Needless to say, the ideal event platform should do more than just handle the basics. It should support everything from email marketing and registration to real-time engagement and post-event follow-ups.
But what else? What more should your event management platform deliver?
In this blog, you’ll discover a comprehensive checklist of 40+ must-have features to help you choose an event management software that elevates every event and provides assistance across all stages.
1. User-Friendly and Easy-to-Set-up Platform
The event management platform should be intuitive for both event organizers and attendees. Look for one with drag & drop interfaces, clear navigation menus, and a straightforward setup process.
An intuitive, easily navigable interface reduces the learning curve for first-time users, allowing them to quickly set up their events. This feature also enables attendees to navigate through the platform and get used to it, with minimum guidance.
2. Browser and Mobile Application
Ensure the selected event management software is available as both a browser-based and mobile-based application. The dual-application system is crucial to managing events from anywhere, sending real-time updates, reaching a broader audience, streamlining event check-in, interacting with attendees, and more.
Some attendees may prefer using a mobile app, while others can be comfortable with a browser-based app. Offering both options gives flexibility and ensures an effortless experience for everyone involved.
Read: The Ultimate Guide to Leveraging Mobile Apps for Events and Conferences
3. Enterprise-Grade Security & Compliance
Robust security measures are non-negotiable. A quality event management software should offer comprehensive security features, including:
- Encrypted data transmission
- Secure payment processing
- Password protection
- Two-factor authentication
- Compliance with data protection regulations like GDPR
An enterprise-grade security and fully compliant platform is essential to protect sensitive information, avoid data breaches, and prevent cyberattacks.
4. Custom Pricing & Plans
Look for a platform with flexible pricing models that can be tailored to your specific needs—like event size, feature requirements, and frequency of use.
Most event management solutions offer pricing models like attendee-based pricing, pay-per-use, self-serve, or custom enterprise solutions. Choose the one that aligns best with your needs to enjoy tailored services suited for your events.
5. Centralized Management Hub
A centralized management hub is a unified dashboard that provides a structured view and helps you manage everything in one place—schedule, attendees, analytics, and more.
This helps streamline workflow, monitor event performance, and increase work efficiency, eliminating the need to switch between multiple tools.
6. Simplified Backstage Controls
Backstage controls should be easy to use for event hosts, moderators, and guest speakers. It should provide quick access to essential functions like starting/ending sessions and managing attendee engagement & session transitions effortlessly.
Simplified backstage controls reduce the learning curve, allowing even non-technical staff to manage the event, if need arises.
7. Feature Enabling/Disabling Capability
Every event has different feature requirements. The platform should let you turn features on or off, as required. Having the ability to enable/disable or limit the use of certain features gives you an edge while managing the live event.
For example, you might want to disable chat for a formal webinar or enable networking tools for a conference. This feature allows you to tailor the experiences and interactions for different event types.
8. Dedicated Technical & Customer Support
Choose a platform that offers quick help via chat, email, or phone. Having dedicated technical & customer support helps you resolve any platform-related issues instantly.
This ensures your event runs smoothly by promptly addressing attendee concerns and minimizing disruptions.
9. Onboarding Training & Assistance
The event management software should offer onboarding sessions to guide you and your team through the platform features, backstage controls, and setup process. This can include documented or video guides, training sessions, and tutorials.
Comprehensive onboarding assistance makes it easier to create & manage your events and utilize the features effectively.
10. Virtual and Hybrid Event Support
Choose a platform that supports both virtual & hybrid events. This will allow you to host both virtual and in-person attendees simultaneously from one single platform.
An all-in-one event management platform helps you manage everything from virtual event setup to registration & check-in to onsite logistics.
11. Platform Scalability
Your platform should be able to accommodate events of all sizes without performance degradation. Whether you’re hosting a webinar of 50 attendees or a conference of 5000—the event platforms should be scalable enough to support the required number of attendees seamlessly.
12. API Integration
API integration allows you to seamlessly integrate your company’s tech stack, like CRM and marketing automation, with the event platform. This integration allows you to sync event data and automate workflows across systems.
13. AI & Automation
AI & automation are fast becoming essential for efficient event planning. Features like automated emails & reminders, smart attendee matchmaking, and personalized content suggestions help you engage attendees, save time, and boost productivity throughout the event cycle.
14. Host and Speaker Profiling
The event platform should allow you to create personalized profiles for hosts & speakers and showcase them across the landing page.
