26 Conference Management Software For In-Person, Virtual & Hybrid Events In 2025
10 Best Conference Management Software
Here's my pick of the 10 best software from the 26 tools reviewed.
Navigating the conference management space can be a minefield, but trust me; I've been there. With a sea of software solutions at your disposal, choosing the right one can feel like searching for a needle in a haystack. So, what does an excellent conference management software do? It streamlines the entire event planning process, from ticket sales to attendee engagement and analytics.
The benefits are immense. Good software saves you time and energy and scales with your needs, whether hosting a small workshop or a major conference. It arms you with powerful tools that simplify complex tasks, enhance the attendee experience, and provide invaluable insights to fine-tune future events.
We all know the main pain points of event planning – disorganization, inefficient processes, lack of real-time data, poor attendee management, etc. The right conference management software tackles these issues head-on, ensuring you host a memorable event that resonates with your attendees.
So, are you ready to explore the options? I've carefully evaluated and compiled a list of the best conference management software to ease your journey. Let's dive right in.
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Best Conference Management Software Summary
This comparison chart summarizes pricing details for my top conference management software selections to help you find the best one for your budget and business needs.
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 | Best for flexible event design and registration | Not available | From $200/user/month, (min 5 seats, billed annually) | Website | |
| 2 | Best for seamless ticketing and fundraising | Not available | Pricing upon request | Website | |
| 3 | Best for comprehensive venue sourcing solutions | Free demo | Pricing upon request | Website | |
| 4 | Best for end-to-end event management features | Not available | From $20/user/month, (billed annually). | Website | |
| 5 | Best for advanced event analytics | Not available | From $300/user/month, (billed annually). | Website | |
| 6 | Best for integrated event marketing campaigns | Free demo available | Pricing upon request | Website | |
| 7 | Best for user-friendly mobile networking | Free demo | Pricing upon request | Website | |
| 8 | Best for immersive virtual event experiences | Not available | From $99/event, (minimum purchase of 5 events) | Website | |
| 9 | Best for customizable event apps | Free demo available | Pricing upon request | Website | |
| 10 | Best for interactive virtual and hybrid events | Not available | From $500/user/month, (billed annually). | Website |
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roommaster
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.2 -
Little Hotelier
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.5 -
Minihotel
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Best Conference Management Software Review
Below are my detailed summaries of the best conference management software that made it onto my shortlist. My reviews offer a detailed look at the key features, pros & cons, integrations, and ideal use cases of each tool to help you find the best one for you.
Swoogo is a comprehensive event management software that aims to simplify event planning and execution. It provides flexibility in event design and registration, enabling you to create unique experiences that align with your event's goals and themes.
Why I Picked Swoogo: In deciding on Swoogo, its flexibility in event design and registration stood out. It enables a high degree of customization, allowing users to tailor their event floor plans and online registration process to their specific needs. This adaptability makes Swoogo the best tool for events requiring unique templates and customizable registration options.
What do you get for free?
Swoogo does not offer a free plan, but you can request a free demo to get a feel for its features and understand its capabilities before purchasing.
Standout features & integrations:
Key features of Swoogo include its intuitive event builder, customizable registration forms, submissions, and in-depth analytics. It also offers integration with a wide array of tools such as Salesforce, Marketo, and Zoom, enhancing its functionality and allowing for a more seamless event management experience.
Pros and cons
Pros:
- Unlimited events within the subscription
- Comprehensive integration with other tools
- High degree of customization for event design and registration
Cons:
- Requires annual commitment
- Higher price point compared to other platforms
- Lack of a free plan
Accelevents is an all-in-one virtual and hybrid events platform that also caters to event ticketing and fundraising needs. Its comprehensive suite of tools is designed to streamline ticket sales, attendee engagement, and sponsorship collection.
Why I Picked Accelevents: Choosing Accelevents was an easy decision due to its integrated approach to event management. Unlike many other tools, it includes powerful online ticketing and fundraising capabilities that cater to a wide range of types of events. I've judged it to be the best tool for seamless ticketing and fundraising based on its feature-rich platform and ease of use.
What do you get for free?
Accelevents does not offer a free tier, but they do have a demo available on request to give potential users an insight into their platform and its functionalities.
Standout features & integrations:
Accelevents is known for its robust ticketing system, interactive event pages, and fundraising capabilities. It also boasts features like live streaming and attendee engagement tools. Accelevents integrates with popular platforms like Zapier, allowing it to fit seamlessly into your current workflow.
