Event Management

Top Features That A Good Event Management Software Must Have

November 20, 2023
5 min read
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Smart technology is disrupting the worldwide events industry in a big way. In an early-2019 survey, it was found that a whopping 82% of event organisers use custom mobile event apps to enhance reach and awareness levels.

The advantages of digital event managing software is not lost on the current crop of event planners - with 4 out of every 10 event creators making use of such platforms.

The competition is fierce - and with the number of corporate events rising on a YoY basis - the onus is on event tech vendors to come up with software platform that truly deliver value to the planners.

Aside from streamlining internal processes, the best event planning tools should also facilitate seamless venue selection, vendor management, and event logistics.

This means having a built-in venue directory, customizable vendor profiles, and an intuitive interface for handling event details such as catering, entertainment, and transportation.

Best event management system features like calendar integration, attendee management, and real-time updates make it effortless for event planners to stay on top of their game.

Investing in software with comprehensive event planning tools saves time and effort and reduces the likelihood of errors and miscommunications.

Event professionals can focus on what truly matters – creating memorable experiences and delivering exceptional events that exceed client expectations.

Here Are The Best Features Of Event Management Software:

1-User-Friendly Interface

A user-friendly interface ensures that event organizers can quickly and easily navigate the event management system and access its features.

The best feature of event management platform should be intuitive and well-organized, with clear navigation menus and helpful tooltips. A sound event management system will have a detailed dashboard that you can easily use with all the shortcuts and live analytics.

An ideal interface guarantees that the system is simple and that users can quickly locate what they require. This improves the user experience by reducing annoyance and confusion while using the system.

Because users need less training time to become proficient with the system, this feature will also reduce training time for the Host company and their team. This can save time and money while shortening new users' learning curve.

A user-friendly interface makes tasks like setting up events, adding attendees, sending invitations, and managing registrations easier and faster. This enhances overall efficiency, increases production, and saves time.

2-Customizable Event Registration and Ticketing

The success of any event heavily relies on the turnout of attendees. That's where a customizable event registration and ticketing feature comes into play.

This essential software component allows event planners to create a seamless and user-friendly registration process tailored to their event's unique needs. This means being able to customize registration forms, ticket types, pricing structures, and payment options.

An effective event registration and ticketing system should offer features such as waitlists, group registration, and early-bird pricing to help maximize attendance and revenue.

Having the option to embed registration forms directly onto your event website not only simplifies the process for attendees but also ensures a consistent and professional appearance across all digital touchpoints.

A top-notch event management software must feature robust security measures to protect sensitive attendee information and payment data.

This includes SSL encryption, PCI compliance, and secure payment gateways to provide event planners and attendees peace of mind.

3-Attendee Communication and Engagement Features

Keeping attendees informed and engaged is crucial to the overall success of your event. As such, your event software must offer a wide range of communication and engagement features designed to enhance the attendee experience.

This includes customizable email templates, automated reminders, and personalized event schedules that keep attendees in the loop.

Additionally, incorporating social media integration and event-specific hashtags can help generate buzz and encourage attendee interaction before, during, and after the event.

This amplifies your event's reach and fosters a sense of community and belonging among attendees, which can drive long-term loyalty and satisfaction.

Other engagement features of event management software include live polling, Q&A sessions, and gamification elements such as leaderboards and badges.

These interactive tools keep attendees engaged during the event and provide valuable feedback and insights to help fine-tune future event strategies and improve overall event quality.

4-Budget and Financial Management Capabilities

Managing event budgets and finances can be daunting, but with the right event management app features, it doesn't have to be. Your software should offer robust budget and financial management capabilities according to the needs and complexities of event planning.

This includes customizable budget templates, automated expense tracking, and real-time financial reporting to help event planners easily stay on top of their finances.

Tracking and comparing budget projections against actual expenses is critical for identifying potential cost overruns and making informed decisions about resource allocation.

Your software should provide insights into the financial performance of your event, such as ROI and profitability analysis, to help you gauge the effectiveness of your event strategy and identify areas for improvement.

The right budget and financial management tools can help event professionals navigate the complex world of event finances confidently and precisely, ensuring that every dollar spent contributes to the event's overall success.

5-Event Promotion and Marketing Tools

Effective promotion and marketing are key to driving attendance and maximizing event ROI in the competitive event planning landscape. As such, your event management app should come equipped with effective promotion and marketing tools designed to boost event visibility and attract the right audience.

This includes customizable event websites, email marketing campaigns, and social media integration to help you create a cohesive and compelling event story that resonates with your target audience.

Access to targeted marketing tools such as audience segmentation, personalized communication, and remarketing capabilities can help you tailor your promotional efforts to different attendee personas, ensuring that your messaging hits the mark every time.

Leveraging event management app features like event analytics and marketing performance tracking can provide valuable insights into the effectiveness of your promotional strategies, enabling you to make data-driven decisions and optimize your marketing efforts for maximum impact.

By investing in event management app with robust promotion and event planner marketing capabilities can elevate their event's profile, drive attendee engagement, and, ultimately, ensure the success of their event.