The information can include a social link, image, name, email, profession, and bio. This feature can help:
- Attendees learn more about event hosts and speakers
- Add credibility to your event
- Subtly promote your speakers and their expertise
15. Registration & Ticketing Management
Having a streamlined registration and ticketing management system is of the utmost importance.
Make sure your event management software offers everything you need—custom registration forms, a seamless sign-up process, different ticketing options, and a comprehensive registration tracking system in place.
Read: Top Event Registration and Ticketing Management Platforms
16. Payment Gateway and Coupon Management
Having integrated, secure payment gateways like Stripe and PayPal enables easy transactions in multiple currencies.
Features like coupon management allow organizers to generate coupons and discount codes that attendees can use while registering for the event.
17. Event Entry Options
Your event can vary from exclusive VIP gatherings to webinars to large-scale summits and hybrid events. Having diverse event entry options like invite-only or entry after signing in helps you personalize the event experience for each category of attendees.
18. Email Marketing
Integrated marketing tools enable you to create personalized email templates and automate email sequences. You can send out event invites, post-registration follow-ups, event reminders, and post-event follow-ups.
Having an integrated email marketing support system helps you stay connected with attendees, maintain consistent communication, and send regular updates—all through one platform.
Read: Know the Art of Webinar Email Marketing with top Strategies
19. Landing Page Builder
A built-in landing page builder enables you to create tailored, branded event pages without coding. You can add event details, banners, event schedules, speaker info, and much more.
Many platforms also offer multilingual support and allow you to translate landing pages for global audiences.
20. Calendar Integration
The calendar integration feature offers your attendees the flexibility to add events to their personal calendars, like Google or Outlook. This helps them remember the event and reduces no-show numbers by sending calendar-based reminders.
21. Virtual Background & Screensharing
This feature allows hosts and speakers to use custom virtual backgrounds during the event, helping them maintain a clean and professional look. Event management platforms often allow organizers to upload tailored virtual backgrounds that align with their event theme and brand.
While virtual backgrounds help you ensure a clean look, seamless screen sharing enables you to deliver a smooth and clear presentation.
22. Branding and Customization
In-depth branding and customization is crucial to matching your event aesthetics with your brand. With branding tools, you can tailor every aspect of your event—registration page, landing page, email templates, live event, and networking spaces.
You can add logos, brand colors, custom themes & banners, etc., and help your event stand out visually.
23. Interaction & Engagement Tools
To keep attendees actively involved throughout the event, you need robust engagement tools like whiteboards, polls, Q&A, chat feed, emoji reactions, raise hand, stage spotlight, and more.
These elements allow you to:
- Engage attendees through multiple touchpoints
- Encourage two-way communication
- Measure engagement levels in real-time
These diverse engagement tools enable attendees to share their thoughts, actively participate, and express themselves during the event.
Read: 17 Effective Ways to Maximize Webinar Audience Interaction & Engagement
24. Advanced Networking Capabilities
Networking is a crucial component for events. Networking spaces facilitate meaningful discussions and promote community collaboration by allowing participants to connect with other like-minded individuals and industry experts.
Your event management tool should offer a variety of advanced networking capabilities, such as:
- Rule-based or AI matchmaking
- Breakout rooms
- Roundtable
- 1:1 networking
- Group meetings
Read: Virtual Networking – 40+ Ideas to Transform your Next Virtual Event
25. Gamification
Gamification adds fun to the event and promotes healthy competition among attendees. This usually includes point-based quizzes, interactive challenges, leaderboards, and rewards & badges.
The competitive aspect encourages attendees to participate more, explore all areas of the event, and have fun while learning.
26. Real time Analytics & Detailed Reporting
This feature enables event organizers to track and monitor the overall event performance in real time.
From attendance to engagement levels to email performance and more—it provides a detailed report to help you gauge the success rate of your event and identify the areas of improvement.
27. Live Translation & Multilingual Subtitles
Live translation helps convert spoken words into real-time captions, supporting attendees with hearing difficulties or those who prefer to read along.
Having multilingual subtitles is crucial to maintaining inclusivity in your event. It allows participants to follow sessions in their preferred language.
These features enable you to target global audiences, eliminate language barriers, and boost your event’s accessibility.
Read: Implementing Closed Captions and Subtitles in Webinars
28. Session Recording
Session or event recording is a rather straighforward feature that every event management platform should offer. It helps record your live event and leverage that record for later viewing, to engage attendees post-event, develop tailored on-demand content, or marketing purposes.
