How to choose event planning software

When you’re organising an event, there are countless tasks to keep track of, many of which are critical to the smooth running of the event.

Fortunately, the tech world is full of event planning tools that can help you to keep all your information in one place, automate time-consuming manual tasks, or take care of ticket sales.

Whatever you’re looking to simplify when it comes to planning events, the chances are there’s a dedicated app or piece of software for it.

Here are some other things to consider when looking for event planning software.

What do I need for organising my event?

What exactly are you looking for to get your event running smoothly? It could be a ticket portal, a tool to assess attendee engagement, a database for venues, or a brochure site.

Start by making a note of all the different steps in your event organising process, then see which ones are taking up the most time, have the most repetitive steps, or are difficult to keep track of manually.

This will give you a shopping list of features to look for when you’re researching different software options.


All-in one or specialist software?

There are lots of packages out there, but not everything will suit your needs.

Some event planning solutions offer a one-stop-shop that allows you to control the running of your event from one convenient place and offers access to all members of your team. However, these can be quite pricey, and may include specialist features that you don’t need.

It’s sometimes better to choose separate software packages that specialise in one specific task, giving you a more robust product. They also have the added benefit of being cheaper, provided you don’t end up paying for so many separate packages that you may as well have plunged for an all-in-one option.

Whichever you go for, many tools offer free trials or live demos so you can see if they’re right for you before you commit.

Is it easy for my team to adopt?

When it comes to new software packages, integrating them with your current processes can be tricky, especially if you have a large team or have used the same methods for a long time.

It’s worth looking at how easily the software integrates with programs that you already use, whether you can add multiple users to the platform, and how steep of a learning curve it presents to your staff.

The whole point of embracing event planning software is to make the overall process simpler; if the software is overly complicated or doesn’t work well with your existing procedures, it’s not worth the effort.


Get some external help

When you’re planning a large-scale event such as an exhibition or trade show, it’s useful to get a few experts on board.

Here at exhibitions+, we support our clients from the planning phase through to design and build of a breathtaking exhibition stand, helping them to make sure that their next event is a success.

If you’d like us to help you to make an impression at your next event, get in touch today.