6-Reporting and Analytics for Data-Driven Decision Making

In today's data-driven world, having access to accurate and actionable insights is crucial for making informed decisions and driving event success.

Your software should offer a comprehensive post-event reporting and analytics tool suite that provides real-time insights into key event metrics such as attendance, engagement, and revenue.

These tools should offer customizable reporting options that cater to the unique needs of event professionals, allowing them to drill down into the data and uncover meaningful insights to inform their event strategies.

Having access to advanced analytics capabilities, such as predictive analytics and trend analysis, can help event planners identify patterns and opportunities for growth, anticipate potential challenges and mitigate risks.

Ultimately, incorporating data-driven decision-making into your event planning process can lead to more strategic and effective event management, resulting in improved outcomes and greater ROI for your events.

7-Mobile App Integration and Functionality

In today's increasingly mobile-centric world, having a mobile app for your event is no longer a nice-to-have – it's a must. As such, your software should offer seamless mobile app integration and functionality to enhance the attendee experience and streamline event management.

This includes features like personalized agendas, interactive maps, and real-time event updates to keep attendees informed and engaged at all times.

Integrating your event management application with your mobile app can help you collect valuable attendee data and track engagement metrics, such as session attendance, app usage, and social media activity, to help you refine your event strategy and improve future events.

A mobile app can facilitate networking and collaboration among attendees and provide a platform for sponsors and exhibitors to showcase their offerings and generate leads.

Event planners can elevate the attendee experience and drive greater event success and ROI by investing in event management software that features robust mobile app integration and functionality.

8-Seamless Third-Party Integrations and APIs

As event professionals, we often rely on various tools and platforms to manage different aspects of our events. That's why choosing right software offers seamless third-party integrations and APIs to streamline your event planning process and ensure a cohesive event ecosystem is critical.

This can include integrations with popular tools like CRM systems, email marketing platforms, payment gateways, social media platforms, and productivity tools.

By integrating your event software with your existing tech stack, you can create a centralized hub for all your event data and processes, eliminating the need for manual data entry and reducing the risk of errors and inconsistencies.

Having access to a wide range of third-party integrations can help you customize your software to meet the unique needs of your event, ensuring that you have the right tools and features to deliver a successful event.

Investing in event software with seamless third-party integrations and APIs can help optimize your event planning process, drive efficiency, and deliver a superior event experience for your attendees.

9-Scalability and Customizable Functionality

Each event is unique, and event organizers require a system that can be tailored to their specific requirements. The finest event management system features should allow for a great degree of customization, allowing users to adjust the system's functionality and design to their needs.
This feature allows the system to communicate with other systems and platforms. Examples are social networking, email marketing, CRM, and other event management systems. And Customizable functionality enables event organizers to provide participants with one-of-a-kind experiences.
Examples are personalized registration forms, custom branding, and individual ticketing options. Thus, scalability allows the system to grow with the event and the organization. This is an example of increased capacity, more features, and integration with other systems
Scalability and customizable functionality can improve the user experience for both event organizers and attendees. A system that is easy to use, flexible, and customizable can improve efficiency, reduce frustration, and enhance engagement.
A scalable system is essential for accommodating events of varying sizes and types, ensuring that it will continue to meet the organization's needs as it grows and evolves.

10-Security and Compliance

With the increasing prevalence of data breaches and cyber threats, ensuring the security of event data is of utmost importance. A robust event management system should offer advanced security features like data encryption, secure login options, and regular security updates. 

The General Data Protection Regulation (GDPR), the Payment Card Industry Data Security Standard (PCI DSS), and the Americans with Disabilities Act (ADA) all apply to event management systems. Compliance with these regulations aids in the avoidance of legal penalties, fines, and reputational harm.

This functionality can also assist in reducing the risks of data breaches, cyber-attacks, and other security events. This reduces the possibility of financial loss, reputational harm, and legal risk. As a result, it can foster trust and confidence among event attendees and other stakeholders.

This can boost attendance, encouraging word of mind and brand reputation. Security and compliance measures can give event management systems a competitive advantage. Potential customers, sponsors, and partners may be more interested in organizations committed to security and Compliance.

11-Superior Customer Support and Training Resources

Finally, your event management app should provide superior customer support and training resources to ensure a smooth onboarding process and ongoing success with the platform.

Access to dedicated account managers, 24/7 customer support, comprehensive knowledge bases, and training resources can help you maximize your software investment.

Having regular software updates and new feature releases can help you stay ahead of the curve and ensure that your event management app meets the evolving needs of the event industry.

Investing in software with a large user base can provide valuable networking opportunities, peer support, and best practice sharing, allowing you to improve your event planning skills and deliver exceptional events continuously.

About the Author
I'm a Growth Hacker at Eventify, Inc. for four years and was with Teksmobile since 2014. Formerly a technical writer and corporate communications manager, I now focus on maximizing event organizers' ROIs through custom solutions. My role involves collaborating with professionals to drive growth for the Eventify platform.

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