12 Best Conference Management Software
After a thorough evaluation, I've selected 12 top-notch conference management software to conquer your event challenges. Let's dive in!
- Whova - Best for user-friendly mobile networking
- Hopin - Best for immersive virtual event experiences
- ClickUp - Best for robust event project management
- Wrike - Best for collaborative event planning
- Accelevents - Best for seamless ticketing and fundraising
- Swoogo - Best for flexible event design and registration
- Lasso.io - Best for advanced event analytics
- Brightly - Best for integrated event marketing campaigns
- SpotMe - Best for interactive virtual and hybrid events
- Zoho Backstage - Best for end-to-end event management features
- Cvent - Best for comprehensive venue-sourcing solutions
- Eventmobi - Best for customizable event apps
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.
What is a Conference Management Software?
Conference management software is a robust event technology solution designed to streamline the planning, execution, and analysis of professional events and academic conferences, from small meetings to large-scale conferences. It's used by a variety of individuals and organizations - event planners, corporations, non-profits, educational institutions, and more.
This software provides an integrated platform for managing diverse aspects of an event, including registration tools, ticketing platforms, venue selection, scheduling, attendee interaction, and post-event analytics. It serves to reduce manual tasks, enhance attendee engagement, and provide actionable insights, ensuring a seamless and successful event experience.
Overview of the 12 Best Conference Management Software
1. Whova - Best for user-friendly mobile networking
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.
Pricing: Pricing upon request.
Pros:
- Outstanding mobile app for attendees
- Strong networking features such as matchmaking and discussion forums
- Effective integrations with popular platforms like Zoom and Salesforce
Cons:
- No free tier available
- Pricing information isn't readily accessible
- The mobile-first approach might not appeal to all users
2. Hopin - Best for immersive virtual event experiences
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.
Pricing:
Hopin's pricing starts from $99 per month for up to 100 attendees (billed annually).
Pros:
- Delivers a unique, immersive virtual event experience
- Multiple interactive spaces for enhanced engagement
- Wide variety of integrations available
Cons:
- No free plan or trial available
- The immersive features might be overwhelming for first-time users
- Pricing can get expensive for larger events
3. ClickUp - Best for robust event project management
ClickUp is an all-encompassing project management software with a flexible approach that can adeptly handle event planning and execution tasks. It offers a robust set of tools that allow for effective and streamlined event project management.
Why I Picked ClickUp:
I chose ClickUp because of its comprehensive project management features that make event organization a structured process. With its robust task management, resource allocation, and reporting features, ClickUp is the best for event project management. The software can handle everything from the micro-tasks involved in planning to the macro oversight of the entire event lifecycle.
What do you get for free?
ClickUp offers a free tier that includes unlimited tasks and users, and 100MB of storage. This plan is somewhat limited in features but still offers a good feel for the platform and its capabilities.
Standout features & integrations:
ClickUp excels in task management with features like assignees, due dates, priority flags, and dependencies. It also provides Gantt charts and agile board views for resource management and scheduling. ClickUp integrates with a plethora of apps, including Google Calendar, Slack, Toggl, and many more.
Pricing:
ClickUp's pricing starts from $5/user/month (billed annually) for its unlimited plan, which provides access to more features and storage space.
Pros:
- Comprehensive task management features
- Wide range of integrations
- Affordable pricing tiers with a free option
Cons:
- Might be overwhelming due to the array of features
- Learning curve can be steep for those new to project management software
- Limited storage on the free plan
4. Wrike - Best for collaborative event planning
Wrike is a project management tool that allows for seamless event coordination among team members. It excels in providing a platform that streamlines collaboration and communication for any event planning process.
Why I Picked Wrike:
Wrike caught my attention due to its strong focus on collaboration. The tool provides an intuitive workspace where teams can communicate, delegate, and track progress efficiently. In my judgment, its collaboration-first design makes it the best choice for managing large-scale events requiring close team cooperation.
What do you get for free?
Wrike provides a free plan that is designed for small teams. It includes basic features like task management, file sharing, and a real-time activity stream. However, more advanced features are reserved for paid plans.
Standout features & integrations:
Wrike offers interactive Gantt charts, custom workflows, shared dashboards, and real-time notifications, which are all crucial for effective event management. The software integrates with a variety of apps, including Google Drive, Dropbox, Slack, and many more, allowing for a centralized and efficient workspace.
Pricing:
The pricing for Wrike starts from $9.80/user/month (billed annually). This includes full project planning and collaboration tools.
Pros:
- Strong emphasis on collaboration
- Variety of integrations for a more streamlined workflow
- Includes useful features like Gantt charts and custom workflows
Cons:
- Advanced features only available on paid plans
- Pricing can be a bit high for small organizations
- The user interface may be complex for some users
5. Accelevents - Best for seamless ticketing and fundraising
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.
