A Guide to Event Management Software

William Newman
February 1, 2022

A Guide to Event Management Software

Running a business and planning events is no easy task. And event management software can serve as a vital tool for any business hosting events and managing its staff.

The event management software market is expected to reach $14.5 billion by the year 2025 with a forecasted CAGR growth of 11.68%.

So whether you're putting on a corporate conference, a charity fundraiser, or a music festival, the right solution can save you lots of time, hassle, and headaches.

Our complete guide will take you through the basics of event management software. Plus, we'll show you how to find the right software company for your specific needs.

We'll also look at some of the best software options on the market today. So whether you're just getting started with event management or you're looking for an upgrade, read on for the best tips and advice!

What Is Event Management Software?

Event management software is a tool used to plan, organize, and execute events. It can be used for everything from small meetings to large-scale conferences.

The software includes event registration, venue management, agenda creation, speaker tracking features, and more. Some event management software also offers additional features. These can include travel planning and accommodation bookings.

Businesses that benefit from using event management software include:

  • Staffing Agencies
  • Promotion Agencies
  • Event Venues
  • Freelancers
  • Conference Centers
  • Hotels
  • Event Planners

How Does Event Management Software Work?

Event management software is designed to streamline the event planning process. It can be used to manage all aspects of an event, from the initial venue booking to the post-event follow-up.

The software includes a range of features that allow users to plan, organize, and execute their events with ease.

Key Features and Functions of Event Management Software

There are plenty of features that can be found in event management software. The essential features include:

Event registration: the ability to collect registrations and payments from attendees. This can include everything from online registrations to on-site signups.

Venue management: the ability to book venues, manage catering, and track event layout. This helps to ensure that everything runs smoothly on the day of the event.

Agenda creation: the ability to create a schedule of events and speakers, as well as manage presentation slideshows.

Speaker tracking: the ability to keep track of who is speaking at which session and provide real-time updates to attendees.

Travel planning: the ability to plan travel routes and arrange accommodation bookings.

The Benefits of Using Event Management Software

There are many benefits of using event management software, including:

Improved efficiency: Event management software can help you save time by automating venue booking and registration tasks.

Reduced costs: The right software can help you reduce your overall event costs by negotiating better deals with suppliers and vendors.

Increased engagement: Good software can help you engage with your attendees more effectively, fostering a better experience for all.

Improved organization: Event management software can help you stay organized and on top of everything, ensuring a smooth-running event.

What Event Management Software Providers Don’t Tell You

There are a number of important things to consider before choosing a software brand for your event management needs.

And often, crucial information is left out of the big picture when a software provider is marketing to you.

Often, there's a set of core features that a software brand offers you. And this is regardless of your company's niche.

These offerings usually include:

  • Event planning help
  • Event industry-specific insights (via analytics)
  • Increase the attendance of your event
  • Improve the experience of your attendees
  • Digital service integration (like CRM)
  • Cost and time savings

Given these benefits, what's often left out is that you'll need the proper setup for your new software. It's important you receive the proper amount of attention and support to know these benefits are what your business needs.

So, before making a purchase, check a brand for supportive articles, how-to videos, and chat/phone support quality.

Quality software support is a universal need for all businesses and it's not niche-dependent. Instead, it's an industry necessity when it comes to event management.

Additionally, it's important to ask about "getting started" packages. This is where a professional works with you to insert and import data that you need to carry out your work.

It's well worth the price if you're looking to get the most out of your software. But it's not something that's often taken into account during pricing.

Cost-Prohibitive Software

You may find an event management solution that solves your immediate needs. But what's actually happening is they're guiding you towards an "all-in-one" solution. This system often comes with a steep price for the user.

Most EMS providers direct their services towards becoming an all-in-one solution. And when your business grows, a service that was initially free or affordable may quickly become cost-prohibitive.

So you must ensure your software providers have your best interests at heart. Otherwise, you could be heavily upcharged.

For example, at StaffConnect, we offer all-inclusive pricing packages with a variety of uncapped features. This way, your services stay at a locked-in rate. And you won't have to worry about future price spikes.

We offer simple, transparent pricing with no contracts and no surprise fees. Plus, we can build you a customized plan that addresses the core needs of your business.

How to Choose the Right Event Management Software

Choosing the right event management software depends on a number of factors. These include the size and scope of your events, your budget, and your specific needs.

If you're planning small events, you may not need all the bells and whistles offered by some of the more comprehensive software packages.

On the other hand, if you're running a large conference with hundreds of attendees, you'll need software that can handle registration and tracking on a massive scale.

It's important to remember that no single software will hit all of your needs. So, focus on three to five of your most important core business needs. Then, compare the leading software providers to see which best addresses your core needs.

Which key features are most important to you? (Choose 3-5)

  • Meeting Management
  • Housing/Travel
  • Talent Database
  • Event Marketing
  • Event Scheduling
  • Venue Sourcing/Management
  • Social Media
  • Quizzes & Surveys
  • Data Collection
  • Mobile Apps
  • GPS Check-In/Out
  • Financial Reports

Event Management Software for Staffing Agencies

If you're running a staffing agency, you'll need software that can help you track your workers' hours, schedule shifts, and manage staff payroll.

You'll also need to be able to create invoices for your clients and manage your finances.

Your key areas of event management software are:

Event Management Software for Promotions Agencies

The main challenge when running a promotions agency is organizing your promotional staff. You often have to organize timesheets and payroll.

On top of that, you need to manage bank wires to many different accounts, and bank wires can get expensive when you're paying a lot of employees.

Your key areas of event management software are:

  • Staff Management
  • Client Management
  • Campaign Management
  • Communication
  • Payment Tracking

The Best Event Management Software Providers

There are many event management software providers out there. They all offer different features at different price points. To help you make the best decision for your needs, we've compiled a list of the top providers on the market:

StaffConnect

Here at StaffConnect, we help manage over 488,500+ staff in over 100+ agencies. When it comes to event management, we're rated as the #1 staffing management solution.

Plus, over 76,000 hours of our work is dedicated to staffing agencies. And we offer solutions for events like concerts, trade shows, and more!

PARiM

PARiM provides event staff management software for professional events. They aim to ensure profitable event staffing with tailored calendars, views, and reports.

PARiM makes keeping an event running smoothly even with hundreds of thousands of shifts a snap. You can delete open shifts, confirm shift applications, and more.

Cvent

Cvent is a large player in the event management space and offers a wide range of features and integrations.

Their corporate event planning software is adaptable enough to meet all of your meeting and conference management requirements, from one-on-one meetings to more complicated user conferences.

LiveForce

LiveForce is an all-in-one cloud-based solution that helps manage staff and events from one central location. They offer time tracking, invoicing, and a host of other features. With their all-in-one event staffing software, you can attract event staff, impress your clients, and simplify your workweek.

PopBookings

PopBookings is an online event management and booking software. They help you manage everything from registrations to payments.

They offer a wide range of features, like social media integration, reporting tools, and more. They're designed to make your life easier and help you put on a successful event.

Why Should You Trust StaffConnect over Other Brands?

As the top-rated staffing management solution, we pride ourselves on our ability to manage hundreds of agencies.  And we're confident we offer the best quality services. That's why you can trust StaffConnect to provide the best event management software for your specific needs.

You get unique management features like:

  • GPS Check-In/Out
  • Talent Database
  • Event Scheduling
  • Timesheets
  • Invoicing/Payroll
  • Quizzes/Surveys
  • Data Collection
  • White Label Custom Branding

Contact us today or book a demo with our team to learn more!

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