7 key factors for choosing the right onsite event management software 

Event organizers use software to improve events and ROI but choosing the right software can be challenging. Here are seven important factors to consider.

February 7, 2023

- 3 minutes

Event organizers worldwide are using event management software to create memorable events and boost their return on investment. The concept behind event management software is a comprehensive technology that covers all aspects of event planning, from registration to promotion to execution, and performance reporting. 

Thus, regardless of whether you are arranging product launches, conferences, trade shows, or smaller events like workshops and training sessions, event planning software can help in successful event planning. The challenge now is selecting the best event management software from the many options available in the market. In this article, we will outline seven keyt factors to consider when choosing the right event management software for your needs. 

1. Features

The first factor to consider is the features you need for your event. Different tools are designed for different event types, such as trade shows, product launches, conferences, networking events and many more. Make sure the event platform you choose has the features that are most important to you, such as registration, ticketing, event app, scheduling, and analytics. Some tools also include additional features like live streaming, chat, or interactive polls, which can enhance the overall experience of your event. 


2. Integrations

If you use other platforms like CRM, marketing automation, or social media platforms, it’s crucial to check if the event management software you’re considering can integrate with these platforms. This will ensure a seamless planning process and ensure that all your platforms work together smoothly. 

3. Scalability

When planning large events, scalability is an important factor to consider. Make sure the tool you choose can handle a large number of attendees and provide the necessary scalability. A tool that isn’t designed for large events might not be able to handle the increased demand, which could lead to technical issues during the event. 

4. Ease of use

A platform that combines simplicity and attractive design would attract more users and increase motivation to use it. The ease of use should be taken into account for both the event organizers and attendees. A user-friendly interface will make event management easier and allow attendees to easily access and participate in the event. On the other hand, a complicated platform can cause frustration and harm the overall experience of the event. It’s important to choose event management software that is easy to use so that attendees don’t have to frequently reach out for help or have trouble accessing it. 


5. Support

Make sure the event software you choose provides adequate support, such as customer service, documentation, and tutorials. If you encounter any issues during the event, you want to make sure you have access to the support you need to resolve the issue quickly. 


6. Cost

Cost is also an important factor to consider. Compare the costs of different tools and see which one fits your budget. Some tools offer a free version with limited features, while others offer a free trial before committing to a paid plan. Make sure you understand the costs associated with each tool and choose the one that fits your budget. 

7. Reviews and testimonials

Lastly, consider reviews and testimonials from other users. Read reviews and testimonials to get an idea of the tool’s reliability, performance, and customer support. This will give you a good idea of what to expect from the tool and help you make an informed decision. 
G2 is an excellent resource for finding the right event management software for your needs. Check out their comparison matrix to determine which tool is best suited for your needs. 


Regardless of which software you ultimately choose, ensure that it meets these criteria and thoroughly research it before making a purchase. The key is to think about what you want to achieve with your event, the number of attendees, the type of event, and the features you need. Take your time, evaluate the options, and choose the one that meets all your criteria. 

Don’t just settle for any tool; finding the right one takes some effort, but the outcome will be a successful event. By keeping your event goals and needs in mind, you’ll have the right tool to host a fantastic event. 

Canapii is a comprehensive event management platform that offers everything you need and more. It features essential tools like registration, ticketing, scheduling, and analytics, providing a complete solution for event planners. Canapii offers a comprehensive event solution packed with features, including registration, ticketing, scheduling, and analytics. With its user-friendly interface, easy integrations, and top-notch support, Canapii is designed to simplify event planning. And the best part? It’s affordable, making it a popular choice among event planners. Check out the testimonials to discover why so many choose Canapii for their events. 


Gemma Edwards

Co-Founder at Canapii

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