Pros and cons
Pros:
- Supports live streaming for virtual events
- Interactive event pages to engage attendees
- Integrated ticketing and fundraising capabilities
Cons:
- The learning curve for mastering all the platform's features
- Minimum fee per event could be high for small events
- No free tier available
Cvent is a powerful event management platform with a specialized focus on venue sourcing. It allows exhibitors to discover, compare, and book venues all within one tool, making it especially useful for those who require extensive venue-sourcing solutions.
Why I Picked Cvent: I selected Cvent for its robust capabilities in venue sourcing. The tool has a unique edge due to its extensive database of venues worldwide. This exceptional capability for venue sourcing led me to determine that Cvent is ideally suited for those needing comprehensive venue-sourcing solutions.
What do you get for free?
Cvent doesn't offer a standard free tier but does provide a demo on request. This gives potential users an opportunity to experience the platform's capabilities. The lack of a permanent free tier or trial period may limit some users' ability to explore the tool fully before making a commitment.
Standout features & integrations:
Key features of Cvent include its extensive venue sourcing capabilities, attendee management, invoicing, event marketing, and detailed analytics. It also integrates with a number of other business tools, including Salesforce, Marketo, and Microsoft Dynamics, to extend its functionality.
Pros and cons
Pros:
- Comprehensive features for event management
- Robust integrations with major business tools
- Extensive venue sourcing capabilities
Cons:
- The platform can be complex to navigate for new users
- Pricing information not readily available
- No free tier or trial period available
Zoho Backstage is an event management platform that provides comprehensive features to plan, promote, and execute successful events. Its strengths lie in the end-to-end event management capabilities that it offers, from creating event websites to post-event analytics.
Why I Picked Zoho Backstage: I chose Zoho Backstage because of its comprehensive nature and commitment to addressing every aspect of event management. Its holistic approach, from the initial planning to the post-event stages, differentiates it from many other platforms. This, in my opinion, makes it the best event tool for anyone needing an all-in-one event management solution.
What do you get for free?
Zoho Backstage does not offer a permanent free tier, but it does offer a free trial for 7 days. During the trial period, users can explore all the features the platform has to offer, but usage is limited.
Standout features & integrations:
Zoho Backstage provides a variety of features, such as customizable event website creation, agenda management, ticketing, and post-event analytics. It integrates seamlessly with Zoho's suite of business applications, as well as other tools like Google Analytics, for a more streamlined event management process.
Pros and cons
Pros:
- Offers a 7-day free trial
- Seamless integrations with Zoho suite and other tools
- Comprehensive end-to-end event management features
Cons:
- The interface may be overwhelming for first-time users due to the extensive features
- Pricing can be high compared to other platforms, especially for smaller businesses
- No permanent free tier available
Lasso.io is an event analytics platform that offers advanced data-driven insights for event organizers. It equips teams with tools to track, measure, and optimize their event performance, making it ideal for those who prioritize analytics in their event planning process.
Why I Picked Lasso.io: The decision to choose Lasso.io was primarily based on its advanced analytics feature. It offers a comprehensive data-driven approach to event management, allowing users to track performance and make informed decisions based on these insights. This robust analytics capability sets Lasso.io apart, making it the best tool for event professionals seeking advanced analytics.
What do you get for free?
Lasso.io does not provide a free plan. However, they do offer a free trial for users to experience the software's capabilities firsthand before opting for a paid subscription.
Standout features & integrations:
Key features of Lasso.io include real-time data visualization, attendee behavior tracking, and an intuitive dashboard. Its integrations with major CRM and marketing automation tools, such as Salesforce and HubSpot, ensure users can leverage the power of advanced analytics in conjunction with their existing platforms.
Pros and cons
Pros:
- Real-time data visualization
- Seamless integration with CRM and marketing tools
- Advanced analytics capabilities
Cons:
- Pricing only available with annual commitment
- High cost, especially for small businesses
- Lack of a free plan
Brightly is an event management system that uniquely blends event planning with marketing. It allows teams to not only plan and host events but also to create and manage integrated marketing campaigns around these events, thus making it a standout choice for those seeking a unified solution.
Why I Picked Brightly: I selected Brightly for its distinct blend of event management and marketing tools. This combination allows for a holistic approach to event planning, where events and associated marketing campaigns can be managed from a single platform. Brightly's unique focus on integrated marketing campaigns makes it the best tool for those looking for such a solution.
What do you get for free?
Brightly does not offer a free plan, but they do have a demo upon request for potential customers to understand their platform and services better.
Standout features & integrations:
Brightly’s most compelling features are its integrated event marketing tools which include email marketing, social media promotion, and marketing analytics. It also integrates smoothly with popular CRM platforms and marketing tools, providing a holistic tool for event management and marketing.
