10 Event Planning Software Options: Made Simple

Not all event planning software fits all events so it’s important to consider your event needs and what works best for your team.

Which Event Software Is Right For You?

The real answer: it depends.

(Thankfully) gone are the days of having to plan your event on paper or with a word.doc or excel spreadsheet (OMG all those tabs in the binders!), unless of course you prefer kickin’ it old school.

Today, event planners are able to take advantage of sophisticated features that create customized websites, registration and ticketing pages, and creates a sense of community with your event attendees.

For event planners that are in the beginning stages of their event planning career, and who don’t have a large budget to purchase event planning software, there are (nearly) free options like Basecamp, Trello or Smartsheet (excel spreadsheets still work well, too!).

How to Improve Your Events

However, if you’re looking for event management tools to improve your events and facilitate the planning process, we’ve included some paid options for event planners that have more specific software needs for their events.

10 Event Planning Software Options

(In no particular order)

Paid Event Planning Software

Planning Pod – With over 20,000 event professionals relying on this event management software, Jeff Kear and the Planning Pod team provide event management tools to manage your event, your calendar, venue, and billing (and more).

It’s perfect for #eventprofs who have a lot of moving pieces (apps, emails, notes, and files) because it manages everything in one place. (We have to admit, we love their simple and easy to navigate website!)

Watch our interview with Jeff Kear, Founder of Planning Pod, here.

Etouches – Offering solutions for event registration, floor plans, timelines and task assignments, etouches is a great option for all cycles of your event. We think one of the best features etouches offers is the ability to integrate payment gateways like PayPal, which makes it easy to collect payment from your event attendees.

Eventbrite – One of the most popular event planning software options for event organizers (professional planners and community organizers) looking to sell tickets and manage event registration is Eventbrite.

With their fast, easy setup you can manage the details of your event and promote it on your website or through social media sites like Facebook, with the option to promote your event on the Eventbrite site too.

Evolero – With a free two week trial, Evolero was developed by an event planner and has all your event software needs in one place so you don’t have to switch between platforms – everything from managing event registration and websites, to ticketing, planning and promoting.

Cvent – A leader in the cloud based, event management systems, Cvent offers event planning software for mobile apps for events, email marketing and web surveys, targeted advertising, and online registration and venue selection.

Cvent offers a ‘Find Event Venues’ search option, however it appears that only hotels are listed in the search, so unless you’re a meeting planner looking for hotel and meeting space, the options are limited.

Azavista – Planning an event of any size, Azavista may be a good option for you. Offering flexibility, their platform allows event planners to set up a new event within minutes.

With their drag and drop functionality, ability to track changes in real-time, and multi-lingual support, they appear to offer the same features as other software solutions but with a simple interface.

Many of these event planning software options offer the same features – at least at first glance and according to the copy on their websites.

As an event planner, it may take a little more digging to find the solution that’s right for you.

event planning software

(Almost) Free Event Planning Software

Basecamp – Providing the ability to manage your events, groups (or teams), and clients in one place, Basecamp works well for event managers who need to divvy up workloads, store and organize files, and layout milestones and deadlines.

Your first event (or project) is free then there’s a small monthly fee based on the package you choose, no matter how many people you’re using it with. This option is perfect for event planners with small teams to manage.

Trello – One of our favorite free collaboration tools, Trello organizes projects into boards so it’s easy to track who is responsible for each task, due dates, and where the event is in the planning process.

Trello is flexible, free, and let’s you see everything about your event in one glance.

Smartsheet – Replacing spreadsheets, Smartsheet has the same look and feel of a spreadsheet but let’s you track your progress, work with others and automate your processes.

Your Smartsheets can be accessed from any computer so your team or clients have current, up-to-date information. They offer a free trial, then charge a small monthly fee based on the features you need/want.

Evernote – Think sticky notes on crack! Evernote is the perfect place to save your ideas, thoughts, likes (or dislikes) with the ability to access your ‘notes’ from any device.

Not necessarily an event planning software platform, but worth mentioning since it can be used in conjunction with other event management tools because Evernote is a note taking, organizing and archiving powerhouse.

Now, we’d love to hear from you.

Which of these 10 event planning software options listed above do you use?

We look forward to hearing your comments.

Note: links to outside sites and videos appear as SPAM and are removed. 🙂

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  1. Avatar Michalea June 28, 2017 at 3:17 pm

    I like Eventbrite as a planner and consumer. When managing an event with up to 300 people attending, I found this to be simple and easy. I like how it let’s me know how many ticket is have been sold. I also like the option for collecting any additional information from guests.

    1. Avatar Event Planning Blueprint June 28, 2017 at 3:22 pm

      You’re so right, Michalea, Eventbrite is a great tool to use for all types of events – and they are getting better and better! Thanks for sharing.

  2. Avatar Stephona October 9, 2017 at 4:36 pm

    So, gimme the skinny, Melanie. If Basecamp and Trello are so great and “almost” free, why should I pay more? (Yes, I am ol’ skool – still use some spreadsheets!)

    1. Avatar Event Planning Blueprint October 9, 2017 at 4:49 pm

      Hi Stephona! The reason you may want to pay for other software programs depends on your needs and the scope of the events you’re planning. They’re not all created equal!

  3. Avatar Sarah February 13, 2018 at 3:11 pm

    Hi Melanie,
    Thank you for sharing this post. From the various tools I have tried such as Cvent, Etouches, and recently a few new ones I heard about Grenadine event planner, Whova, and WildApricot., I still believe Eventbrite offers a great ticket selling platform, while Cvent is a good event organizer as a whole.

    1. Avatar Event Planning Blueprint February 13, 2018 at 3:13 pm

      You’re welcome Sarah!

  4. Avatar Sherri June 14, 2018 at 2:10 pm

    Hi Melanie,
    I have an event that’s 2-fold – sales meeting and also a trade show for our manufacturers. Is there one you would suggest for that? Communication to each group is separate.

    1. Avatar Event Planning Blueprint June 14, 2018 at 3:05 pm

      Hi Sherri, Thank you for reaching out! There are great software options to choose from. Which you choose really depends on your needs. Planning Pod is a fantastic option and can track almost anything and everything. I don’t know exactly what you need to track, but based off what we know, it sounds like Planning Pod would be a good starting point for you!

  5. Avatar Angel July 4, 2018 at 1:18 pm

    Hi Melanie,

    I’m planning to do a medical congress with 1 year and a half preparation, around 1000+ attendees could come, and is spread over 3 days. I want event planning software because we are a small team, and we need to generate big profits. Which one could you recommend? And do you know which one has a Spanish version?

    Thanks in Advance

    1. Avatar Event Planning Blueprint July 4, 2018 at 1:29 pm

      Congratulations on the big event, Angel. We don’t recommend any company that we haven’t personally worked with, so we’d recommend that you reach out to this short list to see which option is best for your event needs. Good luck with the event!


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