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10 Best Event Project Management Software Shortlist

Here’s my pick of the 10 best software from the 20 tools reviewed.

Choosing the right event project management software can be overwhelming. As a digital project management expert, I've reviewed numerous tools to identify the best ones for streamlining event planning and execution. This software acts as a central hub, enhancing efficiency, collaboration, and visibility by addressing common challenges like disjointed communication and manual task management. Let me guide you to the perfect tool for transforming your event management process.

Why Trust Our Event Project Management Software Reviews

We’ve been testing and reviewing event project management software since 2012. As digital project managers, I know how difficult it is to decide when selecting software. I invest in deep research to help our audience make better software purchasing decisions.

We invest in deep research to help our audience make better software purchasing decisions. We’ve tested more than 2,000 tools for different project management use cases and written over 1,000 comprehensive software reviews. Learn how we stay transparent & our software review methodology.

How to Choose Event Project Management Software

As you work through your own unique software selection process, keep the following points in mind:

  • Scalability: Event project management software should grow with your business. If you're managing small events now but plan to scale up to larger, more complex events, the software should be able to handle an increase in workload and complexity without a drop in performance. For instance, software that can only handle events with up to 100 attendees may not be suitable if you aim to manage festivals or conferences with thousands of participants in the future.
  • Integration Capabilities: The ability to integrate with other tools is crucial. Event planners often use various software for different purposes, such as CRM systems for customer data, financial software for budgeting, and marketing tools for promotions. The event project management software should be able to integrate seamlessly with these systems to streamline processes and avoid data silos. For example, integrating with a CRM system can help personalize event experiences based on attendee data.
  • Real-Time Collaboration: Real-time collaboration features are essential for events involving multiple stakeholders. The software should allow team members to communicate, update tasks, and share documents without delays. This is particularly important for events with a tight turnaround time or where teams are distributed across different locations. A use case might be a live event where coordinators must update real-time schedules as the event unfolds.
  • Customization: Every event is unique, so the software must be customized to cater to specific event requirements. Whether it's branding elements, registration forms, or reporting formats, the ability to tailor the software to fit the exact needs of an event can be a game-changer. For example, a corporate event may require different registration fields than a music festival.
  • User Experience: A user-friendly interface is non-negotiable. The software should be intuitive and easy to navigate for all users, regardless of their technical expertise. This ensures team members can focus on the event rather than struggling with the software. An example is drag-and-drop functionality for scheduling or easy-to-use templates for event websites.

Best Event Project Management Software Reviews

Dive into our comprehensive reviews of top event project management software, where I dissect the advantages and limitations of each platform. Explore detailed feature breakdowns and real-world applications to identify the best tool for your event planning needs.

Best for ROI tracking

  • From $200/user/month (min 5 seats, billed annually)
Visit Website
Rating: 4.9/5

Swoogo streamlines event management for in-person, virtual, and hybrid events. It excels in ROI tracking with its advanced analytics and reporting features.

Why I Picked Swoogo:

I selected Swoogo for its distinctive approach to event management, particularly its emphasis on tracking and improving event ROI. Its analytics capabilities are superior, offering deep insights into event performance and attendee behavior.

Standout features & integrations:

Features include event website creation, registration management, and real-time reporting. The platform's analytics tools are particularly noteworthy, providing detailed data that event organizers can use to track and analyze their event's ROI.

Integrations include Salesforce, Marketo, HubSpot, Zoom, Slack, WordPress, Google Analytics, Stripe, PayPal, GoToWebinar, and Cvent.

Pros and cons

Pros:

  • Wide range of native integrations
  • Comprehensive event management tools
  • Advanced analytics for ROI assessment

Cons:

  • The annual billing cycle may not suit all budgets
  • Minimum seat requirement
  • High starting price point

Best for comprehensive virtual event hosting

  • Free demo available
  • Pricing upon request
Visit Website
Rating: 4.7/5

Hubilo is a dynamic virtual event platform that creates interactive and engaging online events. It caters to various events, including webinars, conferences, and trade shows, providing tools for communication and networking.