Pros and cons
Pros:
- Smooth integration with popular CRM and marketing tools
- In-depth marketing analytics
- Integration of event planning and marketing tools
Cons:
- Limited information available about the pricing structure
- Pricing may be prohibitive for smaller businesses
- No free plan or trial available
Whova provides an all-in-one event management platform, delivering efficient tools to organize, manage, and run conferences with a focus on user-friendly mobile networking. Its application facilitates rich networking experiences, offering a streamlined mobile interface that encourages participants to connect on the go.
Why I Picked Whova: Whova stood out to me because of its emphasis on the mobile experience, a unique selling point in the crowded event management space. I believe it's the best for user-friendly mobile networking due to its robust mobile event application, which is intuitively designed to foster connections amongst event participants. Whova's mobile-first approach aligns with the modern demand for on-the-move networking and engagement.
What do you get for free?
Whova does not have a free tier, but they offer a demo to help you explore the platform and its features.
Standout features & integrations:
Whova excels with its networking-centric features like attendee matchmaking, private messaging, and discussion forums. Its mobile app is top-notch, offering features like mobile check-in, event agenda, and personal scheduling. Whova integrates seamlessly with popular tools such as Zoom, Salesforce, and Mailchimp, augmenting the functionality and reach of the platform.
Pros and cons
Pros:
- Effective integrations with popular platforms like Zoom and Salesforce
- Strong networking features such as matchmaking and discussion forums
- Outstanding mobile app for attendees
Cons:
- The mobile-first approach might not appeal to all users
- Pricing information isn't readily accessible
- No free tier available
Hopin offers an advanced platform built to facilitate engaging virtual and hybrid events. It's designed to create immersive event experiences, replicating an in-person event atmosphere in the virtual space.
Why I Picked Hopin: I selected Hopin due to its exceptional ability to simulate real-life conference experiences in a virtual setting. It's not just a video conference tool but a virtual venue with various interactive areas that are optimized for connectivity and engagement. Hopin is award-winning for immersive virtual event experiences as it allows attendees to move in and out of rooms just like an onsite or in-person event, fostering a unique, interactive event environment.
What do you get for free?
Hopin does not provide a free tier. However, they do offer a demo upon request to understand its functionalities.
Standout features & integrations:
Hopin shines with its 'Reception' feature that provides an overview of the event, 'Stages' for hosting keynotes, and 'Networking' areas for one-on-one video interactions. Its 'Expo' feature also allows virtual vendor booths for product exhibitions. Hopin integrates with a wide array of services, including Eventbrite, Mailchimp, Slack, and more, enhancing the platform's utility.
Pros and cons
Pros:
- Wide variety of integrations available
- Multiple interactive spaces for enhanced engagement
- Delivers a unique, immersive virtual event experience
Cons:
- Pricing can get expensive for larger events
- The immersive features might be overwhelming for first-time users
- No free plan or trial available
Eventmobi is an event planning software that offers customizable event apps for conferences, seminars, trade shows, and other events. These customizable apps provide a unique, tailored experience for attendees, which makes Eventmobi an excellent choice for events that require personalized applications.
Why I Picked Eventmobi: I chose Eventmobi because of its impressive flexibility in app customization. This attribute sets it apart from many other tools that offer standard, less flexible event apps. Based on this distinct feature, I've concluded that Eventmobi is best for events where a custom app can enhance the participant experience.
What do you get for free?
Eventmobi doesn't provide a free tier, but potential users can request a personalized demo to experience the platform's features. Despite the lack of a free trial or plan, this demonstration allows a glimpse into the customization options available.
Standout features & integrations:
Eventmobi's most noteworthy features include its custom-branded event apps, live polls, surveys, and interactive attendee networking. It also integrates with platforms like Salesforce, Slack, and Zoom, providing a more comprehensive and connected event management experience.
Pros and cons
Pros:
- Integrates with popular platforms like Salesforce, Slack, and Zoom
- Interactive attendee networking capabilities
- Highly customizable event apps
Cons:
- Some users may find the customization process complex
- Pricing information is not transparent
- No free tier or trial period available
SpotMe is an event management platform that excels in creating interactive experiences for virtual and hybrid events. It provides various tools to engage participants, such as live Q&A, polls, and chat, making it a top pick for those needing robust interactivity in their virtual or hybrid events.
Why I Picked SpotMe: I picked SpotMe because of its emphasis on participant engagement in virtual and hybrid event settings. Its variety of interactive features makes it distinct in a crowded field of event management tools. The richness of its interactive tools is why I believe it is the best tool for those wanting to host engaging virtual and hybrid events.
What do you get for free?
