Essential features to look for in an event management software

Using multiple tools to manage your event creates major headaches. Research shows that teams waste 45% of their time just switching between different software platforms. A centralized event management hub addresses this challenge by consolidating core functions - from registration and scheduling to attendee engagement - into a unified dashboard.

Key Capabilities:

• Real-time performance metrics: Tracking ticket sales, attendance, and session analytics.
• Workflow automation: Systematic management of communications and updates.
• Integrated collaboration tools: Streamlined coordination for all event-related activities.

Challenge:

A global technology conference with thousands of attendees and multiple concurrent tracks would face significant inefficiencies using disconnected systems. Without a central hub, the event team might struggle with:

• Registration Delays: Attendees' information may not appear during check-in, causing long lines and frustration.
• Manual Data Transfers: Exporting attendee lists between platforms increases errors and delays.
• Session Capacity Issues: Popular breakout sessions may fill up, but late arrivals might still receive outdated notifications.
• Communication Breakdowns: Manual updates for speaker changes risk delayed emails and conflicting schedules.
• Lead Capture Delays: Exhibitor badge scans might take hours or days to sync with CRMs, slowing follow-ups.
• Complicated Reporting: Pulling data from multiple sources makes it difficult to track attendance, engagement, and ROI in real time.

Solution:

A centralized event management hub automates workflows and synchronizes data across all touchpoints, ensuring seamless operations:

• Instant Check-Ins: Attendee information updates instantly after registration, speeding up arrivals.
• Automated Schedule Updates: Changes to session times or speaker lineups automatically update on the event website, mobile app, and email notifications.
• Real-Time Notifications: Push notifications alert attendees of schedule changes, ensuring they stay informed.
• Lead Capture Integration: Exhibitors scan attendee badges, and data instantly syncs with their CRM, enabling faster follow-ups.
• Live Analytics: Dashboards show real-time attendance, engagement rates, and exhibitor interactions, helping the team monitor performance as the event unfolds.

For example, Zoho Backstage's unified dashboard gives event teams complete visibility and control - from real-time registration tracking to instant schedule updates across all attendee touchpoints.

With all processes consolidated into a single platform, the event team eliminates data synchronization delays, reduces manual tasks, and improves communication with attendees and exhibitors. This results in a seamless attendee experience, improved exhibitor ROI, real-time insights and improved operational efficiency.

Feature checklist

• Real-time performance dashboard
• Single-view management interface
• Automated workflow capabilities
• Multi-channel communication tools
• Synchronized data across all touchpoints
• Real-time capacity management
• Integrated project management tools

The easier it is for people to register, the more likely they are to attend your event. Good registration and event ticketing software lets you create different types of tickets, handle group bookings, and automatically manage waitlists when events fill up.

Key Capabilities:

• Customizable registration workflows that adapt based on attendee segments and preferences
• Multi-tier ticketing system supporting standard, VIP, and group registration options
• Automated waitlist management for maximizing attendance
• Seamless website integration for streamlined registration

Challenge:

• Ticket Tiers: Different access levels and pricing for standard, VIP, and virtual attendees.
• Group Registrations: Simplifying sign-ups for corporate teams attending together.
• Attendance Formats: Offering both in-person and virtual participation options.
• VIP Seat Management: Limited VIP seats requiring waitlist functionality to maximize capacity.

Solution:

• Customized registration paths: Tailored forms guide attendees based on their ticket type and attendance format.
• Group booking automation: Corporate teams can register multiple employees at once, reducing manual entry.
• Unified ticket management: The system handles both in-person and virtual tickets, ensuring clear communication for each format.
• Automated waitlist processing: When VIP tickets sell out, waitlisted attendees are automatically notified as spots open.

Result:

The streamlined registration process enhances the attendee experience by simplifying sign-ups with personalized forms and automated workflows. Corporate teams benefit from faster group bookings, while clear pricing tiers and efficient waitlist management help maximize ticket sales and revenue. With both in-person and virtual options seamlessly managed, the event attracts a broader audience while reducing the event team's manual workload.

Feature checklist

• Multi-tier ticket options
• Group registration handling
• Custom registration forms
• Multiple pricing options
• Payment processing integration
• Automatic confirmation system

Modern event success hinges on attendee engagement through interactive technology. Advanced platforms integrate live response systems, facilitated networking tools, and mobile applications to create meaningful interactions and capture valuable attendee data.

Key Capabilities:

• Real-time response systems for instant audience feedback and session interaction
• Integrated Q&A management with audience prioritization features
• Virtual and physical breakout facilitation tools
• Smart wearable technology for streamlined attendee interactions
• Comprehensive mobile platform for personalized event experience

A large-scale product launch would need to maintain attendee engagement across multiple touchpoints while capturing valuable feedback. Key challenges include:

Challenge:

• Keynote participation: Encouraging real-time interaction during presentations.
• Professional networking: Facilitating connections among industry professionals.
• Product demonstrations: Organizing structured small-group sessions for hands-on experience.
• Real-time communication: Keeping attendees informed with instant updates.

