From global conferences to intimate workshops, pulling off a successful event requires masterful organization. Juggling budgets, coordinating with vendors, managing attendees, and keeping your team aligned can feel like conducting a complex symphony. While spreadsheets and email chains were once the standard, today's demands require a more powerful and integrated solution. This is where event planning software steps in, transforming chaos into a streamlined, collaborative, and efficient process.
This guide is designed to navigate the crowded market of event management tools. We will explore what this software is, what key features to look for, and provide a detailed review of the top 8 platforms available today. Our goal is to equip you with the knowledge to select the perfect tool, ensuring your next event is not just successful, but truly seamless from start to finish. In this guide, I highly recommend the following products:
1. Lark: The all-in-one workspace for event planning
2. Cvent: The industry standard for large-scale events
3. Swoogo: The marketing-focused event creator
4. Bizzabo: The event experience operating system
5. Slido: The audience engagement specialist
6. Tripleseat: The sales and management tool for venues
7. ProjectManager: The Gantt chart-driven planning tool
8. Basecamp: The simple, centralized team coordinator
What is event planning software?
At its core, event planning software is a comprehensive digital solution designed to help organizers manage the entire event lifecycle. It moves teams beyond scattered documents and disconnected communication channels into a single, centralized hub for all event-related activities. Think of it as the command center for your conference, fundraiser, or corporate gathering, providing a unified view of every task, timeline, and stakeholder.
These powerful event management platforms are built to handle everything from initial conception to post-event analysis. They automate repetitive tasks, simplify complex logistics, and provide invaluable data insights. This technology is indispensable for a wide range of users, including corporate event managers, professional conference organizers (PCOs), marketing teams orchestrating product launches, and non-profits planning fundraising galas. Essentially, if you are responsible for bringing people together for a specific purpose, this software is built for you.
What to look for in an event planning software?
Core features you can't ignore
Online registration and ticketing: Your software should make it effortless for attendees to sign up and pay. Look for customizable registration forms, secure payment gateway integrations, and the ability to create different ticket tiers. This feature is the first touchpoint for your attendees, so a smooth and intuitive experience is paramount for setting a positive tone.
Event website builder: A professional and informative event website is non-negotiable. Top-tier platforms offer user-friendly builders with drag-and-drop functionality, allowing you to create a beautiful landing page without needing to code. This digital brochure should clearly display your agenda, speakers, venue details, and brand identity.
Email marketing and promotion tools: Effective communication is key to driving attendance and engagement. Your chosen software should include built-in tools for creating and sending targeted email campaigns, from initial invitations and reminders to post-event feedback surveys. This ensures your messaging is consistent and managed from one place.
Key considerations before you buy
Ease of use and user interface (UI): A powerful tool is only effective if your team can actually use it. Prioritize a platform with a clean, intuitive interface that minimizes the learning curve. The ability for your entire team to access a shared online workspace, manage tasks, and leave comments in real-time is a significant advantage that fosters seamless collaboration.
Integration capabilities: No software exists in a vacuum. The best event planning software integrates smoothly with the other tools you already use, such as CRMs, calendars, and document management systems. This creates a single source of truth, eliminates duplicate data entry, and allows your team to manage all work within one unified platform.
Pricing and scalability: Understand the pricing model and ensure it aligns with your budget and event frequency. Some platforms charge a per-event fee, while others use a monthly or annual subscription model. Consider whether the tool can scale with you as your events grow in size and complexity, ensuring it remains a long-term solution.
The best event planning software at a glance
A deep dive into the top 8 event planning platforms
1. Lark: The all-in-one workspace for event planning
Overview
Lark is a comprehensive, collaborative platform that consolidates an entire suite of productivity tools into a single, unified workspace. For event planners, this means replacing the chaotic mix of separate apps for communication, documentation, project management, and databases. It creates one source of truth where your team can manage every aspect of the event planning lifecycle, from initial brainstorming and budget approvals to post-event reporting, ensuring seamless alignment and execution.
