Event Management Software Buying Guide

Download the Guide
Download the Guide

Using a digital platform to manage your events program can change the way your program runs, both within your team and with your clients. Software that’s a good fit for your workflow should allow you to delegate, stay organized, and communicate seamlessly.

Whether you’re upgrading from a pen-and-paper process or stuck with a clunky solution that isn’t catered to your industry needs, transitioning to a new platform can shave hours off your work week and bring you peace of mind.

We know the journey to find a new software can feel staggering. With that in mind, we collected the most common issues event and venue managers face, then compiled a checklist that’s thorough and easy to use. Use this as a tool during the research, demo and buying process to find the best fit for your company.

 

Access

An event management platform will give you the ability to make the updates and changes you need to make when you need to make them.

Unlimited Team Members
When you pay by location as opposed to users, the level of staff access is up to you. This means it’s easier to work as a team and allows management to delegate and track work quality.

Ability to Make Updates at Any Time
Your software should make your workload lighter. If you are not able to edit events on demand, you could end up with the “$1,000 sticky note” problem, with crucial details for events lost because they were kept on a paper note.

Cloud-Based
A cloud-based platform is available anywhere you have internet access, unlike an on-premise software that is installed on a single computer.

Questions to Ask:
1. Is your software cloud-based?
2. Can I read my documents on my phone?
3. Will I have the ability to access and update my event information from anywhere?
4. Do I pay by user?
5. How quickly will updates be made when I make a change?

Data

Your software should provide you data so that you can optimize your business goals and strategy.

Track Business and Sales by Date
Predictable revenue is key, so it’s important to be able to compare weekly, monthly, and yearly numbers.

Track Payments and Revenue
The accounting team will want reports of which clients have paid and who have outstanding debts.

Track Previous Guests and Leads
If a guest has booked with you in the past, being able to access the specifics of their event adds another layer of customer service.

Questions to Ask:
1. What data can I track with this software?
2. Will event details be attached to the contact that made them?
3. Can I run a payment report?

Security

You should be able to trust your event management partner with sensitive information and your reputation.

PCI Compliant
Protecting sensitive guest information is required of a respected business. If your software allows easy access to credit card numbers, your business may be at risk.

Multiple Levels of Access for Team Members
Not all team members need access to all information. You should have the ability to choose who sees what.

Questions to Ask:
1. Is this software PCI Compliant? What level of PCI Compliance is this software?
2. Are there different access levels for my team? What is the difference between these levels?

Support

Access to an empathetic team who understands the product and industry is crucial to onboarding and troubleshooting,
alike.

Efficient Onboarding
Your software should help you from the very beginning. The customer experience team should support your onboarding and get you started within 7-10 days.

Unlimited Customer Support
Software that limits support calls can leave you in a bind, or worse, with huge unexpected charges.

Training Available for New Team Members
When you bring on a new team member, they should receive the same training as you did initially.

Questions to Ask:
1. What is your average response time?
2. How much access do I have to your customer support?
3. Is there a limit to how many times I can call them?
4. What do your clients have to say about your support?
5. Will I get the chance to train my new staff? How quickly can I get onboarded?
6. Do I have to enter my own data?

Visibility

Make sure your software is a one-stop shop for all events from start to finish and useful for team members at every level of responsibility.

Anyone with Admin Access Should Be Able to Look Into Event Details and Customer Communication
Transparency in your software allows for employee coaching and ensures expectations are upheld.

All Communication is Tracked
Having all communication in a central place, your whole team will be able to address a client’s inquiries and easily make updates upon their request.

Questions to Ask:
1. Is my team’s work visible to me as a manager?
2. Is all communication and information pertaining to an event kept together?
3. What is the difference between the levels of access?

Lead Conversion

Your event management solution should give you the ability to change an interested party into a booked event quickly and easily.

Allow for Quick Responses
Event management software should include a lead form for your website. This form will automatically load leads into the platform so you can respond as quickly as possible.

Ability to Track Lead Progress
Tracking leads in your platform allows your entire team to know where a lead stands.

Questions to Ask:
1. How can I manage my incoming leads using this software?
2. Can I install a lead form on my website?
3. Will the lead form automatically sync with the software?

Ease of Use

As an event manager, there isn’t a ton of extra time to learn difficult software. Your partner should have an interface that is friendly and provides a full suite of tools at your fingertips.

Intuitive Software
The most important features of the software should also be the easiest features to use.

Time-Saving
An event management platform should save you time with features like e-signatures, allowing clients to sign proposals as well as pay online. This will help expedite the confirmation process.

Easy to Learn
Event management software is designed for event professionals, so they should easily incorporate into your everyday workflow.

Questions to Ask:
1. How long does it typically take your clients to learn your software?
2. What are the most-used features of your software and where are they located?
3. What do your current clients have to say about the interface?
4. Who do you work with in my area? Do you work with other businesses similar to mine?