines the process of planning and executing events, be it virtual, hybrid, or in-person. From creating a website and handling registration, to engaging attendees and tracking performance, Whova has everything you need to make your event a success.
Here are some of the key features of Whova
- Lead Retrieval: Improve business opportunities and lead capturing at trade shows with Whova's lead retrieval app.
- Website Creation: Build event websites using preconfigured templates and monitor social media activities with the centralized dashboard.
- Virtual Conferencing: Engage with attendees through live streaming, pre-recorded videos, and various networking tools.
- White-Labeled Mobile App: Stay connected with attendees, take notes, share documents, and more with the white-labeled mobile event app.
- Ticketing & Registration: Customize event tickets and registration forms to fit your event's requirements.
Pricing
Request For Pricing
Hopin
The Hopin mobile app is aimed at transforming the event experience by connecting people both physically and virtually. The app, developed by Topi which was acquired by Hopin in 2020, offers features such as discovering new events, joining events, engaging via chat, people, and polls, seeing attendees who are attending virtually or physically, and one-on-one video networking.
The mobile app is an extension of the Hopin web app and is designed to bring the same great event experience to attendees' phones. The Hopin mobile app also serves as an additional device for attendees to stay updated on the events happening at the same time. The company plans to release new mobile app features later this year to make people, not places, the heart of events.
Key features of Hopin
- Join and watch live events hosted daily on Hopin
- High-quality video and sound for live sessions
- Interact with attendees via live chat, polls, private and group video meetings
- View event agenda and bookmark sessions and experiences of interest
- Make connections and meet new people with one-on-one video networking
- Explore event booths for deals, resources, and sponsors
- Join from multiple devices, watch sessions on desktop and engage on mobile
- One-on-one video networking matches you with other attendees for direct phone connections.
Pricing
Hopin has a confusing pricing which looks very attractive in the start but you don’t get all the features.
As of 6 Feb 2023, they have a free plan upto 100 registrants and 1 admin with some core features of upto 2 hours of an event. Honestly speaking, no event runs for just two hours. Further their ticketing commission is 2% for advance plans. Overall its more targeting the virtual conference and not very focused for in-person events.
Guidebook
Guidebook is a mobile app platform that provides a customizable platform for building and distributing custom event, tour, and campus guides. The platform offers features such as interactive maps, agendas, schedules, speaker bios, and social media integration. It allows users to create engaging, up-to-date, and accessible guides that can be accessed offline. Guidebook is also used by event organizers, universities, and businesses to enhance the user experience and provide real-time information to attendees.
Key Features of Guidebook
- Event Agendas and Schedule
- Floor Plans/Maps
- Social Media Integrations
- Attendee Networking
- Attendee Surveys
Pricing
The pricing starts with $6 per user per month and approx $3750 annually with a two year lock in. They also have Branded apps for $7000 annually with a two year lock in.
Aventri
Aventri features include
- Attendee Management: Includes tools for registration, ticketing, and check-in.
- Agenda and Session Management: Helps you create, manage and publish engaging agendas for your events.
- Logistics and Operations: Includes tools for venue selection, vendor management, and on-site operations.
- Analytics and Insights: Provides detailed insights and analytics on your events, attendees and activities.
- Marketing and Promotion: Includes tools for event promotion, email marketing, and lead generation.
- Mobile App: Aventri offers a mobile app for attendees, providing them with real-time event information, schedule updates, and more.
- Integrations: Integrates with a range of other tools and platforms, such as payment gateways, maps, and scheduling tools.
- Customization: Allows you to customize the look and feel of your event to match your brand and aesthetic.
- Support and Services: Aventri provides comprehensive customer support, including training and onboarding, to help you make the most of their platform.
Pricing
Stova (Formerly Meetingplay & Aventri) doesn’t provide any pricing information on their site. However some review sites say the pricing starts with $3000 ( Source : https://comparecamp.com/aventri-review-pricing-pros-cons-features/ )
Bizzabo
Bizzabo is a cloud-based event management software that provides a comprehensive solution for event organizers. From start to finish, Bizzabo helps you plan, promote, and execute successful events with ease. Whether you are planning a small meeting, a large conference, or a trade show, Bizzabo has the tools you need to create an engaging and memorable experience for your attendees. With its user-friendly interface, robust feature set, and seamless integration with other tools and platforms, Bizzabo is a versatile solution that can be customized to suit the needs of your organization. By streamlining event management processes and providing valuable insights and analytics, Bizzabo helps organizations to achieve their event goals and deliver successful events.