Key features
Lark Base: Your central event database
This powerful and flexible database tool is the command center for event planning. You can build custom databases to manage everything from your guest list and vendors to your speaker roster and sponsorship deals. Its true power lies in its advanced views (like Kanban, Gantt, and Grid), custom workflows, and automation capabilities. For example, you can set an automation to automatically send a welcome email when a new attendee's status is changed to "Confirmed," or create a workflow that alerts your team lead when a vendor contract is ready for review.
💁♀️ If you wish to learn more about Lark Base, please click on the video below to take a look
Lark Calendar: Unified team scheduling Managing the complex schedules of team members, vendors, and speakers is a major challenge. Lark Calendar allows you to view team availability, book meetings directly from chats, and create shared event-specific calendars for major deadlines and milestones. This eliminates the back-and-forth of finding suitable times and ensures everyone is aware of key dates, from venue setup to the final debrief meeting.
Lark Tasks: Actionable task management Effective event execution relies on clear tasks and accountability. Lark's task management tools allow you to create, assign, and track every to-do item, from "Confirm catering" to "Send speaker agreements." You can set deadlines, add assignees, and link tasks directly to relevant documents or chats, ensuring that every action item is visible and tied to the broader project context.
Lark Docs: Collaborative planning documents Move beyond static documents. Lark Docs are living, collaborative files where you can create event proposals, draft marketing copy, and outline agendas—all with real-time editing and commenting. You can embed polls, checklists, and even Lark Base views directly into a document, creating a dynamic and interactive event playbook for your entire team.
Lark Approval: Streamlined decision making Event planning is filled with decisions that require formal approval, from budget requests and design mockups to press releases. The integrated Approvals feature digitizes and automates this process. You can create custom approval workflows, submit requests directly within the platform, and track the status of every decision, eliminating bottlenecks and creating a clear, auditable trail.
Starter plan: Free forever plan that includes 11 powerful tools for up to 20 users. It also comes with 100GB of storage, 1000 automation runs, AI translations, and more.
Pro plan: $12/user/month (billed annually) for up to 500 users. It includes everything in Starter plus group calling for up to 500 attendees, 15TB of storage, 50,000 automation runs, and more.
Enterprise plan: Contact sales for custom pricing. Supports unlimited users and includes even more automation runs and advanced security, compliance, and management features.
Reviews
Users consistently praise Lark for its all-in-one nature, which significantly reduces the need to switch between different applications. The powerful integrations between its features, especially Base and task management, are highlighted as major drivers of productivity and team alignment.
Best for
Event planning teams of any size who want to consolidate their internal project management, communication, and database management into a single, highly collaborative platform to streamline their entire planning process.
2. Cvent: The industry standard for large-scale events
Image source: cvent.com
Overview
Cvent is one of the most established and comprehensive event management platforms on the market. It is an end-to-end solution designed to handle the complexity and scale of large corporate conferences, trade shows, and global events.
Key features:
Venue sourcing network: Cvent provides a massive, searchable database of event venues worldwide, allowing planners to send RFPs (Requests for Proposal) and compare bids within the platform.
Onsite solutions: Offers a suite of tools for the day-of the event, including check-in kiosks, badge printing, and lead capture technology for exhibitors.
Limitations:
Its extensive feature set can be complex and overwhelming for smaller teams or simple events. The platform comes with a steep learning curve.
Price: Premium, quote-based pricing. It is one of the more expensive options, reflecting its enterprise-grade capabilities.
Reviews: Widely regarded as the most powerful and feature-rich solution available, especially for professional conference organizers.
Best for: Enterprises and large organizations that require a robust, scalable, and data-driven platform for managing complex, multi-faceted events.
3. Swoogo: The marketing-focused event creator
Image source: swoogo.com
Overview
Swoogo stands out for its emphasis on branding and design flexibility. It empowers event marketers to create beautiful, fully-branded event websites and registration experiences without needing a developer.
Key features:
Unlimited customization: Offers unparalleled design flexibility, allowing you to create event websites, registration pages, and emails that perfectly match your brand's aesthetic.
