event software pricing Archives

As a project coordinator or marketing manager, you’ve likely been tasked with planning company and product events—even though event planning isn’t a core function of your role. Your boss wants improved workflows and better results…but provides little guidance on how to get there. You’re left scratching your head, wondering where to even start.

This disconnect is super common, but it doesn’t have to be insurmountable.

Choosing the right event management software can revolutionize your processes for putting on successful, highly profitable events. The trick is asking the right questions to find the best event planning software for your company’s needs.

In this blog, we’ll cover key considerations for choosing the right event management software so you can make an informed decision. With the right tool, you’ll be equipped to deliver awesome events from start to finish—while saving time, reducing headaches, and maximizing ROI in the process. Let’s dive in!

Step #1 – Identify Your Company’s Specific Needs

Before searching for event management tools, it’s crucial to clearly define your event planning requirements and objectives. Having a clear “why” will shape how you’ll leverage and get the most out of the software.

Are you looking to improve online ticket sales or boost registrations? Or perhaps you’d like to segment and personalize your marketing communications to improve your outreach. Setting these goals from the start provides a roadmap for your search.

To identify your company’s specific needs, ask yourself key questions like:

What types of events do I typically organize (corporate meetings, conferences, trade shows, etc.)?
How many events do I manage per year on average?
What are the typical sizes of these events in terms of number of attendees?
What are the biggest pain points or areas for improvement in my company’s current event planning process?

Getting granular about your event objectives and current challenges allows you to pinpoint must-have features and capabilities. With a clear picture of your requirements, you’ll be better equipped to vet solutions and find top event management software aligned with your company’s goals.

LEARN MORE: How to conduct a needs assessment to find the right event management software

Step #2 – Understand Which Features Your Company Needs

With so many options on the market, it can feel overwhelming trying to choose the right software for your company. Once you’ve clarified your goals and objectives for using the software, the next step is carefully considering which features will be most valuable for your specific needs.

As you evaluate event management software providers, keep an eye out for these key features that can dramatically improve your processes:

✅Event website and landing pages. Create branded, mobile-responsive websites and landing pages to promote your events without the need for coding or developers!

✅Event registration and ticketing. Enable self-service registration and payments directly on your event website for a smooth pre-event experience.

✅Scheduling and speaker management. Easily build out detailed schedules and session tracks with workflows that save time and energy.

✅ Event marketing automation. Streamline all email communications and nurture campaigns to boost registrations. Automatically send out personalized emails based on attendee interests and behaviors.

✅ Insightful reporting and analytics. Gain invaluable insights from registration numbers, attendee interests, revenue data, and more to make data-driven decisions to improve your future events.

Take stock of which features will be most impactful for your company’s events. Perhaps automated marketing is the biggest timesaver, or maybe hybrid event capabilities is non-negotiable. Prioritize the must-have capabilities based on your specific needs and goals to narrow your search for top event management software.

CHECK OUT: How to get internal buy-in when you’re considering switching event management software

Step #3 – Evaluate the User Experience

Top event planning software with tons of features won’t make your job easier if it’s overly complicated or cumbersome to use.

A user-friendly interface with intuitive navigation is essential for streamlining your workflows and ensuring adoption across your team—whether it’s your event marketing coordinator, team members from across departments, or your leadership team.

When evaluating potential software solutions, ask yourself:

Is the software easy to learn and use without extensive training?
Does it offer mobile accessibility for planning on-the-go?
Can the interface and branding be customized for a cohesive experience?
What training/onboarding resources are included to get started?
How responsive is the vendor’s support team?
Does it integrate with other tools my team uses?
Can user permissions be customized by role?
Is there a trial period to properly test the user experience?

Prioritizing ease-of-use ensures your event management software becomes an asset for your entire team rather than a headache. An exceptional user experience drives productivity.

GO DEEPER: Vetting event management technology for ease of use before you buy

Step #4 – Consider Your Needs for Integration and Data Management

As a project or marketing manager, you likely rely on various tools for different aspects of your role. Ensuring your new event management software can seamlessly integrate with existing solutions is crucial for maintaining efficient workflows.