29. Event Replay
Event replay enables your attendees to access the recording instantly post-event, on the event platform itself. This feature allows your attendees to revisit the sessions at their convenience and catch up on anything they might have missed during the event.
30. Live Streaming
Live streaming is a useful feature if your aim is to broadcast your ongoing event onto third-party platforms like YouTube, LinkedIn, and Facebook. It helps you reach a wider audience who may not have registered but are still interested in the content—giving your event greater exposure and driving higher engagement.
31. Pre-recorded Sessions
This feature in an event management platform allows you to play that recorded version of your session during or as a live session.
This feature is helpful when your speaker isn’t available on event day—you can record their presentation in advance and schedule it to play during the live event.
It’s also great for delivering pre-edited content.
32. Resource & File Sharing
This feature allows organizers, speakers, and sponsors to upload and share important files—learning guides, presentations, company brochures, or whitepapers—during the event.
Attendees can easily download these materials and use them for later reading or reference.
33. Sponsor Tier & Profile Management
Sponsors can join your event in different tiers—Gold, Silver, Bronze, etc. Your event management software should allow you to clearly display these tiers and help sponsors to customize their profiles with social links, logos, banners, and more. This boosts their visibility and strengthens sponsor-event value alignment.
34. Virtual Booths
Virtual booths are digital versions of physical booths or stalls where sponsors, partners, or exhibitors can showcase and present their offerings. Your event platform should offer virtual booth customization to tailor booth spaces as required.
This feature provides dedicated networking spaces for your partners, sponsors, and exhibitors, allowing them to engage with attendees and book meetings with visitors.
Read: 15 Great Virtual Booth Ideas to Engage Your Virtual Audience
35. Feedback and Survey
Built-in feedback and survey tools allow you to gather attendee opinions in real time. This feature further removes the need for third-party apps or manual processes, streamlining the feedback collection.
Read: 70+ Cool Post-Event Survey Questions to Ask Event Guests
36. Live Announcements & Broadcasts
This feature enables organizers to make real-time announcements or broadcast messages to all attendees during the event—like session reminders or important updates—without disrupting the event flow.
37. Call-to-Action (CTA) Integration
CTAs help guide attendees to take meaningful actions during the event—like booking a demo, joining a session, or visiting a website.
They’re not only useful for engagement, but also effective in capturing leads and driving conversions.
38. Onsite Support & Vendor Management
For hybrid & in-person events, managing vendors like caterers, equipment or furniture rentals, and decorators is crucial. Event management software with onsite support and vendor tools helps select your event venue, schedule resources, track service delivery, and streamline communication.
39. Badge Printing
If you’re hosting in-person or hybrid events, choose a platform that offers either of the services listed:
Built-in event badge printing capability: Design and print attendee badges directly from software using pre-loaded registration data.
Third-party integration: Connect with trusted badge printing third-party vendors through the platform.
40. Event Check-in Management
This feature is crucial to ensure seamless onsite event entry. It helps with attendee check-ins and tracks attendance via QR codes or mobile apps. It eliminates the manual process, reduces wait time, and ensures a smooth entry experience for attendees.
Read: Top 10 Event Check-in Apps to Enhance Your Guest Experience
41. Attendee Profiling
This feature organizes attendee data based on interests, behaviors, engagement scores, job roles, or demographics to create personalized profiles.
You can use these insights to tailor follow-up communication, provide personalized content recommendations, and build targeted strategies to drive conversions.
42. Automated Post-Event Follow-ups
This feature enables organizers to create and automate post-event follow-up sequences—like thank-you messages and nurture emails.
You can send custom emails to both attendees and no-shows to maintain engagement and gather valuable post-event insights.
Read: Webinar follow-up strategies – Automated follow-up sequences
FAQs
Some of the top event management software and platforms include Airmeet, Whova, and vFairs.
Your event management software should comply with key data protection and privacy regulations, such as GDPR, CCPA, and SOC 2 compliance. It should also follow robust security standards like AES-256 encryption and ISO 27001:2022 to ensure data integrity and protection across all event operations.
All-in-one event management software companies often offer dedicated services to manage vendors effectively. These can cover essential logistics such as:
- Venue and catering management
- Equipment delivery and set-up
- Badge printing
- Booth setup
- Transportation and on-site logistics
Please note that the availability of these services can vary depending on the selected platform, pricing plan, and event format—virtual, hybrid, & in-person.