Solution:

An integrated engagement platform would foster interaction and streamline communication by offering:

• Live polling and Q&A: Attendees can provide real-time feedback and ask questions during keynote sessions.
• Digital breakout room management: Attendees join small-group product demos, both in-person and virtually, through a centralized system.
• Mobile event app: Personalized schedules, push notifications, and session reminders keep attendees informed and engaged.

Result:

The platform transforms attendees into active participants through real-time feedback, seamless networking, and immersive product demos. Automated communication and personalized schedules enhance engagement, while attendee data provides actionable insights for future events.

Feature checklist

• Live polling and Q&A functionality
• Interactive session management
• Mobile event app capabilities
• Networking facilitation features
• Real-time feedback systems
• Personalized attendee schedules
• Digital content showcase

Data analytics provide real-time insights into key metrics like registrations, attendance, and session engagement. Tracking attendee behavior helps event teams refine content, improve scheduling, and boost future engagement. Robust event analytics also support ROI measurement, aligning ticket sales and engagement metrics with event goals.

Key features:

• Real-time dashboards: Monitor registrations, check-ins, and session check-ins as they happen.
• Session analytics: Identify the most popular sessions, speakers, and breakout rooms.
• Engagement tracking: Measure participation in polls, Q&As, and networking activities.
• ROI measurement: Compare ticket sales, sponsorship revenue, and attendee engagement to evaluate event success.

Challenge:

An event team hosting an annual marketing summit with both in-person and virtual attendees needs to monitor attendance, engagement, and ROI in real time. Key challenges include tracking no-shows, identifying popular sessions, and measuring audience interaction to optimize future events.

Solution:

Using advanced analytics tools, the team can monitor event performance from a central dashboard:

• Real-time check-ins: Track attendee arrivals to reduce no-shows and adjust resources on the fly.
• Session analytics: Identify breakout rooms with the highest attendance, revealing which topics resonate most.
• Engagement tracking: Measure participation in live polls and Q&A sessions to understand what drives interaction.
• ROI measurement: Compare ticket sales with attendance and engagement data to assess the event's financial impact.

Here's an example of a dashboard, which Zoho Backstage offers to track real-time registrations, attendee check-ins, session engagement, and ROI, all in one place:

Result:

Real-time insights help the team adjust resources during the event and ensure sessions meet attendee expectations. After the event, comprehensive reports highlight key takeaways, guiding future content and engagement strategies. This data-driven approach enhances attendee satisfaction, improves ROI, and ensures each event is more impactful than the last.

Feature checklist

• Real-time attendance tracking
• Session popularity metrics
• Engagement rate measurement
• ROI calculation
• Custom report generation
• Data visualization capabilities
• Automated alerts

The evolution of business events demands seamless integration of in-person and virtual experiences. Modern event platforms must support synchronized delivery across physical and digital channels while maintaining consistent engagement levels for all participants.

Key Capabilities:

• High-definition live streaming with enterprise-grade reliability
• Simulive functionality for optimized content delivery
• Comprehensive content management for post-event access
• Cross-platform networking infrastructure
• Integrated hybrid collaboration tools

A global business conference hosted in New York needs to deliver an engaging experience to both in-person and virtual attendees across multiple time zones. Key challenges include:

Challenge:

• Content synchronization: Ensuring keynote sessions and panel discussions are accessible simultaneously online and onsite.
• Equal participation: Enabling virtual attendees to interact with speakers and participate in Q&A sessions.
• Cross-platform networking: Facilitating seamless connections between in-person and remote participants.
• Global accessibility: Offering flexible content access to accommodate different time zones.

Solution:

A hybrid event platform would create a unified experience by integrating physical and virtual components:

• Professional broadcasting: Live-stream keynote sessions and panels in high-definition to remote audiences.
• Simulive delivery: Stream pre-recorded content as live, with real-time Q&A and chat features for engagement.
• Virtual networking tools: Enable remote and onsite attendees to connect via video calls, instant messaging, and interest-based matchmaking.
• Hybrid breakout sessions: Host collaborative discussions that include both in-person and virtual participants.
• On-demand access: Allow attendees to watch recorded sessions at their convenience, ensuring global accessibility.

Result:

The hybrid platform delivers a seamless experience, allowing both in-person and virtual attendees to engage in real-time, network across platforms, and access content on demand, maximizing participation and event reach.

