Event Scheduling Software Guide 2024: Features & Tips

Event scheduling software streamlines planning, saves time, and reduces stress. Here's what you need to know for 2024:

Key features: Calendar tools, guest management, messaging systems, resource planning
How to choose: Consider growth needs, costs, system requirements, data safety, ease of use
Setup steps: Initial configuration, data migration, team training, integrations
Top options: Cvent (large events), Eventbrite (mid-size), Raklet (small-scale)
Optimization tips: Automate tasks, use special features, monitor performance, leverage data

Quick Comparison:

Software	Best For	Key Feature	Starting Price
Cvent	Large conferences	Custom websites	Custom quote
Eventbrite	Ticketed events	Easy ticketing	Free for free events
Bizzabo	Corporate events	All-in-one platform	Custom
Raklet	Clubs, associations	CRM integration	Free plan available
Hubilo	Virtual conferences	Hybrid focus	$999/event

Choose software that fits your event size, budget, and must-have features. Always test drive before committing.

What is Event Scheduling Software

Event scheduling software is a digital tool that's changing the game for event planners. It's like a control center for managing everything from guest lists to venue bookings.

Main Functions

Event scheduling software makes the whole planning process smoother. Here's what it does:

Cuts down on repetitive tasks
Puts all event info in one place
Keeps everyone updated
Makes it easy for people to sign up and pay

How the Technology Has Changed

The software has come a long way:

Era	What's New
Early 2000s	Basic digital calendars, email invites
2010s	Cloud-based, mobile access
2020s	AI features, virtual event tools

Today's software is smarter and faster. It's not just about scheduling anymore - it's about creating great experiences from start to finish.

Comparing With Other Event Tools

Event scheduling software is different from general event management tools:

It focuses on timing and coordination
It works well with other tools you already use
It can handle events of any size

Current Features

Modern event scheduling software can:

Sync with your calendar
Create custom sign-up forms
Send automatic reminders
Keep track of equipment and catering
Give you data to make your events better

Here's a real example: The University of Vermont started using EMS Event Planner Software. They cut down phone calls to their event office by over 50%. This gave staff more time to use space better and plan better events across campus.

"With EMS, we can see the status of the whole event and all its parts at once. This complete view has been a big help." - Kathleen Rydelek, Rochester Institute of Technology

Event scheduling software is more than just a tool - it's changing how we plan events. As we move into 2024, we'll see even more new features that will make event planning easier and more successful.

Must-Have Features

Let's dive into the essential features you need in your event scheduling software for 2024. These tools will make your life easier and your events run smoother.

Calendar Tools

Your software needs solid calendar features:

Updates that sync across all your devices
Plays nice with Google Calendar and Outlook
Easy drag-and-drop scheduling
Color-coding to keep event types organized

Fun fact: 72.5% of organizers say their event management software was key to their last conference's success. Why? Killer calendar tools.

Guest Management

Managing guests well is a game-changer. Look for software that:

Lets you customize registration forms
Tracks RSVPs automatically
Helps you group attendees for personalized experiences
Makes check-ins and badge printing a breeze

Take Bizzabo's Event Experience OS, for example. It lets you tailor the registration process and group attendees by ticket type, location, or whatever else you need.

Message Systems

Good communication is crucial. Your software should offer:

Automatic email reminders
Text notifications
In-app chat for your team
Personalized messages for different attendee groups

Luiz Martins from 6Connex puts it well:

"Event apps are must-haves for management and engagement. They let organizers interact with attendees in real-time and gather data to make smart decisions during and after the event."

Resource Planning

Don't let poor resource management tank your event. Look for:

Tools to track your equipment and supplies
Ways to manage vendors
Budget tracking features
Scheduling that prevents double-booking

EventsAir, which has powered over 350,000 events, offers great resource planning tools. They've helped big names like Microsoft keep their event logistics on point.

Working With Other Software

Your event software shouldn't be an island. It should:

Connect with your CRM
Work with your marketing tools
Link up with payment systems
Play well with virtual event platforms

6Connex, for instance, offers integrations that help you make the most of your event data, giving you insights into how attendees behave and how well your event is doing overall.

How to Choose the Right Software

Picking event scheduling software can make or break your planning process. Let's look at what you need to consider.

Growth Needs

Your software should grow with you. As your events get bigger, your tools need to keep up.