Pricing:
The pricing for Accelevents starts at $1 per ticket sold for ticketed events and $40 for online fundraising events, with a $20 minimum fee per event.
Pros:
- Integrated ticketing and fundraising capabilities
- Interactive event pages to engage attendees
- Supports live streaming for virtual events
Cons:
- No free tier available
- Minimum fee per event could be high for small events
- The learning curve for mastering all the platform's features
6. Swoogo - Best for flexible event design and registration
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.
Pricing:
Pricing for Swoogo starts from $200/user/month, billed annually. This includes access to all features and integrations, with no limit on the number of events you can host.
Pros:
- High degree of customization for event design and registration
- Comprehensive integration with other tools
- Unlimited events within the subscription
Cons:
- Lack of a free plan
- Higher price point compared to other platforms
- Requires annual commitment
7. Lasso.io - Best for advanced event analytics
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.
Pricing:
Pricing for Lasso.io begins from $300/user/month (billed annually). This includes access to all features and integrations.
Pros:
- Advanced analytics capabilities
- Seamless integration with CRM and marketing tools
- Real-time data visualization
Cons:
- Lack of a free plan
- High cost, especially for small businesses
- Pricing only available with annual commitment
8. Brightly - Best for integrated event marketing campaigns
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.
Pricing:
Brightly's pricing starts from $200/user/month. Additional contexts, such as minimum seats or billing cycle, was not readily available on their website.
Pros:
- Integration of event planning and marketing tools
- In-depth marketing analytics
- Smooth integration with popular CRM and marketing tools
Cons:
- No free plan or trial available
- Pricing may be prohibitive for smaller businesses
- Limited information available about the pricing structure
9. SpotMe - Best for interactive virtual and hybrid events
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.
Pricing:
Pricing for SpotMe starts at $500/month, billed annually. However, it's worth noting that pricing can vary based on the size and needs of the event.
Pros:
- Strong emphasis on interactive features for participant engagement
- Virtual workspace for networking and collaboration
- Smooth integrations with CRM tools and webinar platforms
Cons:
- No free tier, only a 14-day free trial
- Pricing may be high for smaller organizations
- Pricing varies, requiring individual quotes based on event size and needs
10. Zoho Backstage - Best for end-to-end event management features
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.
Pricing:
Pricing for Zoho Backstage starts from $20/user/month. This pricing is for the standard plan, billed annually. Other pricing tiers with additional features are also available.
Pros:
- Comprehensive end-to-end event management features
- Seamless integrations with Zoho suite and other tools
- Offers a 7-day free trial
Cons:
- No permanent free tier available
- Pricing can be high compared to other platforms, especially for smaller businesses
- The interface may be overwhelming for first-time users due to the extensive features
11. Cvent - Best for comprehensive venue sourcing solutions
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.
Pricing:
Cvent does not openly disclose its pricing information. Therefore, the starting price would be “Pricing upon request”.
Pros:
- Extensive venue sourcing capabilities
- Robust integrations with major business tools
- Comprehensive features for event management
Cons:
- No free tier or trial period available
- Pricing information not readily available
- The platform can be complex to navigate for new users
12. Eventmobi - Best for customizable event apps
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.
Pricing:
Pricing for Eventmobi is not publicly available. Thus, the starting price is "Pricing upon request".
Pros:
- Highly customizable event apps
- Interactive attendee networking capabilities
- Integrates with popular platforms like Salesforce, Slack, and Zoom
Cons:
- No free tier or trial period available
- Pricing information is not transparent
- Some users may find the customization process complex
Other Conference Management Software
Below is a list of additional conference management software that we shortlisted but did not make it to the top 12. Definitely worth checking them out.
- Attendease - Good for streamlined conference management and automation
- Grenadine - Good for detailed event scheduling and planning
- EventsAir - Good for offering a comprehensive toolset for end-to-end event management
- EventSquid - Good for flexible and customizable event registration options
- ThunderTix - Good for conferences and trade shows requiring robust ticketing solutions
- On24 - Good for virtual conferences and webinars with interactive features
- Flox - Good for providing a dedicated platform for online events and virtual conferences
- GTR Events - Good for easy-to-use conference planning and execution tools
- Clear Event - Good for managing and coordinating all event details in one place
- EventTemple - Good for large-scale conference management with integrative solutions
- Planned - Good for sourcing and booking event venues and suppliers
- ShowPass - Good for offering versatile ticketing and registration options
- Bizzabo - Good for consolidating event marketing and management into one platform
- vFairs - Good for creating immersive virtual conference experiences
Selection Criteria for Conference Management Software
In my quest to find the best conference management software, I tested and researched over 30 different tools, exploring every aspect of what they offer and how they could potentially transform the event planning and execution process. The tools listed here were those that managed to meet or exceed my expectations, especially when it comes to key functionalities and usability.