Data security, privacy, and compliance are also paramount when handling attendee information and financial transactions. You’ll want reassurance that any platform you adopt meets rigorous security standards.

When vetting potential software vendors, be sure to ask:

Does it integrate with my company’s CRM, marketing, and analytics tools? Payment gateways?
How does the vendor ensure data privacy and security?
Is the platform compliant with relevant regulations (e.g., GDPR)?
Can data be exported in common file formats if needed?
What data backup and recovery protocols are in place?
How can user roles and permissions be configured?
What support is provided for implementation and data migration?

The right combination of connection, security, and control over your data ensures the best possible experience for your team and for attendees.

EXPLORE: 7 steps to secure your event ticketing process & registration

Step #5 – Assess Scalability and Support

Your event planning needs will evolve as your company grows and your event portfolio expands. Choosing an event management solution with the scalability to accommodate increasing volumes and complexity is crucial to avoid costly repercussions down the road.

Equally important is having a reliable support system to ensure you’re set up for long-term success! Look for vendors that provide comprehensive training resources, responsive technical support, and a clear product roadmap that considers your future requirements.

When evaluating potential software providers, be sure to ask:

Can the software handle multiple events and increased attendee numbers?
Does it offer functionality to support more advanced event types?
What training resources are available for admins and end-users?
How is customer support provided (live support, knowledge base, etc.)?
What is the vendor’s track record for product updates and innovation?
How are pricing models structured for predictable cost management?

Prioritizing scalability and excellent support ensures your event management platform grows with your company.

Get the Best Event Planning Software on the Market

Choosing the right event management software is essential for streamlining your processes and achieving ambitious event goals.

Don’t settle for a subpar solution that creates more headaches than it solves. Take the time to thoroughly assess your needs and ask the right questions during your evaluation process.

At EventUp Planner, we’re passionate about empowering companies like yours to deliver exceptional events efficiently and profitably. Our team of experts is ready to guide you in selecting the best-fit software to power events, no matter how big or small. Book a demo today to get started!

Let's Talk!

Manage your entire event portfolio and drive down the cost per event with each additional event you execute. EventUp Planner has flat-fee pricing, with no surprises.

For all meeting and event types
For all event sizes
For all functional teams
For all use cases

Book a call with our team to learn how EventUp Planner fits your needs.

Event management software pricing has become more complicated over the years as the industry has evolved. Event management software has revolutionized the way events are planned, organized, and executed. When the Covid-19 pandemic forced the world into lockdowns, many event professionals pivoted to virtual events. The upside is that this led to a plethora of product innovation and disruption. According to Verified Market Research, the global events industry is predicted to bring in over $2.19 trillion (US) by 2028!

From streamlining event scheduling and registrations to managing ticket and revenue collection, event software gives organizers much more control and flexibility. Event management software has become so indispensable and irreplaceable that most events would fail to function without them.

However, one of the most common challenges for event professionals is deciding on the right tool for the most cost-effective price. Understanding this type of software pricing can be complex, with costs influenced by numerous factors.

In this guide, we will delve into the key factors that influence event management software pricing. We’ll also provide additional insight to help you make an informed decision about the right tool for your needs.

What Influences Event Management Software Pricing?

Event Scale and Complexity

The size and complexity of your event(s) can impact pricing. Most event management software platforms will come with higher costs for enterprise or corporate business exhibitions due to the additional resources required. Software providers may consider factors like the number of expected attendees, desired features, vendors, add-on products, exhibitors, and customization requirements when determining the price.

Features and Functionality

The range of features offered by event management software can vary significantly. Lower-tier software plans may simply include the essentials such as registration management and email communication. Higher-tier plans may provide advanced features like session scheduling, exhibitor management, analytics, and integrations with other incumbent systems. The more robust and varied the features, the higher the price may be.

Scalability and Flexibility

Some event management software may only be suitable for specific events or ones of a certain size. If you host or exhibit events regularly, you may find that paying for a scalable and adaptable event platform will be more financially viable than an ‘off-the-shelf’ solution. Even if a flexible solution comes with higher upfront costs, it may provide the most tangible long-term benefits.

