As a hotel event manager, you need two things for your event business to succeed:
- Visibility: This will attract potential clients and book events.
- Control: This allows you to stay on top of your events.
The right event management software will help with both of these aspects.
To help you find the perfect software for your hotel, we’re going to share a list of the best event management software solutions below.
We’ll also discuss factors to consider when looking for software solutions to manage your events effectively.
What is Hotel Event Management Software?
Hotel event management software acts as a control center for the event lifecycle. It automates tasks and optimizes the event process by streamlining event operations. This software helps event managers plan, execute, and manage events taking place in their venues.
Most hoteliers use technology because it improves their guests’ experiences. Hotel event management software is an example of such technology.
When choosing the right software for your business, consider the following: hotel size and budget, software functionality, and user experience.
6 Best Event Management Software for Hotels in 2023
Perfect Venue
Perfect Venue is a modern, all-in-one software that’s easy to use and interpret.
You can communicate with your potential clients effectively from the beginning of the event booking process, right up to the last payment. Email templates make sending event emails fast and easy. Perfect Venue allows you to upgrade your communication in seconds!
With a few clicks, you can also connect with your team members and assign tasks with well-timed reminders.
Best For Smaller Chains and Boutique Hotels
Perfect Venue is best for small and unique hotels. This platform allows you to stay in close communication with your clients and staff.
It hosts customized contact forms that capture customer inquiries directly from your website. It also organizes all the details of an event on a single dashboard. You no longer have to struggle to update multiple documents and spreadsheets to streamline event activities.
One of Perfect Venue’s unique features is automated proposals. Here, you can auto-fill information to easily send proposals to prospects.
You can also create customized menus for clients to view. This gives clients control over their menu items and makes room for upselling before they sign the contract. As a result, Perfect Venue helps to boost sales and encourage revenue growth.
Another stand-out feature is the automatic documents creation tab. With this, you can create client-facing and internal documents for your team.
The system generates cloud-based banquet event orders (BEO) for managers and a separate one for chefs and other staff members.
For the value it offers, Perfect Venue is one of the most affordable event management systems out there. Plus, there is a free plan to get started, and all paid plans come with a risk-free 30-day money-back guarantee.
Main Features
- Centralized calendar to avoid double booking
- Unique email templates
- Proposal templates
- Automatic cloud-based document creation
- Easy-to-interpret reports and analytics
- Seamless client connection and communication
- Easy contract signing
Event Temple
Event Temple is an event management software solution with good sales tools. It is a well-known growth platform within the hospitality industry.
Like Perfect Venue, this system can help you save time by digitizing manual processes.
Best for Hotel Chains
The platform scales to accommodate hotel venues of different sizes.
Small hotels with a few meeting rooms and large ones with tens of thousands of square feet of event space can benefit from this software. However, its feature-rich nature works better for hotel chains and hospitality groups.
The platform has easy-to-use chain-level text and email event sales templates to foster communication among large teams.
It also has a multi-user system with drag-and-drop pipelines. This helps to facilitate event bookings and organize the event process. You can generate and send documents, including professional proposals, contracts, and invoices, in a short space of time.
Additionally, it features an integrated group sales management system dedicated to streamlining all aspects of the group sales process.
Note that you must pay for Event Temple’s professional or enterprise plan to benefit fully. The standard option is limited and doesn’t include crucial features like payment processing.
Also, the platform limits users according to the plan you get, and you’ll have to pay more for additional users.
Main Features
- Create proposals
- Automated workflows to transform repetitive tasks
- Digital invoicing
- Chain management
Ivvy
Ivvy is a cloud-based event management system that can help you enhance your customer experience.
It has a venue CRM where you can view every interaction with your clients across all your venues. This gives good insight that you can use to create and nurture relationships with customers, which in turn can help you secure repeat business.
The CRM also lets you create quotes and send volume contracts, including located negotiated rate (LNR) contracts, to host big corporate events and more on your venues.
Best for Independent and Chain Hotels
You can check all quoted, pending, and confirmed bookings for all your venues on Ivvy’s dashboard.
You can also generate floor plans which help with event layouts. This is a feature that other event software platforms have yet to introduce into their system. Ivvy uses a booking form on your website to capture customer inquiries.
On Ivvy, you’ll also find essential event management tools. These will help you drive targeted campaigns and capture incoming leads. So, if you are looking for some lead-generation-focused software for chain hotels, this might be the one for you.
Main features
- Volume contracts
- Payment processing
- CRM
- Reports and analytics
Tripleseat
Tripleseat powers restaurants, different types of hotels, and other unique venues.
It’s a cloud-based software for sharing relevant information among team members. It also updated team members on deadlines and their respective event operations.
Best for Large Hotels
This platform works well for hotels of all sizes, but it might be overwhelming for small hotels.
Large hotels, with several venues, can benefit from all the features. These allow cross-selling between the multiple event spaces.
Tripleseat helps you to manage bookings, automate tasks, sign documents electronically, and more.
However, its most talked about feature is its all-in-one sales solution. With this, your sales team can coordinate their activities and improve operational efficiency.
Note that this software might require some getting used to before it becomes easy to use. It’s not as intuitive as others on the market.
Main features
- Central calendar to schedule events, including upcoming events
- Automates tasks and data entry activities
- Group event bookings
- Real-time sharing of information
Function Tracker
Another great web-based software is Function Tracker. Overall, it’s easier to use than Tripleseat with simpler features designed to help you get more clients without increasing your workload.
You can make and manage multiple bookings in your hotel event spaces simultaneously.
Best for Hotels With Lots of Staff
This event management system works well with all hotel types, venues, and events, especially those with lots of staff that need to coordinate.
It allows you to manage several events at a time with its customer search capabilities. It also has a straightforward team management interface. It is a good revenue management platform, offering several invoicing and payment options.
Function Tracker’s users are unlimited, unlike Event Temple, where the number of users is five or fewer unless you pay more.
Main features
- Quotes, contracts, and running sheets creation
- Menus and catering management
- Invoicing and payments
- Mailing and marketing list creation with Mailchimp
Priava
Like Function Tracker, Priava is a web-based event management software.
It offers a customer relationship management (CRM) system that tracks conversations regarding specific events or customers. This feature is crucial for providing tailored services to clients.
The CRM also works well to manage incoming leads and referrals.
Best for Hotel Venues With Multiple Event Spaces
Priava caters to hotel venues of all sizes. It can showcase multiple event venues in a user-specific, interactive chart.
You can manage large and sub-events from the same platform.
The system also works as catering software, coordinating all catering activities to ensure smooth events. Note that you can only use this feature as an add-on module.
You can view customizable reports with real-time insights. This will help you follow your event performance throughout.
Main features
- Interactive chart and real-time collaboration
- Email functionality
- CRM
- Automates various event activities
- Advanced reporting
Conclusion
The best hotel event management platform for you depends on your unique needs. Hopefully, now you have a good understanding of the features you’re looking for in your software.
Perfect Venue is a great choice for smaller hotel chains that provide unique event spaces. The automation provided by this software will make management a breeze, and bolster the customer experience! Start a free trial today.