Why I Picked Hubilo:

I selected Hubilo for this list because its comprehensive features support large-scale virtual event hosting. It stands out from other event platforms' strong focus on audience engagement and networking capabilities. Hubilo is best for comprehensive virtual event hosting because it effectively replicates the interactive elements of in-person events in a digital format.

Standout features & integrations:

Features include its advanced networking tools that facilitate one-on-one interactions and group discussions, mimicking the networking opportunities of live events. Its custom branding options allow event organizers to tailor the look and feel of their events, enhancing brand visibility. Hubilo's real-time analytics provide valuable insights into attendee behavior and event success.

Integrations include Zoom, Salesforce, Marketo, HubSpot, Slack, Google Analytics, Mailchimp, Stripe, GoToWebinar, and Microsoft Teams.

Pros and cons

Pros:

  • Detailed analytics for tracking event success
  • Robust networking and engagement tools
  • Extensive customization options

Cons:

  • Potentially overwhelming feature set for smaller events
  • May require a learning curve for first-time users
  • Pricing information not readily available

Best for networking capabilities

  • Freemium plan available
  • From $9/user/month (min 10 seats, billed annually)
Visit Website
Rating: 4.7/5

Airmeet is a versatile platform for hosting virtual and hybrid events. It excels in enabling meaningful connections through its networking capabilities.

Why I Picked Airmeet:

I selected Airmeet for its exceptional ability to replicate the networking experience of live events in a virtual environment. Its dedication to fostering participant connections differentiates it from other event management software. Airmeet provides innovative spaces for interaction, such as virtual tables and networking lounges, which are crucial for attendee engagement.

Standout features & integrations:

Features include immersive event spaces, such as Social Lounges for spontaneous interactions and Speed Networking to connect attendees quickly.

Integrations include Salesforce, HubSpot, Mailchimp, Slack, Zapier, Eventbrite, LinkedIn, Google Analytics, Stripe, and Zoom.

Pros and cons

Pros:

  • Customizable event spaces
  • Wide range of integrations
  • Immersive networking features

Cons:

  • The focus on networking might overshadow other event aspects
  • Annual billing may not be flexible for all users
  • Minimum seat requirement may be high for small events

Best for B2B conferences

  • Free demo available
  • Pricing upon request
Visit Website
Rating: 4.6/5

Bizzabo is an event management software that specializes in B2B conferences. It excels in facilitating professional networking and enhancing the conference experience for businesses.

Why I Picked Bizzabo:

I selected Bizzabo for its comprehensive approach to B2B conference management. Its focus on business events sets it apart from other event management tools, which may cater to a broader audience. I determined Bizzabo to be the best due to its targeted features that support the specific needs of business networking and professional development within the B2B sector.

Standout features & integrations:

Features include advanced networking options, personalized agendas, and actionable insights into attendee behavior.

Integrations include Salesforce, Marketo, Slack, Mailchimp, LinkedIn, GoToWebinar, Zapier, Stripe, PayPal, and Google Analytics.

Pros and cons

Pros:

  • Advanced networking options for attendees
  • Strong integration capabilities with business applications
  • Tailored features for B2B conference management

Cons:

  • The requirement to contact sales for pricing may delay planning
  • Potential complexity due to extensive features
  • Lack of transparent pricing information

Best for ease of use

  • From $1.50 per registration
Visit Website
Rating: 4.4/5

Eventzilla is an event management platform that simplifies the event planning process.

Why I Picked Eventzilla:

I chose Eventzilla because it provides a straightforward and intuitive approach to event management. Its standout feature is the ease with which users can create and manage events, making it different from other event management software that can be more complex. Eventzilla is best for ease of use because it allows event organizers to set up events quickly with a minimal learning curve, ensuring a smooth experience for both organizers and attendees.

Standout features & integrations:

Features include customizable event pages, real-time analytics, and automated email communication. The software also supports various ticketing options and promotional tools to help maximize event attendance.

Integrations include PayPal, Stripe, Mailchimp, Salesforce, WordPress, Zoom, and Google Analytics.

