How To Choose the Best Event Management Software Provider

Do you need help finding the best event management software provider for your company? Look no further. This guide will take you through every step of the process. 

What Is an Event Management Software Provider

An event management software provider, at its core, is a technology company  that offers a wide range of software solutions aimed at assisting companies in planning, organizing, and executing various types of events. Event management software is designed to facilitate the event experience and to optimize the planning process, making events more enjoyable, interactive and efficient.. They are often a one-stop-shop for event organizers, offering a diverse set of tools and features that cater to the multifaceted needs of event planning.

When engaging with an event management software provider, companies enter into a partnership that grants them access to advanced digital solutions  and resources. Event management platforms   are instrumental in managing everything from event registration and ticketing to attendee engagement, VIP and KOL guests hospitality management, and post-event analysis. As a result, event organizers can focus on creating impactful experiences and achieving their event’s goals.

Event management platforms  are designed to meet the needs of various events, from small-scale gatherings to large-scale global conferences. All-in-one platforms typically offer the following pricing models:

• Event or participant-based subscription: These subscription models require organizers to pay a recurring fee based on the number of events or participants they manage. This offers flexibility and scalability, allowing event organizers to pay for their needs as their event portfolio grows.
• License-based pricing: This model involves a monthly or annual fee for using the software. This approach can be cost-effective for companies that host multiple events. The License-based pricing model is particularly adequate for large global companies organizing a large number of events around the world with a high-number of users.

On the market today, the leading event management software providers such as Eventtia and Cvent offer both models. 

Understanding the nuances of event management software providers and the diverse SaaS offerings is the first step toward making an informed decision. However, there are clear differences between regular SaaS vendors and platforms offering both digital solutions and collaborative partnerships. 

Pay-and-Go Versus Long-term Partnerships with Event Management Providers 

The choice between adopting a “pay-and-go” approach and forming long-term partnerships with event management providers represents a pivotal decision beyond mere technical considerations. This decision-making process revolves around the collaborative and partnership aspects, emphasizing the profound impact it can have on the overall success of your events.

When event organizers opt for a subscription-based platform, they essentially embrace a pay-and-go philosophy. It’s similar to renting a toolbox for a one-time home improvement project. 

These platforms offer the flexibility to pay for the services you need when needed, allowing you to fine-tune your event management process according to your event’s unique requirements. This pay-as-you-go model aligns with self-reliance and control, making it ideal for those who are experienced in event planning and have specific needs or preferences.

However, this autonomy comes with a trade-off: the responsibility of handling every detail of your events. While subscription-based platforms offer a robust set of features, they may lack the personalized support and guidance that an event management provider can provide. 

Understanding, implementing, and troubleshooting the software falls on your shoulders, which can be overwhelming, especially for larger or more complex events.

On the other side of the spectrum are long-term partnerships with event management providers. When you choose this approach, you are embracing a different philosophy—one of collaboration and mutual growth. This goes beyond software; it’s about entrusting your event’s success to a dedicated team of experts who become an extension of your event planning endeavors.

Event management providers offer not just a product but a partnership. They work with you to understand your specific objectives, challenges, and vision for each event. By partnering with them, you can access their expertise, experience, and strategic guidance. They become your event management allies, providing solutions, handling logistics, and ensuring that every aspect of your event, from registration to execution, is flawless and results-driven.

This collaborative approach can be particularly valuable for events with complex needs, larger-scale conferences, or those seeking a highly customized, branded experience. Event management providers become invested in your event’s success, aligning their goals with yours. This shared commitment fosters trust and reliability, which are often paramount to event organizers.

For example, the leading luxury group Richemont, which includes over 27 famous household names, collaborates with Eventtia to facilitate the event planning process throughout its entire brands family. 

The Richemont Group chose Eventtia thanks to its agile and collaborative approach to identifying the right solutions. Moreover, Eventtia is helping the Richemont Group to expand and scale its events strategy, enabling the central team to develop their own event management platform using Eventtia’s technology. 

How to Choose the Most Reliable and Trustworthy Event Management Software Provider for Your Company

When evaluating potential event management software providers, it’s crucial to consider a range of characteristics to ensure they align with your specific requirements. 

Features, Solutions, and Capabilities

A reliable provider should offer solutions, features, and capabilities that meet your current needs and support the evolution and growth of your events. Here are key aspects to consider:

1. Features

Choosing the optimal event management software provider depends on the range of features they provide. A dependable provider should offer an extensive suite of tools that cater to the specific demands of your event, be it a small pop-up store or a large-scale product launch. The crucial aspect is to confirm that the platform’s features match your event’s distinct needs, optimizing its functionality and effectiveness.

2. User Experience
   

User experience is key when evaluating the reliability of an event management software provider. The platform should offer an intuitive and user-friendly interface, facilitating easy navigation for organizers and attendees. 

