Key takeaways on event software costs
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The cost of event management software generally ranges from free to thousands of dollars per month, depending on the features, number of events, and specific pricing model.
Choosing the right event software is easier with a solid understanding of your options. So, to help you out, we’re diving into the world of event management software pricing. Find out more about the difference between free and paid event software, pricing models, what factors influence costs, and tips for making the right choice for your needs.
Free event management software is a great option for basic, one-off events, but it often comes with limitations on features, analytics, and user access.
Free event management software can be a great option to use for free or one-off events that only require basic details to be handled. These platforms offer a user-friendly interface, making it quick and easy to use for event ticketing or registrations and basic communication with attendees. This can streamline the event management process and help ensure that all important aspects of your event are covered without straining your budget.
Where free event software often comes with staple features like ticketing and attendee invites, it can also be limited in its functionality. If you’re opting for free event software, expect limitations on user access, storage of event information, inventory, or advanced reporting analytics. Many free event platforms also don't support payment processing, online transactions, or integrations with third-party apps or programs.
It’s also important to note that some free event software can also include hidden costs, like add-on features or additional payment processing fees. Other free software options offer what’s called a freemium model to get you started, allowing users to access basic features at no cost while offering premium upgrades for a fee to unlock more advanced capabilities.
Paid event management software is a smart investment because it provides a secure, all-in-one platform that saves time, reduces errors, and offers valuable data-driven insights.
Paid plans can range from a few hundred dollars a month to thousands for a large enterprise, depending on the features and scale. Paid event management software is often a necessity for planners and managers who need a secure and reliable platform to manage a full event schedule. Instead of juggling a bunch of separate free tools like a basic ticketing site, a spreadsheet for registrations, and a separate email service for event marketing, you have one central platform to manage all event details.
Using a patchwork of free tools can also eat up countless hours and lead to mistakes. Paid event management software avoids this by offering a range of features like templates, automation, and integration. Using professionally designed templates for registration pages and communications ensures a consistent, polished brand experience for every event without the need to start from scratch. This is complemented by automation capabilities that take care of routine but critical tasks, like welcome emails, reminders, and follow-up surveys, significantly reducing manual workload and the potential for error. Paid event software also integrates with other business platforms like contact management systems (CRM), point of sale systems, and accounting software to allow data to flow effortlessly between systems that a venue may already use.
What also sets paid event software apart is the insight it provides. You get a clear, data-driven picture of what worked for your events, and what didn't. This can be anything from seeing which marketing efforts drove the most ticket sales to understanding attendee engagement. For event managers, this kind of insight is invaluable. It helps you make smarter decisions on the fly, like adjusting your marketing spend if sales are slow, and gives you solid proof of your event's success to show to stakeholders.
Together, these features provide an efficient and interconnected system that simplifies logistics and empowers event managers to focus on strategic planning and the attendee experience.
Paid event software generally falls under one of two categories: perpetual licenses and recurring revenue models. Check out the difference between these pricing models below.
Perpetual licenses involve a one-time payment for event management software to be used indefinitely. This pricing model is more common with on-premises software, requiring software to be installed on the user’s servers.
Perpetual licensing can be advantageous for users who want a one-time cost and permanent ownership of their chosen event software. However, it’s essential to recognise that this comes with its own set of limitations. With the software confined to on-site use, accessibility may be limited, making it challenging for users who need to manage events remotely or across multiple locations. This can affect the flexibility and responsiveness often required in event planning. A lack of accessibility can also slow down lead enquiry response rates, impacting booking numbers and business reputation.
Furthermore, perpetual licenses often require users to manage their updates and support, which can lead to additional costs and resource allocation. Businesses must ensure they have the technical expertise to maintain the software, which may require hiring or training staff. While the upfront cost may seem attractive, the long-term implications of maintenance and the need for eventual software upgrades should not be overlooked. Venues may find themselves at a disadvantage if they are using outdated features while competitors benefit from continuous updates and support. Ultimately, businesses should weigh the pros and cons of perpetual licensing against their specific needs and operational capabilities. For some, the stability of a one-time investment is appealing, but for others, the flexibility and support of cloud-based event software might offer better overall value.
Recurring revenue models are a modern approach to event software pricing, offering continuous access to the software for a predictable, regular fee. This is the model most associated with cloud-based, or Software-as-a-Service (SaaS), platforms. Instead of a single upfront payment, users pay a recurring fee—typically monthly or annually—to use the software. This model often includes automatic updates, technical support, and continuous feature enhancements, ensuring users always have access to the latest technology and a secure, maintained platform.
Within the recurring revenue model, there are several common structures:
The most common model, where users pay a regular fee for ongoing access to the software. These subscriptions can be tiered based on the features included, the number of users, or the number of events.
This model charges a fee for each user or "seat" that requires access to the software. It’s fitting for organisations with a clearly defined team, as costs scale directly with the size of the team using the platform.
Providers offer different packages or "tiers" with varying levels of features, support, and usage limits. Users can choose a tier that best fits their needs and budget, with the flexibility to upgrade as their event-planning requirements grow.
This model charges users based on their actual usage. For example, a provider might charge per attendee, per ticket sold, or per event hosted. This can be cost-effective for organisations with a variable number of events or a fluctuating team size, as they only pay for what they use.
Beyond the pricing model, several key factors can influence the final cost of event software. Understanding these elements is essential for making an informed decision that aligns with your budget and business needs.
The breadth and depth of features are a primary cost driver. A basic platform might offer only ticketing and registration, while more comprehensive solutions can include marketing automation, advanced reporting, networking tools and mobile apps. The more advanced and integrated the features, the higher the cost is likely to be.
Whether event software is a cloud-based solution or an on-premises installation affects pricing. Cloud-based platforms are typically offered on a recurring subscription basis and are accessible from anywhere with an internet connection. On-premises software often involves a perpetual license and may require additional investment in servers and IT infrastructure.
Consider these tips to find a solution that suits your budget and meets the specific needs of your team and events.
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Ultimately, the choice between free and paid event management software comes down to a clear understanding of your specific needs, budget, and long-term goals. By defining your requirements, prioritising essential features, and considering scalability, you can navigate the various pricing models and options to find a solution that not only simplifies your workload but also elevates the entire attendee experience.
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