Pros and cons

Pros:

  • Diverse ticketing options and promotional tools
  • Customizable event pages for branding consistency
  • Intuitive event setup and management

Cons:

  • Integrations may necessitate additional subscriptions or setup
  • Advanced features may require higher-tier plans
  • Additional costs for payment processing are not included in the base price

Best for comprehensive event management

  • Free demo available
  • Pricing upon request
Visit Website
Rating: 4.3/5

Cvent is a leading event management software that facilitates the organization of in-person, hybrid, and virtual events. It stands out as the best for comprehensive event management, offering a full suite of tools that cover every aspect of the event planning process.

Why I Picked Cvent:

I selected Cvent for its all-encompassing approach to event management, distinguishing it from other software in the field. Its ability to manage a wide range of event types and its comprehensive feature set makes it a superior choice. I determined Cvent to be best for comprehensive event management because it delivers an extensive range of functionalities that support event professionals in creating, managing, and analyzing events, ensuring a thorough and efficient management experience.

Standout features & integrations:

Features include sophisticated registration capabilities, a versatile event website builder, on-site solutions, marketing and email tools, and robust reporting and analytics. These features streamline the event management process and enhance the overall experience for organizers and attendees.

Integrations include Salesforce, Marketo, Microsoft Dynamics CRM, Slack, Zoom, Oracle Eloqua, HubSpot, Concur, and Google Analytics. These integrations facilitate a more cohesive workflow and better data management across different systems used in event planning.

Pros and cons

Pros:

  • Dedicated customer support available around the clock
  • Robust integrations with popular business and marketing tools
  • Wide-ranging features for comprehensive event management

Cons:

  • Possibility of being too feature-rich for smaller-scale events
  • Potential complexity for new users due to extensive features
  • Lack of transparent pricing information on the website

Best for enterprise scalability

  • Free demo available
  • Pricing upon request

Aventri is an event management platform designed to facilitate the planning and execution of various event types.

Why I Picked Aventri:

I selected Aventri for its robust capacity to manage and scale large events efficiently, which is essential for enterprises. Its comprehensive suite of tools and the ability to adapt to the growing demands of an organization are what make it distinct. I judge Aventri as the best because it delivers the necessary infrastructure to support the complexity and size of events that large enterprises typically host.

Standout features & integrations:

Features include robust registration, a powerful event website builder, email marketing, surveys, and analytics. These tools are critical for managing large-scale events and provide a solid foundation for enterprise-level event planning.

Integrations include Salesforce, Marketo, Microsoft Dynamics, HubSpot, Eloqua, CrowdCompass, GoToWebinar, Zoom, and Concur.

Pros and cons

Pros:

  • Integrates with many popular business tools
  • Comprehensive set of features for event management
  • Scalable platform suitable for large enterprises

Cons:

  • The platform's extensive capabilities might require a steep learning curve
  • May be too complex for smaller organizations
  • Pricing information is not readily available

Best for attendee networking

  • Free demo available
  • Pricing upon request

Whova is an event management software that excels in facilitating attendee networking.

Why I Picked Whova:

I selected Whova because of its robust networking capabilities, distinguishing it from other event management software. It's best for attendee networking because it offers unique features that encourage and simplify interaction among event participants, fostering a rich networking environment.

Standout features & integrations:

Features include an interactive event agenda, live polling, Q&A, in-app messaging, business card exchange, and a community board for announcements and meet-ups. 

Integrations include Zoom, Salesforce, Eventbrite, Slack, Mailchimp, Stripe, PayPal, WordPress, and LinkedIn.

Pros and cons

Pros:

  • Integrations with popular platforms like Zoom and Salesforce
  • In-app messaging and business card exchange for networking
  • Interactive event agenda enhances attendee engagement

Cons:

  • Customized pricing may lead to unpredictability in budgeting
  • Potential additional costs for integrations
  • No transparent pricing is available online

Best for on-site solutions

  • Free trial information available upon request
  • Pricing upon request

Boomset is a versatile event management software tailored for on-site event operations. It simplifies the complexities of event registration, attendee management, and on-site logistics.

Why I Picked Boomset:

I chose Boomset for this list due to its specialized focus on on-site event solutions, setting it apart from other event management platforms that may not offer as robust on-site support. This tool excels in streamlining on-site processes like check-ins, badge printing, and access control, making it the best choice for efficiently managing the physical aspects of events.