A positive user experience is critical for the good performance of your event, ensuring smooth interactions with the platform. Testing the platform is essential to confirm its alignment with your team’s technical proficiency and the expected tech-savviness of your audience. 

For example, the platform may provide interactive demos such as Eventtia’s interactive demos, letting you discover the user interfaces and user experience provided for its different features and modules. 

3. Reliability, Security and Compliances

Reliability and compliance are non-negotiable aspects when choosing an event management software provider. The platform must demonstrate unwavering reliability, ensuring system uptime throughout the event lifecycle. 

Additionally, adherence to data protection regulations and industry standards is crucial for safeguarding sensitive information. Certifications and compliance with relevant industry standards should be thoroughly vetted to establish the platform’s trustworthiness. 

In terms of security, a serious and reliable event software provider shall provide measures such as expressed in the Eventtia’s security page. 

4. Integrations and API Services

Integrations and robust API services are integral components of reliable event management software. The platform should effortlessly integrate with other tools and platforms commonly used in event planning, such as CRM systems, marketing automation tools, and communication platforms. The flexibility and openness of API services significantly impact the ability to customize and extend the software’s functionality based on your specific event management needs.

5. Customization and Evolutions

Large enterprises with complex organizations and multiple types of events per year often require adaptable and customizable SaaS solutions. Customization encompasses brand identity refinement, advanced UX/UI design, tailored integrations, and the development of specific features.

The chosen event software provider should deliver a comprehensive suite of services and exhibit an organizational structure geared towards continuous evolution and co-development.

For example, industry leaders like Pierre Fabre and NAOS Bioderma have developed longstanding partnerships with Eventtia, their preferred event management software provider. This preference is attributed to Eventtia’s advanced collaborative culture and commitment to delivering enterprise-level services.

Pricing and Support

Beyond features, the decision to engage with an event management software provider is significantly influenced by the pricing model and the level of customer support they offer. Let’s take them one by one: 

1. Pricing 

Evaluate whether the provider offers a pricing model that aligns with your situation. 

As previously discussed, some providers may have flexible models, such as pay-as-you-go or subscription-based plans. 

• How many events do you host annually? Do you manage multiple events per year? 
• What event types and formats does your company organize? Do you host in-person, virtual, or hybrid events? Do you host store openings, gala ceremonies, pop-up stores, conferences, or seminars? 
• What’s the total number of expected attendees? 
• What is the total number of team members from your company who will use the platform to create and host events? 
• Do you collaborate with event agencies? If so, do they need access to the platform to help you manage the events? 

Based on the answer to these questions, you may carefully assess these options to determine the right pricing model for your organization’s needs.

2. Customer Support

Customer support is a cornerstone of a successful partnership with an event management software provider. Consider the following aspects to gauge the level of support:

• Tutorials, documentation, and interactive demos: Access to comprehensive tutorials, documentation, and interactive demos is crucial for understanding and maximizing the software’s capabilities. A provider committed to customer success will offer a wealth of resources to facilitate seamless onboarding and ongoing usage.
• Multilingual support and adaptability: Assess the provider’s ability to offer customer support in different languages, catering to the diverse needs of your audience and stakeholders across various countries. A vendor capable of adapting customer support to your company’s requirements demonstrates a commitment to a tailored and responsive partnership.
• Dedicated customer success account manager: A dedicated account manager can significantly enhance your experience. This individual is a liaison between your organization and the provider, ensuring your unique needs are understood and addressed promptly. This personalized touch fosters a sense of partnership and reliability.
• Backed-Up Support: The assurance of robust support, regardless of the challenges that may arise, is paramount. A reliable vendor instills confidence by offering a sense of being backed up and ready to promptly assist with any issues or inquiries. This assurance is vital for the smooth execution of your events.

These considerations contribute to a seamless partnership beyond event technology, emphasizing the provider’s commitment to your company’s success.

Organization and Culture

As you navigate the landscape of event management software providers, analyzing their organization and culture is crucial. Here are the organization and culture elements you should consider: 

1. Expertise and Skills

The expertise and skills of a potential event software provider translate into years on the market and specialization. 

The duration of the provider’s presence in the market is a powerful indicator of their experience and stability. A more extended history of software providers often suggests adaptability, learning, and sustained relevance. Providers with a substantial track record will likely have weathered industry changes, evolving alongside technological advancements and shifting event management landscapes.

A longer presence in the market is not just about the passage of time but signifies a wealth of accumulated knowledge. Seasoned providers have encountered diverse client needs, navigated through challenges, and refined their solutions over time. This experience contributes to a robust understanding of the intricacies of event management, enabling them to offer insights and features that address nuanced requirements.

