Managing events involves countless moving parts, endless details and constant communication – all while maintaining a seamless experience for attendees. Event management software transforms this complexity into an organized, efficient process.
In this guide, you’ll learn what event management software is and how it helps coordinate everything from registration to post-event follow-up. You’ll also discover specific features to look for, plus our picks for the best event-planning software.
What is event management software?
Event planning and management software organizes the details involved in running successful events. These tools simplify event logistics by automating routine tasks. For instance, sending reminder emails, coordinating vendor schedules and tracking attendee registrations.
Think of it as a virtual event coordinator managing tasks that typically require multiple team members and spreadsheets. Intuitive event management systems help you process registrations. Use them to send confirmation emails using event invitation email templates and update attendee lists without manual data entry.
Pair corporate event management software with customer relationship management (CRM) solutions to maintain consistent data across your event and related sales and marketing efforts. Track attendee engagement, follow up with leads and measure ROI without switching between multiple tools.
Why do you need event management software?
Event management software simplifies event planning and execution by organizing event details in one place and automating manual tasks.
For sales teams running regular events, these platforms reduce administrative overhead. They also create more time for meaningful attendee interactions.
Here’s how they help as part of your sales strategy:
Benefit | What this means for you |
Improved event ROI | Event management software empowers organizers to make informed decisions and improve event efficiency. It does this by automating tasks, providing actionable insights and optimizing the attendee experience. |
Better lead tracking | The software captures each event touchpoint and piece of customer data, from registration to follow-up. Integrating these insights into your CRM enables more effective, personalized outreach. It also ensures no lead slips through the cracks. |
Increased team coordination | Centralized dashboards and shared calendars inform team members of responsibilities, deadlines and changes. Real-time updates allow everyone to focus on their unique responsibilities without losing sight of the big picture. |
Cost-effective event planning | Event management software stretches your dollar. The automations make budgeting, registration and follow-ups more efficient. Built-in checklists and reminders also prevent costly mistakes. |
Integrate media CRM for improved outreach
For event organizers looking to maximize media coverage and audience reach, integrating a media CRM can streamline communication with press contacts and influencers.
A media CRM helps you manage relationships, track interactions and coordinate event announcements effectively – creating a cohesive promotional strategy across channels.
How to use Pipedrive for event management
Pipedrive’s automations and task management features make it a robust event management CRM.
Track engagement, handle registrations and build attendee connections with these key features:
Automated workflows
Pipedrive’s automated workflows streamline your event management processes. They create a seamless path from initial registration to post-event follow-up.
Set up automations to trigger specific actions based on attendee behavior or timeline milestones.
Automated workflows enhance the customer experience at every stage. For example, you might send reminder sequences before the event and create follow-up tasks. These automations help you maintain connections throughout the event lifecycle.
The customer journey also becomes more consistent when automation handles routine communications. For instance, when an attendee registers, Pipedrive can automatically:
Add them to relevant email lists
Schedule welcome messages
Create tasks for personalized outreach
Update your event capacity numbers
Free ebook: How to build a great email list
Personalized email marketing
Pipedrive’s Campaigns add-on includes email and marketing segmentation. These features transform standard event communications into targeted, meaningful interactions with attendees.
Create custom fields to track attendee preferences, past event participation and engagement levels. Use the data to create more relevant communications that drive higher response rates.
You can also make your email marketing more strategic with:
Dynamic content fields to include personalized details
Email templates customized for different event types
Performance tracking to optimize open and click rates
Tools to manage contacts and maintain data accuracy
The software supports multi-touch campaigns that guide prospects through your event cycle. Connect email marketing campaigns to your event data to make each message part of a cohesive communication strategy.
360-degree tracking
Pipedrive’s 360-degree tracking gives you complete visibility into every aspect of your event’s performance. The sales dashboard becomes your central command center for monitoring attendee engagement and sales opportunities.
The dashboard captures and displays vital metrics in real time. For instance, registration numbers, trends and sales pipeline progression.
Comprehensive pipeline management reveals which touchpoints drive the most value. It lets you see how leads move through your event pipeline, from initial contact to final conversion.
The system connects all customer interactions across channels:
Email responses
Phone call records
Meeting notes
Document downloads
Registration status changes
For example, when a lead registers for your event, you can instantly view their previous interactions, any past event attendance and their current position in your sales funnel. Detailed context helps your team deliver more relevant, personalized experiences at every stage.
Real-time insights
Pipedrive’s reports and insights convert raw event data into actionable intelligence. Your team gains immediate access to performance metrics that guide intelligent, timely decisions.
Pipedrive’s customizable dashboards show metrics like registration velocity, marketing campaign performance and conversion rates by channel.
Say you spot a high-performing marketing channel or pattern. You can immediately reallocate the budget to maximize results where it counts most.
For instance, if morning email campaigns show higher registration rates, shift more communications to that timeframe.