Standout features & integrations:

Features include real-time attendee tracking, which enhances security and attendance accuracy at events. Its on-demand badge printing feature reduces wait times and improves attendee satisfaction. Furthermore, the software's integration with RFID technology allows seamless attendee movement tracking and access management.

Integrations include Salesforce, Eventbrite, Zapier, GoToWebinar, Zoom, Slack, Asana, Trello, HubSpot, and Mailchimp.

Pros and cons

Pros:

  • Real-time data tracking for attendees
  • Integrates with major productivity and event tools
  • Specializes in on-site event management

Cons:

  • Limited features for pre-event planning and post-event analysis
  • Maybe over-specialized for events not requiring intense on-site management
  • Pricing is not transparently listed online

Best for custom catering management solutions

  • Pricing upon request

Caterease is a comprehensive catering management software designed to help caterers organize and execute their events efficiently. It provides a range of tools tailored to meet the specific needs of the catering industry.

Why I Picked Caterease:

I chose Caterease primarily for its flexibility in customization, which allows users to adapt the software to their unique business processes. This capability distinguishes it from other catering software, often providing more generic solutions. 

Caterease is best for custom catering management solutions because it lets users tailor aspects like event scheduling, menu planning, and client management to their specific requirements.

Standout features & integrations:

Features include its robust client management tools that provide detailed tracking and reporting capabilities that caterers find invaluable. The software's menu planning functionality is also intuitive, helping users easily create and modify menus based on client preferences and dietary requirements.

Integrations include QuickBooks, Constant Contact, Social Tables, Microsoft Outlook, Google Calendar, Total Party Planner, Nowsta, Stripe, Authorize.Net, Vantiv.

Pros and cons

Pros:

  • Strong support and training resources
  • Extensive client and event management features
  • Highly customizable interface

Cons:

  • Limited mobile app functionality
  • No transparent pricing information is available online
  • Can be complex to learn for beginners

Other Event Project Management Software To Consider

Below is a list of additional event project management software I shortlisted but did not reach the top list. Definitely worth checking them out.

Event Project Management Software Selection Criteria

Selecting event project management software requires a keen understanding of the functionality that aligns with specific use cases. As an expert who has personally tried and researched these tools, 

I prioritize features that address the buyer's needs and pain points, ensuring the software serves its intended purpose effectively. The criteria for selection are based on how well the software facilitates event planning, execution, and follow-up, focusing on user experience and efficiency.

Core Event Project Management Software Functionality: 25% of Total Weighting Score

  • Comprehensive event scheduling and calendar management
  • Attendee registration and tracking
  • Budget planning and financial tracking
  • Vendor and stakeholder coordination
  • Real-time communication and collaboration tools

Additional Standout Features: 25% of Total Weighting Score

  • Innovative features that set a product apart from competitors
  • Advanced analytics and reporting capabilities
  • Integration with other tools and platforms
  • Mobile app availability for on-the-go management
  • Customization options to tailor the software to specific event needs

Usability: 10% of Total Weighting Score

  • Intuitive interface design that balances power with ease of use
  • Clear navigation and logical layout of features
  • Responsive design for various devices and screen sizes
  • Visual project timelines and drag-and-drop scheduling tools
  • Streamlined asset management with effective filtering and tagging

Onboarding: 10% of Total Weighting Score

  • Availability of comprehensive training materials and videos
  • Interactive product tours and tutorials for new users
  • Pre-designed templates to jumpstart project setup
  • Access to customer service chatbots and help centers
  • Regularly scheduled webinars for continued learning

Customer Support: 10% of Total Weighting Score

  • 24/7 availability of customer service representatives
  • Multiple channels of support, including email, phone, and live chat
  • Proactive outreach and follow-up from the support team
  • Access to a knowledge base or community forum for self-help
  • Timely and effective resolution of issues and inquiries

Value For Money: 10% of Total Weighting Score

  • Transparent pricing models with clear feature breakdowns
  • Comparison of cost versus the breadth and depth of features offered
  • Flexible pricing plans that cater to different event sizes and frequencies
  • Free trials or demos to evaluate the software before purchase
  • Consideration of long-term ROI beyond the initial cost

Customer Reviews: 10% of Total Weighting Score

  • Consistent positive feedback across multiple review platforms
  • Testimonials that highlight specific strengths and benefits
  • Analysis of common themes in negative reviews for potential red flags
  • Evaluation of the software's reputation within the industry
  • Consideration of user satisfaction in relation to software updates and improvements

Event project management software evolves rapidly. Here are pivotal trends shaping its future.