SpotMe offers a free demo upon request but does not have a free tier. However, they do have a 14-day free trial which gives potential customers an opportunity to test the platform before making a purchase decision.
Standout features & integrations:
SpotMe stands out with its robust interactive features like live Q&A, polls, and chat. It also has a 'virtual workspace' that allows for networking and collaboration among participants. It integrates well with CRM tools and webinar platforms to streamline event management and follow-up processes.
Pros and cons
Pros:
- Smooth integrations with CRM tools and webinar platforms
- Virtual workspace for networking and collaboration
- Strong emphasis on interactive features for participant engagement
Cons:
- Pricing varies, requiring individual quotes based on event size and needs
- Pricing may be high for smaller organizations
- No free tier, only a 14-day free trial
Other Conference Management Software
Here are some additional conference management software options that didn’t make it onto my shortlist, but are still worth checking out:
- ClickUp
For robust event project management
- Wrike
For collaborative event planning
- Bizzabo
Good for consolidating event marketing and management into one platform
- Grenadine
Good for detailed event scheduling and planning
- ON24
Good for virtual conferences and webinars with interactive features
- ThunderTix
Good for conferences and trade shows requiring robust ticketing solutions
- GTR Events
Good for easy-to-use conference planning and execution tools
- Flox
Good for providing a dedicated platform for online events and virtual conferences
- EventSquid
Good for flexible and customizable event registration options
- Clear Event
Good for managing and coordinating all event details in one place
- Vfairs
Good for creating immersive virtual conference experiences
- Attendease
Good for streamlined conference management and automation
- EventTemple
Good for large-scale conference management with integrative solutions
- Planned
Good for sourcing and booking event venues and suppliers
- EventsAir
Good for offering a comprehensive toolset for end-to-end event management
- ShowPass
Good for offering versatile ticketing and registration options
Conference Management Software Selection Criteria
When selecting the best conference management software to include in this list, I considered common buyer needs and pain points like managing attendee registration and coordinating multiple event schedules. I also used the following framework to keep my evaluation structured and fair:
Core Functionality (25% of total score)
To be considered for inclusion in this list, each solution had to fulfill these common use cases:
- Manage attendee registration
- Coordinate event scheduling
- Handle ticketing and payments
- Provide event analytics
- Enable communication with attendees
Additional Standout Features (25% of total score)
To help further narrow down the competition, I also looked for unique features, such as:
- Integration with social media platforms
- Customizable event apps
- AI-driven networking recommendations
- Virtual reality event experiences
- Multi-language support
Usability (10% of total score)
To get a sense of the usability of each system, I considered the following:
- Intuitive user interface
- Easy navigation
- Minimal learning curve
- Responsive design
- Clear and concise instructions
Onboarding (10% of total score)
To evaluate the onboarding experience for each platform, I considered the following:
- Availability of training videos
- Interactive product tours
- Accessible templates
- Webinars for new users
- Chatbot assistance
Customer Support (10% of total score)
To assess each software provider’s customer support services, I considered the following:
- 24/7 availability
- Response time for inquiries
- Availability of live chat
- Comprehensive help center
- Personalized support options
Value For Money (10% of total score)
To evaluate the value for money of each platform, I considered the following:
- Pricing transparency
- Competitive pricing tiers
- Features included in each plan
- Discounts for long-term contracts
- Return on investment
Customer Reviews (10% of total score)
To get a sense of overall customer satisfaction, I considered the following when reading customer reviews:
- Overall satisfaction ratings
- Feedback on ease of use
- Comments on feature effectiveness
- Reports on support experiences
- Testimonials on value for money
How to Choose Conference Management Software
It’s easy to get bogged down in long feature lists and complex pricing structures. To help you stay focused as you work through your unique software selection process, here’s a checklist of factors to keep in mind:
| Factor | What to Consider |
|---|---|
| Scalability | Can the software grow with your business? Consider if it can handle larger events as your needs evolve. |
| Integrations | Does it work with your current tools? Check compatibility with CRM, payment systems, and marketing platforms. |
| Customizability | Can you tailor it to your needs? Look for options to adjust workflows, branding, and user roles. |
| Ease of use | Is it user-friendly for your team? Evaluate the interface and how quickly team members can learn to use it. |
| Implementation and onboarding | How quickly can you get started? Consider the time and resources needed to set up and train your team. |
| Cost | Does it fit your budget? Compare pricing plans and hidden fees against the features offered. |
| Security safeguards | Are your data safe? Look for encryption, data protection policies, and compliance with regulations like GDPR. |
| Support availability | What support channels are available? Ensure there’s reliable access to help through chat, email, or phone when you need it. |
What Is Conference Management Software?
