7 helpful event management tools for headache-free planning

Back in the day, professional event planners used heavy binders and a Rolodex to manage their corporate and networking events. They would spend weeks poring over data and organizing details, then many more weeks contacting guests, discussing plans with vendors, and dotting every last “i” themselves—or relying on an expensive team to do it.

But the days of the event planning binder are over. Online event management tools make it easy to plan, organize, and run any large event—and you don’t even have to be a professional planner to use them. We’ve narrowed our list down to the seven best event management tools, with tips on how they manage event registrations, CRM syncing, attendance, guest communications, and every other detail that’s too important to miss. Best of all, each tool offers browser and app platforms, making the event planning experience as versatile as possible.

1. Paperless Pro: The personalized tool

Between its vast selection of beautiful and customizable business event invitations and extensive, sophisticated event management features, Paperless Pro serves as a one-stop shop for all your event planning needs for both corporate events and education and nonprofit fundraisers. 

These online invitations include event management options like: 

• Co-hosts, so you don’t have to manage it all on your own
• Guest tags, for dietary needs or table assignments
• Guest surveys, to collect information from guests about dietary needs or for event planning 
• Adult vs. child headcounts, to make the guest list as straightforward and clear as possible
• Branding opportunities like adding your logo to various parts of the invitation process and highlighting sponsors directly on your event page.

After the invitations are sent, planners can save guests’ contact information in their Paperless Post address book, have guests check in via the Paperless Post app, send the invitation through email, text, or shareable link, and use both broadcast and private messages at any time during the invitation process to communicate event changes or updates. Best of all, planners have the ability to clone events—guest lists and all—for annual or recurring networking events.

• Pros: It’s an all-in-one event management platform where planners can curate guest lists, send invitations to each guest, track RSVPs, and communicate with attendees. It’s great for beginners and expert event planners who want to send invitations for events that have a personalized touch. 
• Cons: It doesn’t integrate with ticket sales systems, nor does it help layout floor plans.
• Free features: Your first 50 Flyer invites are free, plus signing up for an account gives you 10 free Coins to use on invitations for future events. 
• Price: To send most invitations, you’ll need to purchase Paperless Post Coins. Coins cost $12 for 25, going up to $115 for 1,000 Coins.

2. Eventbrite: The ticketing tool

For events that require ticketing management, Eventbrite is a solid event management platform. Eventbrite offers the following features:

• Customized event pages
• Guest list management
• RSVP tracking
• Ticket sales platform and data tracking
• Social media integration for maximum exposure and marketing

Organizers can plan small events—fewer than 25 attendees—for free, and platform costs for larger events can be built into the ticket sales, making Eventbrite a cost-effective way to run a fundraiser or limited-seat event.

• Pros: Great for smaller in-person events requiring ticket sales and guest management. It’s a straightforward all-around platform for beginners and offers advanced options for experts.
• Cons: It doesn’t work well for ticketless events. You also can’t send invitations to each guest, which makes it less personal. 
• Free features: Event pages are free up to 25 tickets. You can add more for $9.99, which can be paid from ticket sales.
• Price: Eventbrite charges ticketing fees, which vary by region—in the U.S., ticketing fees are 3.7% of the ticket price, plus $1.79 from each ticket sold, and a 2.9% processing fee. Planners can absorb these fees into their ticket sales, or they can pass on the fees to the ticket buyers.

3. Zkipster: The designer tool

Event planners like Zkipster for its simple interface, friendly support team, and frequent platform updates to keep on top of client needs. Zkipster has the ability to: 

• Manage invites, track RSVPs, and import that information to a guest seating chart
• Check in guests to an event through its app
• Receive large amounts of data and then export information out when analyzing an event after it’s done

The invitations on Zkipster can also be branded and designed, but it may be hard for people who aren’t designers to fully customize them. 

• Pros: It’s an all-around tool for both live and virtual events, including auctions, trade shows, fundraisers, and more. It’s also user-friendly and professional for any level of event planning.
• Cons: It’s an expensive platform for larger events, and though its invitations are customizable, it may be hard to use for non-professionals that don’t have design teams. 
• Free features: The free-trial accounts allow you to use all professional features, including invitations, seating, and check-in messages, for one event with up to 25 guests.
• Price: For events with more than 25 people, plans range from $219 per month (Essentials Plan) to $679 per month (Enterprise Plan).