Integration with Virtual Reality (VR) Technology

Virtual reality is transforming event planning through immersive visualization. Planners can now design and experience events before they happen, enhancing precision and client satisfaction. This trend is reshaping expectations and setting new standards in event management.

Adoption of Artificial Intelligence (AI)

AI is streamlining event management with predictive analytics and automation. It personalizes attendee experiences and optimizes event logistics, making large-scale events more manageable. The importance of AI lies in its ability to make data-driven decisions, elevating event success rates.

Enhanced Mobile Event Management Apps

Mobile apps for event management are becoming more sophisticated. They offer real-time coordination and on-the-go problem-solving capabilities. This trend is crucial for dynamic event environments, ensuring adaptability and immediate response.

Sustainable Event Planning Features

Sustainability is a growing focus, with software now including features to minimize environmental impact. These tools help planners select eco-friendly options and track the sustainability of their events. This trend reflects the increasing demand for responsible event management practices.

Advanced-Data Security Measures

As event data becomes more sensitive, advanced security features are being integrated into management software. Encryption and multi-factor authentication are becoming standard. This trend is vital for protecting client information and maintaining trust in the digital age.

What Is Event Project Management Software?

Event project management software is a specialized tool designed to facilitate the planning, execution, and monitoring of events. It is utilized by event planners, organizations, and teams who need to manage the complexities of event production. The software is a central hub for all event-related activities, streamlining processes from initial concept to post-event analysis.

Event project management software comprises features such as task assignments, scheduling, budget tracking, attendee management, and vendor coordination. It integrates various components necessary for successful event execution, including communication tools, document sharing, and reporting capabilities, to ensure that every aspect of the event is covered and nothing is overlooked.

Features Of Event Project Management Software

When planning an event, the right project management software can be the linchpin that ensures everything runs smoothly. From coordinating with vendors to managing your team, the software you choose should have robust features that cater to the unique challenges of event planning. Here are the most important features to look for in event project management software.

  • Task Management: This feature allows for task creation, assignment, and tracking. It is essential to keep the team on schedule and ensure every event detail is accounted for.
  • Budget Tracking: With this, you can monitor expenses in real-time. It helps maintain financial control and prevents the event from going over budget, which is crucial for the event's success and the organization's financial health.
  • Collaboration Tools: These facilitate communication and teamwork. They are important because they enable seamless coordination among staff, vendors, and stakeholders, which is vital for a cohesive event.
  • Vendor Management: This feature helps manage relationships and interactions with suppliers. It is important because it ensures that all contracts and deliveries are handled efficiently, contributing to a smooth event execution.
  • Scheduling: It allows for the creation of detailed event timelines and schedules. This is important for ensuring that all activities are planned and that there is a clear understanding of what needs to happen and when.
  • Document Sharing: With document sharing, you can distribute files and resources among the team. It is important because it ensures everyone can access the necessary information and documentation for the event.
  • Reporting: This feature provides insights into the progress and success of the event. It is important because it allows for data-driven decision-making and helps in assessing the event's impact.
  • Integration Capabilities: The ability to integrate with other software streamlines processes. It is important because it allows for a more efficient workflow and reduces the need for multiple platforms.
  • Mobile Access: This allows team members to work from anywhere. It is important because events often require on-the-go adjustments and decision-making.
  • Customization: The software can fit the event's specific needs. This is important because every event is unique, and having software that can adapt to different requirements is invaluable.

Selecting the right event project management software with these features can make the difference between an event that is merely good and truly memorable. These tools not only help in meticulous planning and execution but also provide a safety net for when things don't go as planned. With the right software, you can deliver your event flawlessly, leaving attendees with a lasting impression.