On the other hand, assessing the provider’s market specialization is key to understanding how well their expertise aligns with your unique requirements. Consider the following aspects:

• Type of Clients: Understanding the client profile a provider typically serves provides valuable insights into their adaptability and versatility. Some providers may specialize in catering to small businesses, while others focus on serving large enterprises or niche industries, such as luxury or consumer retail. Assessing this specialization helps determine whether the provider has experience addressing the scale and intricacies relevant to your organization.
• Type of Events: Different events demand distinct functionalities from an event management platform. Providers specializing in specific events, such as pop-up stores, product launches, or retail workshops, will likely offer features tailored to those contexts. This specialization ensures that the software is finely tuned to meet your type of event’s specific needs and challenges.

Focusing on your niche or industry contributes to a more tailored and effective solution. It means the provider understands the unique demands, compliance requirements, and industry standards pertinent to your events. 

2. Agility

Agility is a defining characteristic that can make or break the success of your events strategy. It encompasses the provider’s ability to navigate swiftly through changes, respond proactively to emerging needs, and deliver services and updates promptly and efficiently. Here are some attributes to look for: 

• Reactive Attitude: A provider with a reactive attitude anticipates potential challenges and responds promptly when unforeseen issues arise. Proactivity is crucial in identifying and mitigating risks before they escalate, showcasing a provider’s commitment to ensuring a seamless event experience. A reactive attitude goes beyond problem-solving. It involves staying one step ahead, constantly monitoring potential issues, and implementing preemptive measures. 
• Fast Delivery: Timely delivery ensures that your team can make informed decisions, implement changes, and stay ahead of the curve in the planning and execution of events. Fast delivery is not limited to the initial implementation of the software but extends to ongoing services, updates, and support. This includes the rollout of new features, bug fixes, and any modifications required to align the platform with evolving industry standards. 

Overall, these attributes ensure that the provider can navigate the dynamic landscape of event planning, respond quickly to changing needs, and contribute to the success of your events strategy.

3. Capacity for Active Listening

The capacity for active listening extends beyond providing a one-size-fits-all approach and involves a nuanced understanding of your event’s intricacies.

Here are key elements to consider: 

• Asking the Right Questions

Rather than offering generic solutions, an effective event management software provider seeks to uncover the unique aspects that set your event apart. They engage in a meaningful dialogue, delving into the intricacies of your goals, audience, and the distinctive challenges your event poses.

Asking the right questions involves comprehensively exploring your event’s objectives, size, target audience, and industry-specific considerations. Doing so gives the provider a holistic view of your needs, laying the groundwork for a customized solution that aligns seamlessly with your event’s goals and requirements.

• Effective Team Communication

The provider’s team should exhibit strong communication skills, ensuring a clear and mutual understanding of your organization’s requirements. This involves conveying information and actively listening to your feedback, concerns, and aspirations.

Effective team communication extends beyond the initial onboarding phase. It encompasses ongoing interactions, support channels, and collaborative discussions throughout the lifecycle of your partnership. 

A provider that prioritizes open and transparent communication builds a foundation for trust, ensuring that your organization’s needs are heard, acknowledged, and addressed promptly.

• Understanding Underlying Issues

An effective event management software provider goes beyond addressing surface-level needs and clearly understands your company’s deeper issues and challenges. This involves a comprehensive grasp of your workflow, organizational structure, and any unique intricacies influencing your event planning processes.

Understanding underlying issues requires a provider to be attuned to your company’s broader context. They should consider the immediate pain points and anticipate future challenges and growth opportunities. This proactive approach enables the provider to offer solutions that meet your current requirements and align with your long-term objectives.

4. Problem-Solving Mindset

The problem-solving mindset involves a consultative approach and the ability to present alternative paths when challenges arise. Here are key components to consider: 

• Consultative Approach

Instead of merely providing predefined solutions, a provider with a consultative mindset engages in a collaborative process. They work closely with your organization to understand the intricacies of your challenges, goals, and operational nuances.

This collaborative engagement begins with an in-depth analysis of your unique requirements. A provider adopting a consultative approach involves your team in decision-making, seeking input and feedback at every stage. This collaborative dynamic extends beyond the initial implementation and becomes an ongoing partnership, with the provider continually aligning their solutions with your organization’s evolving needs.

Moreover, a consultative approach fosters knowledge transfer. The provider shares insights, best practices, and industry trends, empowering your team to make informed decisions and optimize event management software. This collaborative knowledge-sharing process contributes to the overall success of your events and builds a relationship founded on mutual understanding and shared objectives.

• Offering Alternative Solutions

A reliable event management software provider doesn’t just offer a singular path; they showcase flexibility and commitment to finding the most effective solutions. This involves proposing alternative approaches when challenges arise, or unique requirements demand a customized response.