Zoho Backstage Case study: A great example is Amazon India's Smbhav event, which brought together over 2,000 SMBs both virtually and in person. With Zoho Backstage, Amazon ensured that attendees across all formats received real-time updates and could participate seamlessly, regardless of their location.

Feature checklist

• HD streaming functionality
• Virtual networking tools
• Hybrid session management
• On-demand content access
• Cross-platform compatibility
• Virtual booth capabilities
• Global accessibility features

Effective exhibitor and sponsor management directly impacts event ROI and stakeholder satisfaction. Advanced management systems streamline operations while providing comprehensive engagement analytics for measurable value demonstration.

Key Capabilities:

• Centralized exhibitor management platform
• Enterprise-grade lead capture technology
• Automated session tracking mechanisms
• Real-time performance analytics

Challenge:

A large-scale trade exhibition needs to manage multiple exhibitor touchpoints while ensuring measurable ROI for all stakeholders. Key challenges include:

• Resource management: Coordinating booth setups, branding materials, and schedules.
• Lead capture: Simplifying the process of collecting and tracking attendee information.
• Engagement tracking: Monitoring booth visits and attendee interactions in real time.
• Performance measurement: Providing exhibitors with clear metrics to assess ROI.

Solution:

An integrated exhibitor platform would streamline operations and enhance engagement by offering:

• Centralized Exhibitor Portal: A single platform for managing booth logistics, branding assets, and event schedules.
• Advanced Lead Capture Technology: RFID-enabled badges and mobile scanning apps for instant lead collection.
• Automated Attendance Tracking: Real-time monitoring of booth traffic and session attendance.
• Real-Time Analytics Dashboard: Instant access to engagement metrics, lead quality, and ROI insights.

Here's an example of how Zoho Backstage helps exhibitors maximize ROI through instant lead scans and real-time engagement tracking:

Result:

The platform simplifies exhibitor operations while delivering real-time performance data, helping exhibitors capture more leads, measure engagement, and assess ROI with clear, actionable metrics.

Feature checklist

• Digital booth management
• Lead capture technology
• Real-time engagement tracking
• Resource management portal
• Lead qualification facilities
• Performance analytics

Enterprise event success depends on seamless system integration and reliable platform scalability. Strategic connectivity with core business systems and flexible capacity management ensure operational efficiency across diverse event portfolios.

Key Capabilities:

• Native integration with enterprise CRM systems
• Marketing automation platform connectivity
• Enterprise collaboration tool compatibility
• Scalable infrastructure for variable event sizes

Challenge:

A multinational organization would need to manage events ranging from global summits to departmental training sessions. Key requirements would include:

• Automated data synchronization across business systems
• Consistent lead management processes
• Internal communication workflow integration
• Flexible capacity management

Solution:

An enterprise-grade platform would deliver:

• Automatic updates between your event platform and contact database, so you never have to copy-paste information
• Integrated marketing automation workflows
• Native enterprise collaboration tool integration
• Dynamic resource allocation based on event scale

Result:

The integrated approach would streamline operations across the event portfolio while maintaining consistency in data management and attendee experience.

Feature checklist

• CRM system integration
• Marketing automation connectivity
• Enterprise tool compatibility
• API availability
• Customizable workflows
• Scalable infrastructure
• Data synchronization capabilities

Data security and regulatory compliance form the foundation of enterprise event management. A comprehensive security infrastructure protecting attendee data and ensuring regulatory alignment is non-negotiable in today's digital landscape.

Key Capabilities:

• Enterprise-grade encryption protocols for data protection
• Advanced authentication systems including MFA and SSO
• Granular access control mechanisms
• Full compliance with international data protection standards

Challenge:

A healthcare industry summit must protect sensitive attendee information while complying with international regulations. Key challenges include:

• Credential Security:Safeguarding professional licenses and certifications.
• Secure Payments:Protecting payment data during ticket purchases.
• Access Control:Restricting sensitive data to authorized personnel only.
• Regulatory Compliance:Adhering to GDPR, PCI DSS, and other global standards.

Solution:

A secure event platform would ensure data protection and regulatory compliance by offering:

• End-to-End Encryption: Encrypt all attendee data, including registration details and payment transactions.
• Multi-Factor Authentication (MFA): Require additional verification steps to prevent unauthorized access.
• Role-Based Access Control: Limit data access based on user roles, ensuring only essential personnel can view sensitive information.
• Compliance Frameworks: Built-in adherence to GDPR, PCI DSS, and other regulations, with automated compliance checks.

Result:

The comprehensive security approach safeguards sensitive information, ensures compliance with international regulations, and fosters trust with healthcare professionals, enhancing the event's credibility and reputation.

Feature checklist

• End-to-end encryption
• Multi-factor authentication
• Role-based access control
• GDPR compliance
• PCI DSS compliance
• Data backup systems
• Security audit trails