What features should I look for in event management software?

The most important features to look for in event management software include event registration and ticketing, agenda and speaker management, attendee engagement tools, lead capture, analytics, and seamless integrations. Choosing software with these capabilities ensures efficient planning, higher attendee satisfaction, and better ROI. 
 

Choosing the right event management software can feel overwhelming, but it's a critical step in making your events successful. By focusing on key features that save time, boost engagement, and provide valuable insights, you can find a platform that transforms your event planning. 

 
To make a confident choice, it's essential to know exactly which features matter most. This guide breaks down the key features you should look for in event management software, categorised into specific needs of your event lifecycle. Check out the essential tools that will help you plan, execute, and analyse your events like a pro. 
 

Pre-event management & marketing 

Event marketing 

A good event management platform will offer marketing tools to boost your event's visibility. This includes the ability to easily set up and publish your event website, as well as email marketing capability.  

Pro tip: Look for tools that offer built-in SEO features for your event page and analytics to track which marketing channels are driving the most registrations. 

Event templates 

To save you time and ensure a professional look, look for software that offers a variety of professionally designed templates for registration pages, email communications, and event websites.

Pro tip: Ease of use is important; make sure templates are easy to customise with your branding, logos, and event details. 

Event registration and ticketing 

Event registration and ticketing are fundamental, and key details to look for include mobile-friendliness, multiple ticket types, promo codes, and secure payment processing. 

Pro tip: Make sure your event planning software supports secure payment processing and automatically generates tickets or confirmations for attendees. 

Core event operations 

Agenda and session management 

A strong system enables you to easily create an event agenda featuring various tracks, speakers, and session times. Look for a feature that lets attendees browse the agenda and create a personalised schedule. Some platforms also include tools for managing speaker bios, presentations, and communication, making it a central hub for all your event content. 

Sponsor management 

If your event has sponsors, this feature is invaluable. It helps you manage sponsor packages, showcase their logos and information on your event website and app, and track their engagement. This makes it easier to provide a clear return on investment to your sponsors. 

Mobile app 

A dedicated event app enhances the attendee experience by providing a central hub for the agenda, speaker bios, networking features, and real-time updates. It can also include features like push notifications for important announcements and interactive maps of the venue. 

Check-in 

A smooth check-in process is vital for a positive first impression. Look for features that allow for quick, digital check-ins using QR codes or attendee lists, reducing lines and hassle. Many modern solutions offer contactless check-in and on-demand badge printing. 

Attendee experience & engagement 

Attendee engagement

Features like live polling, Q&A sessions, and virtual breakout rooms are crucial for keeping attendees actively involved. Other tools to look for include gamification, one-on-one meeting schedulers, and social feeds that allow attendees to network with each other. 

Pro tip: Look for the ability to see which sessions were most popular, which speakers received the best feedback, and which topics were of particular interest. 

Lead capture 

For exhibitors and sponsors, an integrated lead capture feature allows them to easily collect and manage attendee contact information, scan badges, and take notes. This helps to justify their investment in your event and ensures valuable connections aren't lost. 

Data & analytics 

Attendee insights

A good platform provides detailed reports on registration numbers, attendance rates, and attendee behaviour. This data helps you understand what worked and what you can improve for next time. You should be able to see which sessions were most popular, which speakers received the best feedback, and even how long attendees stayed in a virtual session. 

Customisable reports 

The ability to create custom reports means you can focus on the metrics that matter most to your business, whether that’s ticket sales per marketing channel, attendee demographics, or revenue generated per sponsor. 

Platform & infrastructure 

Easy-to-use interface 

A user-friendly design is crucial for your team to quickly learn and operate event software without needing extensive training. An intuitive drag-and-drop interface and clear navigation can save countless hours of frustration. 

Integrations 

Look for software that integrates seamlessly with your existing tools, such as your CRM, point-of-sale platform, and accounting software. This ensures all your data flows effortlessly between systems, avoiding manual data entry and potential errors. 

Scalability 

Choose a platform that can grow with you. If you plan to increase the number or size of your events, your software should be able to handle that growth without requiring a complete overhaul. This is often tied to flexible pricing models, like a tiered subscription plan. 

Data security 

Your attendees’ personal and payment information is sensitive. Ensure the platform has robust security measures, is compliant with relevant data protection regulations (like GDPR), and offers features like two-factor authentication. 

Pro tip: Look for features like two-factor authentication to protect your data and build attendee trust. 

Customer support 

When an issue arises, you need reliable help. Check for the level of customer support offered, such as live chat, phone, or email, to ensure you have the assistance you need when you need it. 

Pro tip: Some providers also offer dedicated account managers or extensive knowledge bases for self-service troubleshooting. 

Financial & administrative management 

Budget management 

Tools that allow you to track your event budget, manage expenses, and generate financial reports can be a lifesaver, helping you make sure your event is profitable. This can include features to handle refunds, process payments, and track outstanding invoices. 

Payment processing 

A reliable system should securely handle all payment transactions, including ticket sales, venue invoicing, refunds, and deposits. It should support multiple payment methods and provide automatic confirmations to attendees, reducing manual work and errors. 

Financial reporting 

Detailed reporting tools help you monitor costs, revenues, and outstanding invoices. These reports provide clarity on your event’s financial health and assist in forecasting and budgeting for future events. 

 
The right event software is your strategic partner 

Ultimately, selecting the right event management software is a strategic decision that goes beyond just the feature list. The ideal platform is a partner in your event's success,  one that simplifies your workload but also provides the data and insights you need to grow. By clearly defining your requirements across these key categories, you can confidently evaluate your options and choose a solution that empowers your team, delights your attendees, and delivers measurable value for your business. 

See iVvy event software in action 

Schedule a product demo to check out iVvy event and venue management software features and how they can work for your team.