Benefits Of Event Project Management Software

Understanding the key benefits of event project management software is crucial for organizations and users looking to optimize their event planning operations. Here are five primary advantages that event project management software provides:

  1. Enhanced Collaboration: Facilitates teamwork and communication. Event project management software allows team members to collaborate in real time, ensuring everyone is on the same page and can centralize information about their location.
  2. Improved Organization: Keeps all event details in one place. With centralized information, users can easily access event schedules, vendor contacts, and other critical data, reducing the risk of errors and omissions.
  3. Time-Saving Automation: Streamlines repetitive tasks. Automating tasks such as registration, ticketing, and scheduling helps save time, allowing event planners to focus on more strategic aspects of the event.
  4. Real-Time Updates and Reporting: Offers up-to-date information. Users can receive instant updates on the event's progress and generate comprehensive reports, which aids in making informed decisions quickly.
  5. Budget Management: Tracks and controls event finances. The software provides real-time tools for monitoring budgets, helping prevent overspending, and ensuring financial resources are allocated effectively.

By leveraging such tools, event planners can enhance productivity, reduce stress, and deliver successful events that meet or exceed expectations.

Costs & Pricing for Event Project Management Software

Event project management software is designed to help organizers plan, execute, and monitor all aspects of an event efficiently. These software solutions come in various plan options and pricing structures to cater to different needs, from small gatherings to large-scale corporate events. Understanding the plan options and associated costs is crucial for software buyers, especially those with little to no experience using such tools.

Plan TypeAverage PriceCommon Features
Free$0Event page, online registration, mobile support, promotional tools, reporting
Pay Per RegistrationVariable (e.g., $1 per registration)Online registration, payment processing, mobile tools, event pages, email communication, social media integration, analytics
Subscription-Based$20 to $200+ per monthFeatures vary by provider may include set-up fees, and costs can depend on the number of users, events, or subscription length
Enterprise SolutionsCustom pricing (can range from $5,000 to hundreds of thousands annually)Custom event websites, housing and travel management, on-site kiosk set-up, financial records, vendor management


When selecting an event project management software plan, buyers should consider the scale of their events and the specific features they require. Free and pay-per-registration plans can be suitable for smaller events, while subscription-based and enterprise solutions offer more comprehensive tools for larger and more complex events.

Event Project Management Software FAQs

How does event project management software differ from general project management tools?

Event project management software is tailored specifically for event planning needs, which include handling logistics, resources, time constraints, and the unique challenges of organizing events. While general project management tools can be used for a wide range of projects, they may not have the specialized features that event planners require, such as ticketing systems, floor plan mapping, vendor management, and real-time communication channels for event staff and participants.

Can event project management software support events of all sizes?

Yes, most event project management software is scalable and can support events of various sizes, from small meetings and workshops to large conferences and festivals. The software typically offers different modules and customization options to cater to the specific needs of each event, regardless of its size or complexity.

Is integrating event project management software with other tools and platforms possible?

Many event project management software solutions offer integration capabilities with other tools and platforms. This can include CRM systems, email marketing software, social media platforms, payment gateways, and more. Integration helps to streamline workflows, automate processes, and ensure data consistency across different systems.

How does event project management software enhance team collaboration?

Event project management software enhances team collaboration by providing a centralized platform where all team members can access up-to-date information, communicate in real time, assign tasks, set deadlines, and share documents. Collaboration features may include chat functions, discussion boards, file sharing, and notification systems to keep everyone on the same page and working efficiently toward the event’s success.

What kind of support can I expect from event project management software providers?

Support from event project management software providers can vary but typically includes technical support, training, and resources to help users maximize the software’s capabilities. This may include live chat support, email help desks, phone support, online tutorials, webinars, and user communities. Some providers may also offer professional services for additional guidance and customization.

Are there any free event project management software options available?

Free event project management software options are available, which may be suitable for small events or those with a limited budget. However, these free versions often restrict the number of users, features, and level of support. Investing in a paid solution with comprehensive features and dedicated support is generally recommended for larger or more complex events.

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Hermann Fink
By Hermann Fink

Hermann Fink is a technology enthusiast and the co-founder of Rünna Advertising, a multinational digital agency that has been active for over a decade and served clients like Ford, AstraZeneca, Disney, and Didi. In addition to being a business owner, Hermann gathered corporate experience in project management during his time at Hewlett Packard in the mid-2010s.