Event Size	Software Needs
Small (< 100 attendees)	Basic scheduling, simple registration
Medium (100-500 attendees)	Advanced registration, basic analytics
Large (500+ attendees)	Multi-track scheduling, advanced analytics, integration capabilities

Josh Culley-Foster from Public Good says:

"For event software, you need to know your goals and what's important during the event. Planning an event is like climbing a mountain; reaching the peak is only halfway, you still have to climb down."

Look for scalable software. Bizzabo's Event Experience OS, for example, lets you start small and add features as you grow.

Cost Planning

Know your pricing options:

Subscription-based: Monthly or annual fee
Per-event pricing: Pay as you go
Freemium: Basic features free, pay for extras

Don't forget about hidden costs like training and support.

System Requirements

Make sure the software works with your current tech:

Does it work with your systems and devices?
Can it connect to your CRM and payment systems?
Is it cloud-based or on-premise?

Data Safety

With the event management software market booming, data security is key. Look for:

Encryption for your data
Compliance with standards like GDPR
User permission settings

Ease of Use

A user-friendly interface saves time. Consider:

Clean, logical design
Available training resources
Quality of customer support

Take advantage of free trials or demos. Nothing beats hands-on experience to see if a tool really fits your needs.

Setting Up Your Software

Let's walk through setting up your event scheduling software. It's not as tough as you might think.

First Steps

Start with the basics:

Pick your date, time, and place
Write a clear event description
Set up your registration forms

Take Dior's 2023 summer pop-up store, for example. They used Eventtia to create a custom event page that matched their brand perfectly. This made it easy for customers to choose their Dior experience.

Moving Your Data

Switching systems? Here's how to move your data:

Export your current data (usually as a CSV file)
Import it into your new software
Check everything transferred correctly

Tip: Ask your new software provider if they can help with data migration. It can save you a lot of headaches.

Training Your Team

Get your staff ready to use the new software:

Run thorough training sessions
Make simple guides for common tasks
Set up a way for people to get help when they need it

Good training makes a big difference. As one expert puts it: "Companies with good support see new tech as a plus for their business."

Connecting Your Tools

Want your new software to work with your other systems? Here's a quick look:

What to Connect	Why It's Good	Examples
CRM	Manage attendee data better	Salesforce, HubSpot
Marketing Tools	Run promo campaigns automatically	Mailchimp, Marketo
Payment Systems	Make ticketing easier	PayPal, Stripe
Virtual Event Platforms	Run hybrid events	Zoom, Hopin

Watch Out For These Issues

Be ready for common problems:

Tech hiccups: Know how to reach your software's support team
Payment issues: Test everything before you go live
People struggling to use it: Be ready to give extra help to team members who need it

If you're prepared for these issues, you'll handle them better if they pop up.

Software Options Compared

Let's break down some popular event scheduling tools to help you pick the right one.

Big Business Options

For large companies running complex events:

Software	Key Features	Best For	Pricing
Cvent	Custom websites, analytics, onsite solutions	Big conferences, trade shows	Varies with event volume
Bizzabo	All-in-one platform, networking tools	Corporate events, summits	Custom
Aventri	End-to-end management, venue sourcing	Global enterprises	Quote-based

Cvent's the big player here. It's what major corporations use worldwide. Why? It's super customizable.

"Cvent's complex registration logic saved us tons of time for our 5,000-person conference", one planner told us.

Medium Business Choices

Mid-sized companies need a sweet spot between features and cost:

Software	Key Features	Best For	Pricing
Eventbrite	Easy ticketing, marketing tools	Ticketed events, festivals	Free for free events, % fee for paid
Hubilo	Virtual and hybrid focus	Tech conferences, trade shows	From $999 for 500 guests
MeetingHand	Custom registration, budget management	Corporate meetings, workshops	From $100 per event

Eventbrite's a crowd favorite. It's easy to use, and the numbers back it up. In 2022, they handled over 290 million tickets globally.

Small Business Tools

Smaller teams need efficiency without breaking the bank:

Software	Key Features	Best For	Pricing
Raklet	CRM integration, member management	Clubs, associations	Free plan, paid from $49/month
Eventzilla	Flexible pricing, multi-event management	Local events, small conferences	Various tiers, including free
Accelevents	All-in-one platform, virtual tools	Startups, small businesses	$1 per attendee base price

Raklet's free plan is a hit with small organizations.

"We've seen small non-profits grow their membership by 200% using our free tools", says their CEO.

Free Options

On a tight budget? These no-cost tools might save the day:

Software	Key Features	Limitations	Best For
Perfect Venue	CRM, proposals, payments	Limited free features	Venue management
Social Tables	Floor planning, guest check-in	One active event	Event layout design
Odoo Events	Event pages, attendee management	Basic features only	Simple event organization

Social Tables is popular with small planners. One user said:

"I saved $500 on my first event by using Social Tables instead of hiring a designer."