The system monitors the complete customer experience through:
Email open and click rates
Landing page conversions
Social media engagement
Form completion rates
Payment processing status
A data-driven approach lets you optimize your event promotion strategy in real time, ensuring higher engagement and attendance.
Integrations
Pipedrive’s integrations extend your platform’s functionality by connecting with specialized event tools and essential business apps.
Pipedrive integrates with event management tools like:
Eventilla to create branded registration experiences
Livestorm to add interactive elements like live polls, Q&A sessions and chat features
Trello to centralize task management
Gmail for seamless email tracking and communication
You can also use Zapier to connect hundreds of other tools.
A connected ecosystem means your event data moves freely between systems.
5 other top event management software solutions in 2025
Beyond Pipedrive, several specialized platforms offer effective tools for managing events. These tools work well for different types of events, team sizes and goals. Here’s a handpicked list of the best event management software.
1. Cvent
Cvent is designed for organizations running conferences, meetings and trade shows at scale. It coordinates both in-person and virtual events through automated workflows, detailed analytics and advanced registration tools.
Key features
Built-in and customizable reporting tools with data export for performance insights
Secure online and offline payment processing
Venue sourcing and management tools, including hotel booking and logistics support
Attendee engagement features, including real-time group chat, polls and Q&A
Mobile event app for on-the-go access
Comprehensive customer support with live chat, email and a knowledge base
Price
Contact seller for custom pricing
Who should use Cvent?
Cvent works for mid to large-sized organizations managing multiple events a year. It can help event planners seeking deep analytics and sales reps tracking attendee interactions across the entire event lifecycle.
2. Whova
Whova is an all-in-one event platform that bridges the gap between in-person and virtual attendee experiences. The software offers unique community-building features and takes a mobile-first approach to engagement, supporting interactive events that drive meaningful connections.
Key features
End-to-end event registration and website creation
Mobile event apps and audience engagement tools
Venue sourcing and contract management
Live polling, Q&A sessions and gamification
On-site check-in and badge printing
Price
Contact seller for custom pricing
Who should use Whova?
Whova is a good option for organizations focused on creating engaging events where networking is central. It helps sales teams running conferences or trade shows track and measure attendee engagement in real time.
3. Bizzabo
Bizzabo is an event experience platform for in-person, virtual and hybrid formats. It lets you design custom event flows and captures detailed engagement metrics.
Key features
Branded event websites
Easy registration tracking, ticket sales and management of attendee lists
Analysis of registration and engagement metrics
Attendee networking features like customizable chat channels, video calls and virtual booths
Automated email marketing campaigns
Comprehensive API and integration library
Price
Starting from $499 per user
Who should use Bizzabo?
Bizzabo works for organizations that rely heavily on events to drive new business. It can help B2B companies with field marketing programs integrate event data with their marketing and CRM software tools.
4. Swoogo
Swoogo emphasizes ease of use and flexible customization. It offers a drag-and-drop interface that eliminates the complexity often associated with enterprise event platforms.
Key features
Flexible registration logic and conditional forms
Multi-language support
Fully white-labeled website builder
Built-in reports or customized options
Automated email and marketing tools
Price
Starting from $11,800 per year
Who should use Swoogo?
Swoogo helps growing organizations that need enterprise-level features without the complexity or cost of enterprise-level features. It also works for teams that want to maintain brand consistency across events but lack dedicated technical resources or designers.
5. vFairs
vFairs is an all-in-one event management platform for hosting virtual, in-person and hybrid events of any size.
Key features
Custom-branded landing pages, registration forms and virtual booth templates
Live webinars, networking tools, chat options (text, audio, video), polls and Q&A sessions
Detailed analytics on registrations, attendance and engagement metrics
Mobile event app
Multilingual support and accessibility options
Price
Contact seller for custom pricing
Who should use vFairs?
vFairs works for companies that host virtual job fairs, trade shows and educational events. It uses immersive design to replicate real-world venues and boost engagement.
7 crucial features to look for in event management software
When you’re choosing an event management software, the features you need will vary. However, the following features are a must for any organization:
1. Event planning and scheduling
Event planning and scheduling capabilities ensure seamless event execution. They turn complex timelines into clear, actionable roadmaps.
Scheduling tools break your event into manageable phases, from venue selection through post-event surveys.
Creating dependencies between tasks ensures each team member understands their role in the sequence. It reduces delays and miscommunication.
Event planning features keep details from slipping through the cracks. Instead of juggling scattered spreadsheets and calendar apps, you get a single, centralized view. This view includes:
Task assignments and deadlines
Vendor coordination timelines
Setup and teardown schedules
Staff deployment plans
Say you’re planning a sales conference. You might use the software to generate a timeline starting six months out. It sets reminders for booking speakers, orders catering at the right time and ensures AV equipment arrives before the setup crew.
