Do you know that miraculous feeling when you discover life doesn’t need to be quite so complicated? Well, let that feeling wash over as you read this.
You don’t have to tackle every small aspect of event management on your own; there are software and companies that can do the work for you.
We’re here to help you choose your perfect event management service.
Understanding Event Management Services
Event management can be a big deal, but it doesn’t have to be a big ordeal. Event management services work behind the scenes to ensure your event runs smoothly.
Are you organizing a gathering to celebrate the opening of your dream restaurant? Or are you looking to make your brewery the new favorite in town?
There are event management services (software and companies) to help you from the planning stage through to the execution.
Or maybe there’s just one thing you can’t wrap your head around, we’re sure there’s an event management service tailored to your exact need.
These services are designed specifically to promote ease and efficiency. They deal with logistics and let you enjoy the creative side of things!
Understanding Event Management Services
What do event management services do? They offer many tools to help you plan, coordinate, and execute your event.
- Automate and streamline your workflow.
- Market and promote your event.
- Manage budgets.
- Offer networking opportunities.
- Help save time and increase sales.
- Manage relationships with past, current, and potential attendees.
- Manage relationships with vendors.
- Ensure maximum attendee turnout.
- Reduce manual work when organizing events.
- Take the load off and let you have a little fun.
Who Are They Used By?
They’re used by anyone looking for the perfect solution to save as much time and energy as possible!
85% of event managers and planners use event management software to coordinate their events. These can be anyone from an independent restaurant, grass-roots venue, or catering company to a larger enterprise.
They’re used for various types of events, such as:
- weddings and parties
- conferences
- networking events
- marketing and promotional Events
- internal events
- trade shows
- charity shows and non-profit events
- university events
How They Work
If you’re using an event management software or company to help you at all stages of the event’s journey, you’ll usually start with a planning phase. You can create your event in the software or with the company, laying down the foundations with a date, venue, and event agenda.
After this, you’ll be able to create a customized event and registration page for attendees.
When you’ve got your event mapped out and tailored to your business and brand needs, you’ll be given the option to promote the event.
This option is provided with the help of automated marketing tools which automatically follow up registration with information packages via email and store attendee information securely.
From this moment on, you should receive networking, budgeting, analytics, and tracking tools up to, during, and after the event.
After the event, your chosen service should offer a post-event survey for feedback, ensuring you an even smoother journey next time!
Features you can expect to find with the best event management companies:
- registration and ticketing
- dashboard to track and measure success
- end-to-end planning
- automation of repetitive tasks (BEOs and proposals)
- customizable forms (with secure payment gateway integrations)
- easy-to-use event app and website marketing automation tools
- agenda management
- budget planning and management
- customization event design
- social media promotion
- secure management of guest information (eg dietary requirements)
- analytics and reporting (during and post the event)
- venue sourcing and coordination
- attendee management
- integrations with other platforms
(With Perfect Venue you can integrate with apps such as Google Calendar and Gmail)
Pricing may vary and be given upon inquiry. Usually, as a result of the many different event types and event manager needs. Most software usually offers a free trial period.
The Ideal Event Management Service for You
So, where to begin? The scope of event management software and companies is broad, but it doesn’t have to be intimidating! We’ve tried and tested the top in the business, and gathered those we’ve decided are the best.
When selecting the best service for your venue, the key is to begin by assessing your event needs. Do you only require a software or company that will help with the marketing and promotion of your event? Or are you looking for a service that integrates specifically with apps we use regularly, such as Outlook, Google Calendar, or Gmail?
Whatever your needs may be, we’re fairly sure most people would prefer to access all information and work from one platform, and preferably one that can be carried around in your bag or even pocket!
This is why we suggest using event management software over a company. There is a degree of flexibility and control that will lighten your workload to a substantial degree.
The Benefits of Using Event Management Software
1. Ease and Efficiency
Everything can be done at the click of a button and from one place. The entire planning process can be sped up by using software. The set-up is quicker and runs seamlessly into the following stage of the process.
The more you use a platform, the quicker you’ll find yourself working through each stage. The automation tools also speed the process along and save time by taking repetitive tasks out of your hands.
2. Cost Efficiency
Event management software usually costs less than a company. You’re cutting out the middle-man, and the costs that come with them. Platforms also tend to offer more varying subscription deals (adaptable to your specific needs) and even free trial periods!
3. More Tailored to the Online Community
Your potential attendees are more likely to learn about and sign up for your event online, so best start as you mean to go on; which is online!
For example, the best software usually comes with mobile-friendly apps and features that are more adaptable to your brand.
Software, such as Perfect Venue, is tailored to integrate with apps you use every day and that are on your phone or laptop. It’s a seamlessly smooth system!
4. Data Protection and Storage Efficiency
When dealing with the data surrounding your event, you want it to be stored as securely and efficiently as possible and preferably, managed at the click of a button. Most event management software is highly protected by features such as data encryption, user authentication, and firewalls.