Conditional logic: Enables you to build dynamic registration paths where the questions and options shown to an attendee change based on their previous answers, creating a tailored experience.
Limitations: Lacks some of the deep, all-in-one project management features found in other platforms.
Price: Annual subscription model, which can be a significant upfront investment.
Reviews: Praised for its ease of use and the high degree of customization it offers, allowing marketers to maintain brand consistency.
Best for: Marketing teams and event planners who prioritize a seamless, visually stunning, and highly branded attendee-facing experience.
4. Bizzabo: The event experience operating system
Image source: bizzabo.com
Overview
Bizzabo positions itself as an "Event Experience OS," focusing on delivering engaging and immersive experiences for in-person, virtual, and hybrid events. Its platform is built to foster community and drive attendee interaction.
Key features:
Hybrid event platform: Provides a unified experience for both in-person and virtual attendees, allowing them to network with each other, view agendas, and engage with content seamlessly.
Sponsor & exhibitor tools: Offers dedicated virtual booths, lead retrieval capabilities, and sponsorship packages to help you deliver measurable ROI to your event partners.
Limitations: Can be more expensive than other options, and some users note that the backend interface can feel less modern than the attendee-facing side.
Price: Custom quote-based pricing tailored to event needs.
Reviews: Highly rated for its ability to manage hybrid events effectively and for its excellent attendee engagement features.
Best for: Companies and organizations focused on maximizing attendee engagement, networking, and creating a unified experience across hybrid event formats.
5. Slido: The audience engagement specialist
Image source: slido.com
Overview
Slido is not a full event management platform, but rather a best-in-class tool designed to solve one specific problem: audience interaction. It integrates with presentation software and video conferencing tools to make sessions more dynamic and engaging.
Key features:
Live polls & quizzes: Allows presenters to launch real-time polls, quizzes, and surveys to instantly gather audience feedback and boost energy levels.
Moderated Q&A: Attendees can submit questions via their devices, and others can upvote the most popular ones, helping the moderator focus on what the audience really wants to know.
Limitations: It is not a standalone event planning tool and must be used in conjunction with other software for registration, marketing, or project management.
Price: Offers a basic free plan, with paid tiers available on a per-event or annual subscription basis.
Reviews: Universally loved by speakers and attendees for its simplicity and effectiveness in making presentations interactive and gathering real-time feedback.
Best for: Any event planner, speaker, or moderator who wants to easily boost audience participation and engagement during live sessions or webinars.
6. Tripleseat: The sales and management tool for venues
Image source: tripleseat.com
Overview
Tripleseat is a specialized CRM and sales platform built specifically for restaurants, hotels, and other unique venues that host private events. It streamlines the entire booking and planning process from the venue's perspective.
Key features:
Lead management: Captures event inquiries directly from your website, social media, or other channels and organizes them in a central sales pipeline.
Proposals & contracts: Allows you to generate professional proposals, contracts, and banquet event orders (BEOs) from templates and collect e-signatures from clients.
Limitations: It is not designed for corporate planners to manage their overall event, but for the venues themselves to manage their bookings.
Price: Custom, subscription-based pricing that varies by venue size and needs.
Reviews: Praised by restaurant and hotel managers for dramatically simplifying the private event sales cycle and improving team organization.
Best for: Hospitality venues that need a dedicated tool to manage their event sales pipeline, bookings, and client communication.
7. ProjectManager: The Gantt chart-driven planning tool
Image source: projectmanager.com
Overview
ProjectManager is a robust project management software that is well-suited for the detailed logistics of event planning. It focuses on task management, scheduling, and team collaboration with a strong emphasis on visual timelines.
Key features:
Interactive Gantt charts: Allows you to create detailed project timelines, set task dependencies, and easily adjust schedules with drag-and-drop functionality when plans change.
Real-time dashboards: Provides an instant, visual overview of key event metrics like task progress, budget spend, and team workload, helping you stay on track.