Conference management software is a tool that helps organize and manage conferences and events. Event planners, coordinators, and hotel managers typically use these tools to simplify logistics and enhance attendee experience. Registration, scheduling, and communication features help with managing attendees, coordinating schedules, and keeping everyone informed. Overall, these tools save time and reduce the complexity of organizing successful events.
Features
When selecting conference management software, keep an eye out for the following key features:
- Registration management: Streamlines attendee sign-up and payment processes, making it easy to track participation.
- Schedule coordination: Helps organize event agendas and manage multiple sessions, ensuring everything runs smoothly.
- Communication tools: Facilitates direct communication with attendees through emails and notifications to keep them informed.
- Integration capabilities: Connects with existing CRM, marketing, and payment systems for a seamless workflow.
- Customizability: Allows for tailoring of workflows, branding, and user roles to fit specific event needs.
- Analytics and reporting: Provides insights into event performance and attendee engagement to inform future planning.
- Virtual event support: Offers tools for hosting online conferences and webinars, expanding your audience reach.
- Mobile access: Ensures attendees and organizers can access event information and updates on the go.
- Security features: Protects sensitive data with encryption and compliance with regulations like GDPR.
- Support services: Provides access to customer support through various channels for quick assistance when needed.
Benefits
Implementing conference management software provides several benefits for your team and your business. Here are a few you can look forward to:
- Time savings: Automates tasks like registration and scheduling, freeing up your team to focus on other important activities.
- Improved organization: Keeps all event details in one place, making it easier to manage and coordinate complex events.
- Enhanced communication: Offers tools to keep attendees informed and engaged, reducing misunderstandings and enhancing the overall experience.
- Data-driven insights: Provides analytics and reporting features that help you understand attendee behavior and improve future events.
- Scalability: Adapts to the size of your event, whether it's a small meeting or a large conference, without additional hassle.
- Increased reach: Supports virtual event capabilities, allowing you to connect with a global audience.
- Cost efficiency: Helps optimize resource allocation and reduce unnecessary expenses through better planning and management.
Costs & Pricing
Selecting conference management software requires an understanding of the various pricing models and plans available. Costs vary based on features, team size, add-ons, and more. The table below summarizes common plans, their average prices, and typical features included in conference management software solutions:
Plan Comparison Table for Conference Management Software
| Plan Type | Average Price | Common Features |
|---|---|---|
| Free Plan | $0 | Basic registration, limited event scheduling, and email support. |
| Personal Plan | $10-$30/user/month | Custom branding, basic analytics, and email and chat support. |
| Business Plan | $50-$100/user/month | Advanced registration, integration capabilities, and phone support. |
| Enterprise Plan | $150-$300/user/month | Full customization, dedicated account manager, advanced analytics, and training. |
Conference Management Software FAQs
Here are some answers to common questions about conference management software:
How does conference management software handle data security?
Conference management software typically includes security measures like encryption and data protection protocols to safeguard attendee information. It’s important to check if the software complies with regulations such as GDPR or HIPAA if applicable to your events. This ensures your data remains secure and protected.
What support options are available with conference management software?
Support options vary by provider but often include resources like live chat, email support, and help centers. Some vendors also offer dedicated account managers for enterprise plans. Consider your team’s support needs and choose a provider that offers sufficient assistance for your operations.
Is it possible to customize conference management software?
Most conference management tools allow customization to fit your branding and event requirements. You can often adjust themes, layouts, and attendee paths. Check if the software provides the flexibility you need to reflect your brand identity and meet specific event needs.
How do you judge a platform’s capability to handle hybrid conferences?
You should check whether it supports both in-person and virtual elements — live streaming, breakout rooms, virtual poster sessions, and attendee chat. Also see how seamlessly the system handles switching between in-venue and online tracks. Test whether virtual and physical attendees can interact (Q&A, polls, networking) without friction.
What reporting and analytics should you expect post-conference?
You should see attendance by session, dropoff rates, demographic breakdowns, sponsor lead reports, and satisfaction surveys. Also look for exportable raw data to run your own analysis. The more drill-down you can do (by track, day, attendee type), the more actionable your insights.
How do you handle attendee communications and notifications in advanced workflows?
Check whether you can set up triggered emails: for session reminders, cancellations, waitlist notices, or schedule changes. Also see if you can customize messages per attendee track or status. The ability to suppress or bundle notifications helps prevent email overload.
What’s Next:
If you're in the process of researching conference management software, connect with a SoftwareSelect advisor for free recommendations.
You fill out a form and have a quick chat where they get into the specifics of your needs. Then you'll get a shortlist of software to review. They'll even support you through the entire buying process, including price negotiations.