5. Virtual and Hybrid Event Opportunities
You’ll find software that offers platforms for hosting virtual or hybrid events. They offer ways of guest networking, live streaming, question polls, and other interactive features.
Choosing the Perfect Software for You
Your event management journey can be a smooth one. There is software out there to suit the varying and unique needs of managers of independent businesses or larger companies.
It’s simply a matter of finding the perfect fit.
Does it:
1. Meet Your Specific Needs
The first step is to assess your event needs so that you can find your perfect fit. Will your event require a virtual platform, or hybrid or will it be in person? Are you looking for software that doesn’t bother with the bells and whistles, and just offers simple, core event management solutions?
It would be helpful to evaluate your event’s specific goals and consider the core tasks that you would like managed. For example, you may consider customization to be the most important aspect of your event’s journey, or perhaps reporting and analytics.
2. Meet Your Budget Needs
After determining your event goals and needs, you should be able to determine your event management budget. It’s always important to consider the number of attendees, as many event management platforms charge depending on this.
It can also be useful to identify the features of your event in order of importance so that you can allocate your budget accordingly. After reading our reviews and suggestions, check these software out for yourselves and inquire about pricing.
3. Comprehensive Interface
You’ll want to work with software that is user-friendly and clear. You’ll likely need other members of your team to be able to work with the same system as effortlessly as possible. You’ll also want as clear and comprehensive an experience as possible for potential event attendees.
We recommend software with a mobile-friendly app. From experience, we can tell you it will transform the event management process. For example, a mobile-friendly app can give you real-time updates about schedule changes.
4. Does It Offer a Trial Period
You’re effectively hiring your new office space and team! There’s no need to take a gamble. Try out a few for yourself first before making any final decisions.
5. Data Security
This is probably the most important feature to take into consideration. After all, it’s not just your business’ information, it’s also your clients’! Let them place their trust in your hands by avoiding any possible breach of data. Invest in software that prioritizes this feature of an event management system.
6. Have Good Customer Reviews
There’s usually only one other way to get to know an event management software than a free trial, and that is the reviews. Sites such as Capterra or G2 will give you testimonials and reviews from other event managers after using the different software.
7. Integrates With Your Current Software
There’s no need to waste time uploading information into an online database twice whenever you’re running an event. We recommend linking up with software that’s ready to connect with your current software.
Our 10 Top Event Management Services
So, after careful trial and review, we’d like to share our list of the top event management services around today.
1. Perfect Venue
Perfect Venue is an event services software tailored for independent venues, catering companies, and other hospitality groups. Its comprehensive, all-in-one feature allows you to successfully plan, manage, and carry out your event from one place.
Rated the #1 easiest-to-use software on G2.com, Perfect Venue creates the easiest work environment possible for your team. In short, event planning and managing can be enjoyable, and Perfect Venue is designed to prove just that!
Some unique features of Perfect Venue:
- All-in-one solution feature.
- Send emails 3x faster with their many template options and smart fields from a phone or computer.
- Automation of repetitive tasks (such as making BEOs and event documents).
- Digital proposals sent in minutes.
- Secure, Online Level 1 PCI Compliant Payments
- User-friendly and intuitive interface.
- Option to speak with real people.
- Attendees are allowed to make changes and add-ons after registering.
- Live and post-event analytics.
There are different payment plans to suit different needs. Check out the Perfect Venue blog! Whether it’s how to maximize your restaurant profit margin or 15 fruity drinks to offer at your bar, we’re constantly collecting our thoughts on how to make your event a success!
2 . Cvent
Cvent is a robust, enterprise-level software. They offer a range of features designed to help with the management and planning of your virtual, hybrid, or in-person event.
It’s mostly used by larger companies, conferences, and events requiring unique brand customization and complex logistical planning.
The unique features of Cvent:
- Unique global venue sourcing feature and RFP management.
- Mobile-friendly app.
- Highly reviewed customization features by clients.
- Clear and intuitive event planning tools.
- Advanced analytics (real-time and post-event feedback surveys, with insights into attendance and financial performance).
- On Arrival: in-person attendee check-in, badging, and tracking.
Event design software that guides event set-up and showcases 3D walkthroughs
3. Whova
Whova is a great software to help you on your journey to managing a successful event. Tested by over 50 thousand events and over 15 million attendees, speakers, and exhibitors, Whova is designed to simplify the organization and execution of a wide range of events, from independent venues to corporate events.
Its array of features is tailored to make the experience as smooth as possible for event planners, managers, and participants.
The defining features:
- Impressive networking features (eg social media integration, virtual meetups, and messaging within the app. All these features help to drive attendee engagement).
- Contactless event check-in.
- Social media promotion.
- Online registrations.
- Single or multi-day passes.
- Surveys and polls.
- Analytics and reporting tools (monitor client engagement, and ticket sales and help assess the success of your event).
- Discounts.