2. Lead capture and ticketing
Lead capture and ticketing features give you customizable registration forms, payment processing and data collection tools. These tools help convert even cold leads into hot leads.
Event management tools create branded registration forms, boosting attendee trust and gathering details on interests, challenges and buying intentions.
The system issues event tickets and processes payments securely.
A tool that integrates with your CRM can also sync registrant data in real time, equipping your sales team to:
Act quickly on new leads
Track registration sources
Segment attendees by interests
Identify high-value prospects
Monitor conversion rates
Consider a product launch event. When someone registers, the software captures that person’s role, company size and product interests. It automatically sends their ticket, adds them to relevant email sequences and notifies sales reps about qualified leads.
A smooth registration flow triggers a series of tailored interactions that prime leads for conversion well before the event begins.
3. Customer support
Customer support tools provide communication channels, help desk features and self-service resources. They help address attendee questions and technical issues before, during and after events.
These tools should allow attendees to access help through their preferred channel – whether via email, chat or phone – enhancing accessibility and response times. A searchable knowledge base of common questions also helps attendees find answers quickly.
Automated responses handle routine questions instantly. More complex issues are routed to the right team member, creating a smooth, efficient support experience for attendees.
4. Virtual event capabilities
Virtual event capabilities offer everything exhibitors need for online conferences, webinars and hybrid events. They integrate live streaming, engagement and networking into a single platform.
Factors like travel requirements and scheduling conflicts lead many to prefer the flexibility of virtual attendance over in-person events. In fact, research shows that 68% of attendees prefer event formats with virtual components – with 50% favoring hybrid events and 18% choosing virtual-only options.
Virtual capabilities allow organizations to reach a wider audience and cater to diverse attendees’ preferences.
Virtual event tools offer the following features to enhance engagement and attendee experience:
HD video streaming with minimal lag
Interactive polls and Q&A sessions
Breakout rooms for small group discussions
Digital networking spaces
Real-time analytics on attendee engagement
On-demand content access
Note: Even the most sophisticated virtual platforms can face technical challenges. Always have a backup streaming solution and a dedicated technical support team ready to troubleshoot.
Imagine hosting a virtual product launch. The platform streams your keynote while attendees explore virtual product demos, join expert-led discussions and book one-on-one sales consultations. All these interactions drive engagement and lead conversion.
5. Team collaboration
Team collaboration features centralize communication, project management and resource sharing. It ensures every team member stays aligned and productive throughout the event planning process.
An event management tool offers a shared digital workspace where every salesperson can access up-to-date event pages, share live updates and track progress for future events. No more scattered email chains or conflicting spreadsheet versions.
Look for features like:
Shared calendars and task lists to streamline scheduling
Document storage and version control for up-to-date materials
Internal chat and discussion boards to facilitate quick communication
Permission settings to assign roles and access levels
Progress tracking dashboards for real-time project updates
Real-time notifications to keep everyone updated on changes to event information
Note: Don’t overlook the importance of offline collaboration protocols alongside digital tools. Establish clear communication guidelines for urgent situations when team members may not have software access.
Event management software solutions keep your team updated without constant meetings or email chains. They minimize confusion and speed up decisions to support the event timeline.
6. ROI tracking and analytics
Choose event management solutions that offer insights and reports on event success. Look at advanced metrics such as:
Cost per attendee and lead
Registration source effectiveness
Session attendance and engagement rates
Sales pipeline influence
Revenue generated from event contacts
Floor plans and space utilization metrics
Analytics tools connect participant behavior directly to business outcomes. They help you assess how each interaction translates into measurable results.
For instance, the system reveals which sessions generated the highest product interest in a customer conference. This data shows where attendee engagement aligns with potential sales.
Data quantifies event value. It empowers you to allocate resources and shape programming based on real financial outcomes.
7. Integration capabilities
Integrations connect event management software with your existing business tools. Consider how your event marketing team’s current toolset can be integrated to simplify processes.
For instance, event professionals list email marketing, event management and CRM software as the top event technology tools they use to make events more efficient.
The benefits of bringing multiple tools together include:
Automatically syncing attendee data to your CRM
Marketing automation for event communications
Accounting and invoicing for revenue tracking
Calendar tools for schedule management
Video platforms for virtual sessions
For example, integrating event ticketing with your CRM ensures attendee data flows directly into your CRM. You could set the data flow to trigger personalized email sequences from your marketing platform.
You could also use the ticketing info to update your sales pipeline.
Sync post-event, attendance data and engagement metrics to create a complete picture of each participant’s journey.
Note: While most event platforms offer standard integrations, some may require API access or custom development to connect with specialized industry tools. Consider your tech stack requirements when evaluating software options.
Final thoughts
The right platform makes event management much more manageable. Pipedrive turns scattered event data into valuable insights and automates time-consuming tasks.
Start your free 14-day trial to see how Pipedrive’s event management features can simplify planning and increase attendee engagement.