Top features of Bizzabo include
- Event Creation and Management: Includes tools for event creation, agenda building, ticketing, and more.
- Attendee Management: Provides tools for attendee registration, check-in, and engagement.
- Marketing and Promotion: Includes tools for event promotion, email marketing, and lead generation.
- Analytics and Insights: Provides real-time insights and analytics on your event, attendees, and activities.
- Networking and Engagement: Offers a range of tools and features to help attendees connect and engage with each other, including a mobile app, matchmaking, and more.
- Integrations: Integrates with a range of other tools and platforms, such as payment gateways, maps, and scheduling tools.
- Customizable Event Pages: Allows you to create custom event pages to promote your event, share information, and provide updates to attendees.
- On-Site Management: Includes tools for on-site operations, logistics, and staff management.
- Live Streaming and Virtual Events: Supports the creation and management of virtual and hybrid events, with live streaming, video conferencing, and more.
Pricing
Bizzabo doesn’t disclose any pricing information, but some users at Capterra (https://www.capterra.com/p/135385/Bizzabo/#pricing) have mentioned that it starts with $15000/year.
Swapcard
If you’re focused on your ROI, then Swapcard is one of the better options to go with. Its tracking features are better than many other event apps, which is why it stands out. It uses a relatively generic platform, though, and it’s a little difficult to rely on, given its limited adoption.
Swapcard Features
- Harness the power of AI for tailored suggestions and seamless experiences.
- Dedicated in-person support, on-site registration, and an interactive mobile app to unite your audience.
- An all-encompassing platform designed for efficient event management.
- Unlock a world of revenue opportunities with exhibitor marketplaces, lead generation resources, customizable advertising, and data-driven income channels.
Pricing
Starting at €5,990/year* (Dated: 10/27/2023)
Core-Apps
Core-Apps gives you a comprehensive overview of everything, even before the event actually starts. You’ll also be given more than a bit of information in the days after the event takes place. If you want to get in the weeds with your information, it’s a decent choice. Its user-friendliness could be better, though.
Key Features
- User friendly interface and interactive maps
- Customizable schedules
- Multiple language option available for diverse audience
- Live Poll, feedback and analysis
- Compatible with many tools and technologies
- Offline access
Pricing
Request For Pricing
RingCentral
Whether you’re throwing a hybrid event or a virtual one, RingCentral can be a great option. You can livestream exhibits and conferences as they happen, and even set up one-on-one calls with attendees. Be wary of this, however, as it can be relatively buggy on calls and is known to crash when streaming.
Key Features
- Wide range collaborative tools available
- Amazing high quality Video conferencing feature
- Cloud-based Centralized system for easy access
- Highly compatible with business tools
- Live analysis and reporting
- Mobile accessible
Pricing
Between $20 and $35 per user annually.
Social Ladder
Marketed as a brand ambassador platform, Social Ladder offers more than enough features to be considered an events app. If you’re inviting influencers to your event, this can be one of the better ways to manage it and oversee everything. While it’s not a great option for smaller events, it can be a decent pick for larger ones.
Pricing: Not available.
Key feature
- User friendly
- Ability to create a custom networks
- Interactive maps for the audience
- Real-time analysis feature
- On-demand content request available
- Live Poll, feedbacks and surveys
- Multiple platform compatibility
Pricing
Not available. Request for pricing.
Teamwork
Teamwork is one of the easiest mobile apps for conferences to get into, as it features a seamless setup. You can even use various customizable setups when you’re starting off. Add in all of the integrations it offers, and there’s a lot to love. It can be difficult to navigate, though, as the layout isn’t too great. Pricing: Up to €19.99 per user per year.
Key features
- Highly customizable and oragnized
- Easy to moderate and connect
- Live analysis and reporting
- Ability to track data, budgets and ROI
- Built-in templates available
- Integration with multiple tools available especially calendar apps
Pricing
Up to €19.99 per user per year.