Core Functionality
When evaluating conference management software, here's what you should expect at the very minimum:
- Event creation and customization: Allows you to create and customize events based on your specific requirements
- Registration management: Facilitates attendee registration, ticketing, and tracking
- Event scheduling: Enables planning and organizing of the event schedule, including sessions, workshops, and more
- Vendor and venue management: Handles coordination with vendors and manages venue details
Key Features
For conference management software to truly stand out, it needs to provide more than just the basics. Here are some key features that can significantly enhance the user experience:
- Interactive event app: An integrated event app can improve attendee engagement and offer real-time updates
- Analytics and reporting: Provides insights into event performance and attendee behavior
- Marketing and promotional tools: Facilitates promotion of the event through various channels, including social media
- Integration capabilities: Ability to integrate with other software like CRM, email marketing tools, or debit/credit card payment processing can streamline processes and improve efficiency
Usability
When it comes to usability, the best conference management software should provide a straightforward, intuitive user experience. Here's what you should be looking out for:
- Intuitive interface: The platform should be easy to navigate, with clearly labeled features and functions. Complex tools like scheduling and analytics should be easily understandable.
- Easy onboarding: A comprehensive tutorial or a responsive customer support team can ease the learning curve and get you up and running quickly.
- Reliable support: Availability of support in the form of FAQs, chat support, or call centers can be vital, especially during the event planning and execution stages.
- Mobile optimization: Given the on-the-go nature of event planning, having a platform that performs well on mobile devices can be a game-changer.
Most Common Questions Regarding Conference Management Software
What are the benefits of using conference management software?
Using conference management software comes with several benefits. First, it simplifies event planning and coordination, saving you valuable time. Second, many of these tools offer automated features, like attendee registration and ticketing, reducing manual work.
Third, they provide valuable analytics and reporting features, offering insights into attendee behavior and event performance. Fourth, their marketing and promotional tools can help increase event visibility and attendee numbers. Lastly, many of them offer an integrated event app, which can significantly enhance attendee engagement.
How much do conference management software tools cost?
The cost of conference management software varies widely, depending on the specific tool and the range of features it offers. Prices can start as low as $1/user/month and go up to several hundred dollars per month for premium plans with extensive features.
What are the common pricing models for conference management software?
There are a few common pricing models for conference management software. These include per-user/month pricing, per-event pricing, and freemium models where basic features are available for free, with advanced features and capabilities available for a cost.
What is the typical range of pricing for conference management software?
Typically, you can expect to pay anywhere from $10/user/month for entry-level software to over $200/user/month for advanced, feature-rich solutions catering to large events or businesses.
What are the cheapest and most expensive conference management software tools?
Among the tools I reviewed, Eventmobi has one of the most affordable options, starting at around $9/user/month. On the other hand, Bizzabo tends to be on the pricier side, with costs that can exceed $500/user/month depending on the number of features and scale of the event.
Are there any free conference management software options?
Yes, some conference management software providers offer free options or trial periods. For example, Zoho Backstage offers a free tier with limited features, which is suitable for small-scale events. However, these free options typically come with certain restrictions and are often less feature-rich than their paid counterparts.
Summary
To summarize, finding the right conference management software hinges on understanding your specific needs and event requirements. From all-encompassing platforms like Zoho Backstage to more specialized solutions like Eventmobi for customizable event apps, various options are tailored to meet different use cases.
Here are three key takeaways to help in your decision:
- Identify Core Functionalities: Determine the core functionalities you need. This might include registration and ticketing, event app customization, scheduling, attendee RSVP tracking, and more. Some tools offer extensive features, while others focus on excelling in specific areas.
- Evaluate Key Features: Check the key features offered by each software. Remember to consider usability and ease of integration with existing systems. The right choice should not only tick all your boxes in terms of features but also offer an intuitive user interface and efficient customer support.
- Consider Pricing: Pricing plays a crucial role in the decision-making process. While there are free options available, they usually come with limitations. Balance your budget against your needs, considering factors like pricing model (per user/month, per event, etc.), cost of premium features, and any additional fees.
In the end, the best conference management software will be the one that aligns well with your event requirements, budget, and future scalability needs.
What do you think?
Indeed, the world of conference management software is vast and constantly evolving. While we have tried our best to provide a comprehensive list, we may have missed a few gems.
If you know of a tool that should have made our list, please feel free to share it in the comments. We appreciate your input and look forward to continually updating and improving our resources.