Pricing Models for Event Management Software

Subscription-Based Pricing

Many software providers offer subscription-based pricing models. With this model, users pay a recurring fee based on the duration of their subscription, usually billed monthly or annually. Many event software vendors offer discounts if you pay subscription fees in advance, allowing users to take advantage of some decent cost savings in exchange for a long-term commitment.

Tiered Pricing

Event platforms may also be priced on a tier system. The lower-tier packages (usually aptly named a ‘basic’ plan) will offer standard features. Users will typically only be able to access additional functionalities and tools by subscribing to the premium, higher-tiered solution. With lower fees for software, there’s often a caveat with a limitation on customization and integration with other systems.

Pay-Per-Event Pricing

For those organizing occasional or one-time events, pay-per-event pricing can be a cost-effective option. This involves a fee being charged for each event that is managed, meaning that users are not forced into signing long-term service contracts and benefit from improved cash flow. In this case, you only pay for what you use, but these software models are harder to come across.

Important Considerations When Evaluating Pricing

Total Cost of Ownership

It’s important to look beyond the upfront costs and consider the long-term cost of ownership. This includes factors like implementation, support, training, integrations, add-ons, and so on. If you are able to ascertain how expansive you need the software to be, you can make a more accurate, informed cost assessment and see whether it fits into your budget.

Return on Investment (ROI)

Evaluating the potential ROI of your event management software will also help you decide on the right tool for your needs. Weigh its various costs and fees against how much revenue your event(s) will generate. Will you be in the green or red as a result of hitting your attendee targets? If you will more or less break even, look instead at how the attendee or vendor experience can be enhanced as a way to justify your investment.

Customer Support and Training

Software and tools should offer flexible customer support, training, and learning resources to help users work with the system. Ensuring that your software provider offers plenty of this for your team(s) will mean that you make the most of your investment. Bear in mind that low-cost options will typically mean that training and support resources are threadbare and scarce.

How Much Does Event Management Software Cost?

Determining the exact cost of event management software can be difficult, as prices are influenced by various factors. Some software platforms start completely free of charge, while enterprise-grade solutions can cost thousands in monthly fees. It’s hard to make an accurate assumption of the average cost of event management software, but as is the case, you often get what you pay for.

How Secure is Event Management Software?

Security is – and should always be – a top priority when evaluating the right event management software platform. From protecting identifiable attendee information to securing endpoints and threats across your software platform, do not overlook security. It’s crucial to ensure that you look at what your vendor is doing to safeguard their customer (i.e., your) data as well. Here are some key aspects to consider regarding software security.

Secure payment gateways: If you require your software to allow seamless payments, the software will need to demonstrate PCI DSS compliance. If you see a relevant certificate confirming this, you’ll know that transactions are secure.
Access Controls: Preventing unauthorized access to your secure data is crucial and impossible without defined user permissions and roles. Administrators should always remain vigilant over who has access to your logins and data.
Data encryption: Software vendors that implement strict encryption protocols to protect data transmission and storage are worth the extra investment.
GDPR and CCPA compliance: Always make sure that your chosen software vendor is complying with relevant national or continental data protection and privacy regulations like GDPR in the European Union or CCPA in the US.
Software updates and patching: Look for evidence that your software provider rolls out regular updates and bug fixes to address any security vulnerabilities. Make sure that this is frequent and will not prove disruptive.

By considering these security aspects and engaging with reputable software providers, you can mitigate risks and ensure the security of your data throughout the event management process.

If you are an event organizer considering various event management solutions, actively look into their features, functionalities, security controls, and scalability before you make a decision.

Pricing is always crucial to evaluate, but you should always look a little bit deeper than just the bottom line. Cost is never the be-all and end-all when it comes to deciding on the right software platform for your company.

Learn More!

Thinking of making a change to a new event management platform? Check out our plans here and book a call to learn more.

Tag: event software pricing

Choosing the Right Event Management Software: Questions for Marketing and Project Managers