Features and Prices at a Glance

Here's a quick comparison:

Software	Key Features	Free Plan	Paid Plan Start
Eventbrite	Ticketing, marketing	Yes (free events)	% fee per paid ticket
Cvent	Comprehensive management	No	Custom quote
Raklet	CRM, member engagement	Yes	$49/month
Hubilo	Virtual event focus	No	$999/event
Accelevents	All-in-one platform	No	$1/attendee

Pricing often depends on your specific needs. Many providers offer custom quotes for bigger or more complex events.

When choosing, think about your event size, budget, and must-have features. Don't skip the free trials – nothing beats hands-on experience to find your perfect match.

Getting More from Your Software

Want to supercharge your event planning? Let's dive into how to squeeze every drop of value from your event scheduling software.

Speed Up Your Work

Automation is your secret weapon. Here's how to use it:

Task	Automation Tip	Benefit
Registration	Auto-send confirmation emails	Less time, fewer mistakes
Social Media	Schedule posts in advance	Keep engagement steady
Feedback	Auto-send post-event surveys	Get insights without the hassle
Payments	Process online	Cut down on paperwork

Did you know? Eventbrite users save up to 25% of their time by automating registrations. That's more time for creating killer events, less time drowning in admin.

Adding Special Features

Make your software work for YOU:

Connect your event data to your CRM. It's like giving your lead tracking superpowers.

Got a smartphone? So do your attendees. Make sure they can register on the go.

Don't just send emails. Send the RIGHT emails. Use attendee data to personalize your messages.

Take Hubilo, for example. Their virtual event features helped tech conferences THRIVE during the pandemic. Some saw attendee interaction jump by 200% compared to in-person events. Now that's what I call making lemonade out of lemons!

Checking Performance

Keep your software in top shape:

1. How fast do your registration forms load?

Watch this like a hawk. Slow forms = lost attendees.

2. Are your emails hitting the mark?

Track delivery and open rates. If they're low, it's time to change tactics.

3. How's your event app doing?

Analyze user engagement. Low numbers? Time to spice things up.

CrowdPass showed us how it's done. They set up real-time monitoring for Ecolab events. Result? Organizers could tweak things on the fly, giving attendees a better experience.

Using Your Data

Data isn't just numbers. It's your crystal ball:

Look at how attendees behave. What do they like? What makes them yawn?

Check your engagement metrics. Use them to sharpen your marketing.

Which promo channels are bringing in the crowds? Track those conversion rates.

Here's a hot tip: The Freeman 2024 Exhibitors Trends Report says lead generation is the top priority for event success. Use your data to zero in on this golden goose.

Planning for Growth

As your events get bigger, your software needs to keep up:

Look for pricing that grows with you. You don't want to pay for features you don't need yet.

Can your software handle a crowd? Make sure it can scale up as your attendee list grows.

Think ahead. Choose software that plays nice with other tools you might need down the road.

Take Bizzabo's Event Experience OS. It lets you start small and add more bells and whistles as you grow. It's like a Swiss Army knife for event planners - always ready with the right tool for the job.

Conclusion

Let's wrap up our deep dive into event scheduling software for 2024 and outline your next steps.

Key Takeaways

When picking event scheduling software, focus on these factors:

Factor	Why It Matters
Automation	Cuts time, reduces mistakes
Scalability	Grows as you do
Integration	Plays nice with your tools
User Experience	Easy for everyone to use
Data Security	Keeps info safe

The right software can flip your event planning on its head. Just ask Denise from Zapier's events marketing team:

"Accelevents has the best-in-class customer support. Any time of night or day, they're back to us in minutes."

That kind of support? It's a lifesaver when you're knee-deep in event chaos.

What's Next?

1. Know Your Needs

Figure out what types of events you're running, how big they are, and what you absolutely need from your software.

2. Shop Around

Use this quick comparison to start your search:

Software	Shines In	Cool Feature
Swoogo	Flexibility	Custom registration forms
Eventcombo	Marketing	Pro-level email tools
Accelevents	Support	Always-on customer help

3. Test Drive

Don't just take our word for it. Get your hands on free trials or demos.

4. Think Big

Pick software that can keep up as you grow. By 2024, the event management software market is set to hit $14 billion. You'll want a piece of that pie.

5. Skill Up

Make sure your team knows the ins and outs of your chosen software. It's the best way to squeeze every drop of value from it.