4. Cvent: The large event tool

A favorite in the hospitality industry, Cvent goes beyond standard event management tools. It handles: 

• Venue selection
• Online registration
• Email marketing
• CRM
• Budget management for events of any size

Users can also create room blocks and book their hotels through Cvent, which streamlines accommodation to keep every need of an event in one place. A special post-event analysis feature also allows planners to assess an event’s success and needs for next year.

• Pros: It’s a great tool for events in the hospitality industry as well as corporate conferences and events.
• Cons: It may be difficult for beginners to manage, but it’s helpful for more experienced users. It has unnecessary features for most smaller events.
• Free features: A free-trial account can access Cvent Professional Edition to design custom event websites—users only pay when guests register for the event.
• Price: Pricing quotes are available upon request.

5. Glue Up: The CRM tool

Glue Up is a cloud-based CRM platform for ticketing, scheduling, and communicating with guests. It also offers:

• An event website builder
• Custom registration forms
• Online ticketing and payment options
• Ticket scanner and live data analytics
• Event surveys
• Social media integrations

Its budget management tools allow Glue Up users to manage invoices and payments, and its options for automated event marketing make it easy to get the word out about your event as soon as possible. Glue Up also offers the ability to create entrance badges and surveys for enhanced security and great guest communication. Plus, its helpful customer support system is available for planners who are having trouble with the platform. 

• Pros: It’s a great CRM management tool for events of any size, particularly those that require different levels or tickets and pricing. 
• Cons: Expensive for planners who don’t host a lot of events each year. It’s also not cost-effective for smaller events. 
• Free features: N/A
• Price: Plans start at $125 per month.

6. Airtable: The project management tool

Airtable is a helpful all-in-one option for planners who prefer to see all their information at once. Airtable’s event planning template includes: 

• A daily schedule
• Speaker notes
• Attendee list
• Budgeting for line items

Its visual platform and customizable options make Airtable a good fit for both beginners, who just need the basics and experts who want each field to contain as much relevant information as possible. 

• Pros: It’s good for events that require additional project management elements, and simple enough to use for anyone familiar with Excel or Google Sheets.
• Cons: Airtable is a project management tool with collaboration features, and doesn’t provide a lot of specific features for events, like invitations, ticket sales, or guest communications.
• Free features: The free plan offers limited records, editors, and attachments.
• Price: Paid plans range from $20–$45 a month, which is billed annually, with quotes for specialized Enterprise Scales available from the sales department.

7. Whova: The conference option

Known for its networking capabilities and conference organization, Whova is an all-in-one platform that helps organizers manage every detail of a large-scale event. It offers: 

• Sponsors and exhibit management for in-person and virtual events
• Easy communication between attendees and planners or fellow guests
• Online check-ins for a seamless registration process

Whova’s registration process and pricing is based on ticket sales. It charges 2.5% of the ticket price with a $0.99 per ticket fee.

• Pros: Supports any event, but it is especially helpful for trade shows or fundraisers with exhibitors or sponsors, and cost-effective for events with over 500 attendees.

• Cons: Not as intuitive for beginners or for smaller events, but lots of helpful features for experts.

• Free features: Whova offers a free trial, and guests can download and use the app for free.
• Price: Quotes are available upon request, but prices are based on the size and length of a specific event.

Side-by-side event management tool comparison

So which event management system should you choose? Each of the seven tools above will help your event flow and keep your guests happy, but some may be better fits for your budget, needs, and skill level.

Planning corporate events with Paperless Pro

Whether it’s your first time planning a large business event or you’re an expert at organizing stellar get-togethers, you can take some of the painstaking planning off your plate when you use Paperless Pro. From invitations to event management to party decorations to guest communications, we’ll help you make your corporate affair into a professional party that guests will remember fondly.

For more help planning your event, learn how to create an event budget—and stick to it—no matter if it’s an office party or a formal gala. And if you’re looking for a more creative way to network this year, check out some unique corporate event ideas that are sure to bring guests to the door and sponsors to your inbox. 

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