10 Things to Look for in the Best Event Management Software

Section 1: Custom Event Design & Branding

Custom Event Design & Branding enables brand-first experiences across all event touchpoints by providing brand-consistent design for the event website, app, and materials. The feature supports consistent visuals across channels by using templates and white-label options. Organizers can tailor logos, color schemes, typography, and layouts to match their brand. Attendees encounter a cohesive look across the registration site, emails, and event app. This consistency strengthens brand recognition and creates a unified attendee journey. Marketers benefit from streamlined asset management, since branding elements can be reused across multiple channels and sessions. The capability reduces the risk of visual fragmentation when managing multi-event programs. By centralizing branding controls, organizations can maintain uniform messaging and aesthetics. The outcome is a more professional image and a smoother onboarding experience for new participants. In practice, these tools support faster go-to-market for event campaigns through reusable templates and centralized design resources.

Section 2: Agenda, Session & Speaker Catalogs

Agenda, Session & Speaker Catalogs showcase your program and speakers while offering attendees easy, seamless access to your event. The catalogs centralize information about sessions and presenters in a single interface. Attendees can discover sessions that match their interests and plan their day accordingly. The catalogs reduce friction by presenting a straightforward path from interest to registration or attendance. With a well-organized catalog, organizers can highlight key sessions, tracks, and formats. The feature enhances navigation by providing a clear structure for program content. By consolidating session details and speaker bios, the catalogs improve information discoverability during the event lifecycle. This consolidation also supports post-event analytics by enabling easier extraction of session-level engagement data. The catalogs contribute to higher attendee satisfaction through quick access to the event program and related resources. In short, Agenda, Session & Speaker Catalogs simplify program visibility and attendee planning.

Section 3: Registration & Check-In

Registration & Check-In provides a streamlined first impression and collects valuable attendee data. The feature supports dynamic registration experiences that can adapt to evolving event requirements. Attendees benefit from a smooth sign-up process and faster on-site or mobile check-in. Kinetic check-in experiences enable quick entry and reduce queue times. The system captures essential attendee information during registration for marketing and operations. VIP alert capabilities offer tailored recognition for select guests as they arrive. By delivering seamless, branded check-in flows, organizers can create a positive early impression. The data captured at registration feeds downstream analytics for segmentation and post-event follow-up. The combination of efficient registration and real-time data capture improves both attendee experience and organizer insights. The result is higher participation rates and richer data for targeting and follow-up.

Section 4: Marketing & Communications

Marketing & Communications automate event communications with branded, personalized email templates. These templates can incorporate attendee schedules, add-to-calendar links, and join links. The feature ensures consistent messaging across all touchpoints by applying brand-approved designs and language. Attendees receive timely information that aligns with their interests and event agenda. The approach supports smoother coordination by embedding essential details directly into communications. Personalization enhances relevance by tailoring content to individual preferences and behaviors. Automated workflows reduce manual effort and enable scalable outreach across large attendee populations. Branded templates reinforce brand identity while improving deliverability and engagement. Overall, Marketing & Communications accelerates attendee engagement and drives higher event participation through timely, consistent, and personalized messages.

Section 5: Virtual Session & Content Capabilities

Virtual Session & Content Capabilities ensure that live and on-demand video content is accessible through the agenda, session catalog, event app, and email join links. The feature supports integration with third-party video or webinar vendors when needed. Attendees can watch sessions from multiple channels depending on their preferences and schedules. This capability enables on-demand viewing after live sessions to extend engagement and learning. The centralized access points simplify the attendee experience by providing a single path to content. By supporting both live and on-demand formats, organizers can accommodate different time zones and schedules. Integrations with external video platforms help maintain high-quality streaming and broad compatibility. The content delivery approach reduces fragmentation by consolidating access through familiar event interfaces. In sum, Virtual Session & Content Capabilities enable flexible content delivery while preserving brand and UX consistency.

Section 6: Integrated Event Engagement App

Integrated Event Engagement App supports a truly interactive experience with an event app that offers surveys, live polls, discussion boards, gamification, and more. The app syncs with attendee agendas for easy event access. Engagement features drive participation by providing multiple channels for interaction during sessions and networking opportunities. Attendees can participate in surveys, polls, and discussions without leaving the event interface. The synchronization with agendas ensures that engagement activities align with the attendee’s planned schedule. Gamification elements boost motivation and sustained interaction with the event content. The integrated app centralizes participation data, enabling real-time insights into attendee preferences and behavior. By tying engagement to session agendas, organizers can increase relevance and reduce friction between content and interaction. Overall, the Integrated Event Engagement App creates a richer, more immersive attendee experience.

Section 7: Tools for Sponsors/Exhibitors

Tools for Sponsors/Exhibitors help create value for sponsors through features like lead retrieval, interactive floor maps, virtual booths, digital sponsor pages, and banner adds. The sponsorship tools provide measurable opportunities to engage attendees and capture interest data. Lead retrieval streams attendee interest directly to sponsor teams for follow-up and qualification. Interactive floor maps enhance on-site navigation and sponsor visibility within the space. Virtual booths extend sponsor presence to online attendees and remote participants. Digital sponsor pages centralize sponsor content and resources within the event ecosystem. Banner ads offer additional real estate for sponsor branding and messaging. By incorporating these features, event organizers can attract and retain sponsor partnerships while delivering concrete returns. The tools also support integration with marketing systems to close the loop on sponsorship-driven engagement. In practice, Sponsors/Exhibitors tools help monetize events and strengthen sponsor relationships.

Section 8: Security & Privacy

Security & Privacy focus on compliant data handling and protection of attendee information. The feature helps organizations remain compliant with data privacy and security regulations around the globe. It emphasizes secure data storage, access controls, and secure data exchange among connected systems. The aim is to minimize risk by enforcing privacy best practices and regulatory alignment. By maintaining secure workflows, event data remains protected during collection, processing, and sharing. The approach reduces exposure to data breaches and misuse of information. This focus on privacy supports trust with attendees and partners. The combined emphasis on security and privacy helps protect the organization and attendees throughout the event lifecycle.

Section 9: Scalability

Scalability ensures that the event management platform can handle diverse and growing needs. Not every event is created equal, so the system must be flexible to meet unique requirements. The platform should support a range of event types and sizes, from small gatherings to large conferences. Scalability implies adaptable infrastructure and modular capabilities that can expand with demand. By accommodating different attendee volumes, sessions, and sponsors, the solution avoids bottlenecks during peak periods. This flexibility helps organizations manage multiple events without changing platforms. The result is a future-proof solution that grows with the organization’s event program. In short, Scalability enables long-term viability and reduces the risk of outgrowing the system.

Section 10: Real-time Data & Integrations

Real-time data & integrations capture and connect all event data with sales and marketing technologies. The feature enables rich attendee insights for timely follow-up throughout the event cycle. By integrating data streams, organizers can create immediate action opportunities—for example, targeted outreach and personalized content. The approach reduces data silos by linking event systems to CRM, marketing automation, and analytics tools. Real-time visibility supports informed decision-making and dynamic optimization during events. The integrations ensure consistent data across platforms, enabling more accurate measurement and attribution. Overall, Real-time Data & Integrations empower data-driven engagement and smarter post-event follow-up.