Zkipster
If you’re throwing a virtual or hybrid event, then Zkipster is a great choice to go for. Used by the likes of Porsche, it boasts a custom seating design, seamless integrations, and similar features. One of the main drawbacks here is the price, and it’s one of the more expensive events apps you can pick. Pricing: Up to $8,392 per year.
Key features
- Multiple Language support
- Training available for the users
- Customization options available
- Registrations and guest-listing and seating management feature available
- Ability to integrate with other event apps and tools
- Live event reporting
- On-site customer Support
Pricing
Up to $8,392 per year.
Factors to Consider When Picking Mobile Apps For Conferences
I know you might want a bit more information before you make your decision. You’ll want to know you’re getting the best conference apps for your needs. You’ll want to come to your own decision about this.
How do you even decide which events app you should go for?
This shouldn’t be complicated. When I was figuring out which mobile apps for conferences I preferred, I looked closely at a few particular factors. I’ve listed each of them below, and you could come to a great decision for your event by focusing on them.
Audience Engagement Tools
Like me, you’ll be throwing an event because you want to engage with your attendees. It’s one of the more important areas to focus on when you’re choosing between conference apps. That doesn’t just focus on the event itself, but the lead-up and days afterward, too.
Surveys, Q&As, polls, and similar features should all be on show when you’re picking an app. Unfortunately, some apps are solely lacking in this department, so they’re worth avoiding. Compare which engagement tools each app offers to make your decision.
Analytics Tools
I’m a big fan of taking in as much information as possible when I’m throwing an event. It helps with seeing how everything’s going while also helping with future events. Comprehensive analytics tools are vital for this, and there’s no reason why you shouldn’t look for them.
While most event mobile apps will have some analytics tools, some will dramatically outperform others. You’ll be better off going with analytics tools that are as in-depth as possible. It gives you a much better idea of how everything’s actually going. You can better track your return on investment and similar KPIs.
Cutomizability
Your attendees will naturally be using the app during your event. If you’re a great marketer and event organizer, you’ll naturally want them to see your brand and logo. That’s not possible with some conference apps. Instead, they’ll just see the apps’ branding, as well as your name and some similar details.
Don’t settle for that.
Go for an option that lets you customize exactly what your attendees will see. Some apps offer much more customizable experience than others, and they could be better worth considering. By the time you’re finished customizing, attendees could think you developed the app yourself. It’ll work into your branding much better.
Chat Functionality
You’ll need to communicate with your team constantly during your event. If you’re anything like me, you wouldn’t want to switch between devices or apps when you’re doing this. Fortunately, more than a few mobile apps for conferences offer a chat functionality, making communication much easier for you and your team.
Some apps even go further than this and let you communicate effectively with your attendees. You can do all of this from the same app, and switching between everything should be a breeze. Some options do this more fluidly than others, so they could be better worth considering those.
User Experience
Nobody wants to go with an app that’s difficult to use and navigate. I’ve lost count of the conference apps that’ve given me headaches trying to figure out how you can use them. Avoid these ones at all costs. None of us want to spend ages trying to find anything, especially in the middle of an event.
Think of how difficult it’ll be to navigate through anything when the event’s happening. Pick something that you - and your attendees - will find easy to navigate. The design, layout, and similar factors will all play a decent role in this. The best conference apps will have kept this in mind from the start.
Different Terms Use For Event Apps
Before I go any further, it’s worth taking a look at what these types of apps are called. I’ve been calling them events apps and conference apps so far, but that’s not the only thing they can be called. You can hear these apps called different names:
If you find this a little confusing, you’re not alone with it; I used to be confused by it, too. For the sake of this article, I’ll refer to them as either event apps, conference apps, and mobile apps for events and conferences. We’ll keep it simple.
Now we’re on the same page about what these are, it’s worth taking a look at why you should use event mobile apps.
Wrapping Up
The best conference apps let you collect valuable attendee data during your events. In turn, they let you make sure everything’s running smoothly. You can even tailor an event and make it better based on the information you’re getting.
If you want to run an event or conference, they’re an essential tool to have. With the right event mobile apps, you shouldn’t have a problem looking after everything.
You can even make sure future events go smoothly by tracking how the current one goes and using the various insights and analytics tools an app offers. Your event marketing gets better and better from there. All you’ll have to do is choose the right events apps for you, and that shouldn’t be too difficult.
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