- Free of charge if you’re running a free event and charged if you’re charging.
4. Swoogo
Known for its user-friendliness and flexibility, Swoogo is a family favorite. It’s a reliable and intuitive software. It’s greatest for promoting in-person, hybrid, and virtual events. Whether you’re behind the management of a corporate event or a smaller gathering, Swoosh is very adaptable.
They are designed with a focus on simplicity, customization, and ease of use. It’s particularly popular among mid-sized businesses.
The unique features of Swoogo:
- A fully customizable, drag-and-drop interface
- Accessible on the web, iOS, and Android.
- Flexible event setup and pricing.
- Unlimited attendees and sessions.
- Self-service, attendee registration portal.
- Fully customizable email marketing feature.
- Payment gateways, video conferencing tools, and CRM tools.
- Starts at $11,800/year for users and unlimited events and registrations.
5. Tripleseat
Used by over 15,000 venues globally, Tripleseat is a wonderful events management company for restaurants, hotels, and independent businesses.
It’s recommended as a great support to restaurants and breweries when event planning, which drives bookings and sales.
Handling the entire planning process from beginning to end, and with tools that are easy to use for smaller, independent operators, Tripleseat ensures a successful event.
The unique features of Tripleseat:
- Automated event reminders and client communication.
- Drag and drop function for event layout and structure.
- Easy-to-use financial tracking and analytics.
- Great integrations with restaurant management tools.
- Proposals, contracts, and payments are all in one system.
6. EventPro
Perfect if you’re a catering company or hospitality business, EventPro’s great strength is booking and scheduling.
As well as this, it’s known for ensuring smooth client relationships and efficient allocation of resources.
The defining features of EventPro:
- Great if you’re looking for a system that can scale as your business grows.
- Great resource management for equipment, catering planning, and employees.
- Invoicing, payments, and financial tracking.
- CRM tools for effective attendee communication.
7. Bizzabo
Bizzabo is an all-in-one event management platform that’s known for creating seamless experiences for event managers, employees, and clients.
It offers support in hosting in-person, hybrid, and virtual events. Although it’s designed for large-scale, corporate event planning, they’re also adaptable and committed to ensuring a smooth experience for smaller venues as well.
The unique features of Bizzabo:
- Attendee engagement analytics and tools.
- All-in-one event management platform.
- Customizable event websites and registration (with drag-and-drop tools for creating websites and registration pages that are tailored to your brand).
- Interactive features (surveys, Q&A sessions).
- SEO-optimized event website.
- Insights and analytics to aid post-event communications.
- Customizable event mobile-friendly app.
8. Tock
Tock is an incredible events management software with 500+ collective years of work experience in hospitality. It’s designed specifically for breweries, wineries, bar pop-ups and restaurants.
Specializing in tasting sessions, unique dining experiences, and beer dinners, Tock is a great software for managing bookings of these kinds.
The unique features of Tock:
- Prepaid bookings.
- Customizable events page.
- Analytics for customer data.
- Public and private event management.
- Highly efficient reservation system.
- Flat fee charged or commission per booking.
9. Planning Pod
Planning Pod is designed for a wide variety of businesses and industries involved in event management and planning.
Planning Pod is anchored toward businesses that manage multiple events, require collaboration tools, and need organization across various functions such as client communications, budgeting, and logistics.
It’s also great for hotels, event spaces, non-profit venues, breweries, caterers, and restaurants that regularly host varied events.
Perfect when managing or planning conferences, marketing events, fundraising events, galas, and meetings.
The unique features of Planning Pod:
- Easy-to-use, birds-eye dashboard view.
- Great employee communication tools.
- Drag and drop floor plan builder.
- Client portal.
- Impressive data security features (daily remote backups and PCI payment compliance).
- Customer support resources.
10. SpotMe
SpotMe is a leading event management service, specifically aimed at corporate event management, virtual events, and company events.
To create a memorable experience, they offer an on-demand content library where event organizers can host session recordings, videos, documents, and other event materials.
The unique features of SpotMe:
- Originally built with mobile event apps in mind, SpotMe has a mobile-first approach aimed toward virtual events.
- Full-service event planning, from beginning to end.
- Great event support services (logistics to strategy).
- Custom-branded event experiences are prioritized.
- Interactive experiences (e.g. tools for live polling, Q&A sessions, quizzes, and surveys).
- Advanced analytics and reporting.
- Replays of live sessions are available.
- Data encryption and compliance with regulations such as GDPR.
- Supports multilingual content (perfect for global events and business meetings)
The Bottom Line
We believe that within this list there’s a service that will support your event managing needs. We recommend that you make a blueprint of the event plan, with whatever needs that may entail, and inquire about demos and pricing!
At Perfect Venue, we offer a free 14-day trial (with no credit card details necessary) or you can book a demo and try it out for size!
We believe in letting you have the fun, whilst we work behind the scenes to ensure that your event leaves a lasting impression.
Let’s get the party started!
