10 benefits of using event management software

Event management software makes it easier to plan, produce, manage, and analyze events from start to finish. 

From inviting guests and collecting RSVPs to monitoring check-ins and guest engagement, event management software makes it possible to do every aspect of your job better — while elevating the guest experience.

Let’s explore the ten key benefits of event management software and how it can take your event planning business to the next level.  

1. Makes planning more efficient

For busy event planners, efficiency is one of the primary benefits of event management software.

Key software functionalities that improve the event planning process include:

• Online forms, such as RSVPs, registration forms, and consent forms 
• Templates and invitations
• Seating chart and floor plan builders

All of the above can improve your efficiency, whether you’re outlining the big picture or focusing on the finer details of multiple events and clients.

The zkipster Enterprise and Professional plans  offer API access as an add-on, so you can integrate with  CRM and event planning tools for greater productivity and custom, automated workflows to handle routine or repetitive tasks.

2. Supports team collaboration and communications

Event management software supports team member collaboration and streamlines communication between event organizers and guests.

Our zkipster platform allows for custom email communications as well as SMS text messages and WhatsApp communications between organizers and guests. Open rates for SMS and WhatsApp messages are up to 4x higher than email messages, making it easier to connect with guests and get more eyes on your event invites than ever before.

3. Boosts productivity

Event management software with built-in templates can eliminate time-consuming manual work by streamlining everything from custom invitation design to floor plan creation and seating chart adjustments. When last-minute changes inevitably arise, you’ll be able to adapt quickly without starting from scratch.

Choose platforms with reporting tools to boost your productivity when calculating ROI and analyzing past event success. These insights will prove critical when planning future events, helping you replicate what worked and avoid what didn’t.

4. Improves guest list management

Guest list trackers are the secret to building and managing guest lists, as well as nurturing relationships with guests. 

With the right event software, you can also categorize guests into different lists — such as attendees, press, VIPs, and donors — and add, remove, and move people from list to list with ease. 

Another benefit? The ability to create guest profiles and Facesheets so your team will immediately recognize important guests.

Event management software also reduces the need to juggle spreadsheets or paper guest lists, supporting better attendee data and tracking during the event.  

5. Streamlines the check-in process

If you plan in-person or hybrid events, software solutions with a cloud-based mobile app will greatly enhance the guest check-in process. 

Seek out event software with both online and offline event registration modes, which reduce how much time your guests spend on the registration process — from filling out forms to on-site badge printing.

QR codes and kiosk modes support self-check-in so guests can avoid long lines to enter the event or specific sessions. The less time your guests spend in line, the more time they can spend enjoying your event.

6. Upgrades session capacity management

An event management platform is essential for multi-day, multi-session, or multi-venue events. That’s because it can upgrade session capacity management and give you better oversight and control over who is where.

At zkipster, we improve the event management process by letting you set permissions for which guests can attend certain sessions or events. We also allow you to set dynamic capacities for which sessions are full or still available to attend, while gathering critical guest data in real time.  

7. Transforms event data into valuable insights

During the event, zkipster event technology allows you to track event performance, gain valuable insights into attendee behaviors, and access real-time updates throughout the entire event. This important data gives you an accurate understanding of the attendee experience and attendee engagement.

Post-event, account-level, and event-level reporting make it possible to analyze metrics and determine the level of success achieved (or the lack thereof). Such reports help you make informed decisions — data-driven decisions — when it’s time to plan your next event.

8. Builds credibility with stakeholders and guests

In the event industry, your reputation is everything. Prioritize platforms with built-in security features to keep data private, helping you build credibility with stakeholders and clients.  

Make data security a selling point for your events business by proactively discussing your event management software’s end-to-end protective measures during client meetings, and including security features as a standard agenda item in your event planning proposals.

9. Elevates the guest experience

Every event planner’s goal is to create an unforgettable event experience for guests. To achieve this, you need the ability to make real-time adjustments to your plans when last-minute changes or unexpected situations arise.

The best event management software will not only help you plan better events, but also better manage the events you plan — both of which influence how your guests experience and remember your events.

10. Makes events more sustainable

Event management software allows you to take a more eco-friendly approach to event planning and production. Perfect for event planning teams who want to create sustainable events, software platforms eliminate the need for endless piles of papers. 

Eliminating paper invitations, brochures, guest lists, and seating charts can significantly reduce the environmental impact of your events.

Tips for choosing the right event management software

Every event management system is different. You’ll need to consider several factors when selecting the right one for your business. 

Make sure the platform you choose:

• Meets your specific needs
• Offers scalability
• Supports the types of events you plan
• Integrates with your CRM or marketing tools
• Features a user-friendly interface
• Optimizes, rather than simply changes, your current event and attendee management workflows
• Provides excellent customer support

Look for an all-in-one solution with features that help you work smarter, not harder. Conduct thorough research, and test any software you’re considering to get a feel for how it works before you commit.

Learn more: 7 questions to ask when choosing event management software

Event management software can be transformative for busy event professionals. With features to make you and your team more productive and collaborative, it’s the ultimate tool for making every event better than your last. 

Beyond immediate productivity gains, the right platform enables you to take on bigger and more complex events, build stronger client relationships, and establish yourself as an industry expert known for planning flawless events.

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