Offering alternative solutions is a testament to a provider’s adaptability and creativity. It signifies a commitment to meeting your organization’s needs, even if those needs deviate from the conventional solutions. This flexibility is particularly valuable in the ever-changing landscape of event planning, where each event may present new challenges that require tailored responses.

Providers with a problem-solving mindset actively seek to understand the root causes of challenges. By addressing these root causes, they contribute to long-term solutions rather than merely applying quick fixes. This strategic and forward-thinking approach ensures that the event management software remains a dynamic and evolving tool that adapts to your company’s changing needs.

5. Transparency

An open and honest communication channel ensures that both parties are on the same page and that expectations are aligned. Transparency is based on open communication. 

A trustworthy event management software provider communicates transparently about ongoing product development. This transparency extends to keeping you informed about updates, enhancements, and the roadmap for future developments. 

For example, regular and clear communication about product updates ensures you know the latest features and improvements. This information is crucial for your team to maximize the software’s capabilities and enhance your event management processes.

Also, a provider’s roadmap outlines the future direction of the software. 

Transparent communication regarding the roadmap allows you to anticipate upcoming features and plan for their integration into your event management strategies. This forward-looking approach ensures that your organization stays ahead of the curve in leveraging new functionalities.

Also, transparency involves managing expectations. You’ll clearly understand when updates are expected, what features are in the pipeline, and how these developments align with your organization’s goals. This clarity is instrumental in avoiding surprises and ensuring your team is prepared for upcoming changes.

Transparency in communication about product development goes beyond mere updates; it’s about fostering a sense of partnership. A provider committed to transparency sees their clients as collaborators in the software’s evolution. This collaborative dynamic ensures that your organization’s feedback is considered and the software continually aligns with your evolving needs.

6. Collaborative Innovation

A commitment to collaborative innovation signifies a provider’s dedication to shaping the platform based on client needs. This involves an ongoing dialogue between the provider and your organization, creating a dynamic partnership where client feedback is welcomed and actively sought after.

Here’s how this collaborative dynamic unfolds:

• Active client involvement: A vendor committed to collaborative innovation actively seeks client input at various stages of platform development. This step involves understanding how the software is used in real-world scenarios, the challenges faced by users, and the opportunities for improvement.
• Adapting to evolving industry trends: The event management landscape is dynamic, with trends and technologies continually evolving. A provider engaged in collaborative innovation responds to client needs and stays abreast of industry trends. This proactive approach ensures that the platform remains relevant and anticipates future requirements.
• Iterative development: The platform evolves in response to client feedback, industry shifts, and emerging technologies. This iterative approach ensures that the software is not static but adapts to the changing demands and expectations of the event management ecosystem.

By developing according to client needs, a provider demonstrates a commitment to the success of their clients’ events. The platform becomes a flexible and responsive tool aligned with your company’s unique challenges and aspirations. 

7. Going the Extra Mile

Finally, going the extra mile is not merely about providing a product or service but building a relationship. It’s about understanding the intricacies of your organization, empathizing with your challenges, and actively contributing to your success. This relationship-centric approach fosters trust, reliability, and a sense of partnership beyond vendor-client relationships’ transactional nature.

• For more information on how to choose the best event management software, we invite you to read this article. 

Key Takeaways 

• An event management software provider is a specialized entity offering digital tools to streamline the planning, organization, and execution of events. This enables organizers to focus on creating impactful experiences.
• Event management software providers can be categorized into specialized solutions (cost-effective, user-friendly) and all-in-one platforms (comprehensive, suitable for various event scales), each with distinct pricing models catering to different event planning needs.
• Choosing between a “pay and go” subscription model and a long-term partnership with event management providers involves balancing autonomy with collaborative support, where the latter offers dedicated expertise, support, and seamless event execution.
• Reliable event management software providers offer user-friendly interfaces, regulatory compliance, seamless integrations, customization options, regular updates, and a commitment to evolving with industry trends.
• Evaluating pricing structures and customer support offerings is crucial. This includes understanding options such as pay-as-you-go or subscription plans and considering factors like tutorials, multilingual support, and a dedicated account manager.
• Assessing the provider’s expertise, market specialization, agility in adapting to changes, and the capacity for active listening are essential in determining a successful and harmonious partnership.
• A reliable event management software provider distinguishes itself with a consultative approach, offering alternative solutions, proactive issue anticipation, and a transparent communication channel.
• A commitment to collaborative innovation involves active client involvement, adaptation to industry trends, iterative development, and a relationship-centric approach in which providers go the extra mile to understand and contribute to their clients’ event success.

Need help with the best event management software provider? Our experts are here to guide you. Contact us today to explore how Eventtia can level up your attendees’ online registration experience and upgrade your events team’s capabilities.