Limitations: It's a general project management tool, so it lacks event-specific features like registration, ticketing, or attendee engagement.
Price: Tiered, per-user monthly subscription.
Reviews: Valued by PMPs and technical project managers for its powerful scheduling and reporting capabilities.
Best for: Event planners and teams who manage complex projects with many dependent tasks and require granular control over their schedules and resources.
8. Basecamp: The simple, centralized team coordinator
Image source: basecamp.com
Overview
Basecamp is a long-standing project management tool known for its simplicity and all-in-one approach to team collaboration. It consolidates all event-related communication, tasks, and files into a single, organized space.
Key features:
The hill chart: A unique tool that provides a visual, intuitive way to track the progress of tasks from "figuring things out" to "getting it done," offering a more realistic status update than a simple checkbox.
Automatic check-ins: Allows you to schedule recurring questions (e.g., "What did you work on today?") to automate status updates and reduce the need for frequent meetings.
Limitations: Not as visually flexible or powerful in its task management as other dedicated project management tools; lacks any event-specific features.
Price: Offers a simple, flat-rate monthly subscription for unlimited users, making it highly predictable and scalable.
Reviews: Valued by teams who appreciate its straightforward, no-frills approach to keeping everyone on the same page.
Best for: Small teams or agencies that need a simple, cost-effective, and centralized hub for coordinating all their event projects and client communications.
How to choose the right event planning software
Step 1: Define your event type and size
First, clarify the nature of your events. Are you hosting large-scale in-person conferences, virtual webinars, or internal team-building activities? The demands for a 5,000-person hybrid conference are vastly different from those for a 50-person workshop. This initial step will immediately narrow down your options.
Step 2: List your must-have features
Refer back to the features discussed in Chapter 2 and identify your non-negotiables. Do you need a public-facing registration page and ticketing, or is your primary need a powerful internal tool for managing tasks, documents, and budgets? Prioritize this list to distinguish between essential functions and nice-to-haves.
Step 3: Set your budget
Determine how much you are willing to invest. Software pricing models vary widely, from per-user subscriptions to per-event fees or custom enterprise quotes. Having a clear budget will help you filter out options that are not financially viable and focus on those that provide the best value for your needs.
Step 4: Request demos and start free trials
Never commit to a platform without seeing it in action. Shortlist your top 2-3 candidates and schedule live demos with their sales teams. Most importantly, take advantage of free trials to get hands-on experience with the software, as this is the best way to determine if its interface and workflow are a good fit for you and your team.
Conclusion
Ultimately, the goal of any event planning software is to bring order to complexity and empower your team to execute a flawless event. As we've explored, the "best" platform is not a one-size-fits-all answer. It hinges on your unique requirements, whether you need the enterprise-grade power of Cvent for a massive conference or the specialized booking tools of Tripleseat for a venue.
The key is to find a solution that aligns with your specific planning process. For teams looking to unify their internal project management, a collaborative workspace is invaluable for centralizing communication, tasks, and documentation from start to finish. By carefully evaluating your needs and testing your options, you will find the right software to make your next event a resounding success.
FAQs
What tool is used in event planning?
Event planners use a variety of tools, from dedicated event management platforms to project management software. A comprehensive, all-in-one workspace like Lark is ideal for internal teams to manage tasks, budgets, vendor databases, and communications in a single, unified hub.
What is the free event site plan software?
While most dedicated event website builders come with a cost, many general project management tools offer free tiers. For instance, you can use a platform like Lark to plan your entire event project, manage tasks, and collaborate on documents for free before using a separate registration tool.
How much does event planning software cost?
The cost varies dramatically, from free basic plans to thousands of dollars per year. Simple project management tools can be free or cost a small monthly fee, while comprehensive, all-in-one event management suites with ticketing and marketing are priced based on features and the number of attendees.
What are the 5 P's of event planning?
The 5 P's of event planning is a framework for organizing an event, which traditionally includes: Purpose (the goal of the event), People (the audience and team), Place (the venue), Program (the schedule and content), and Promotion (the marketing and communication plan).
