6 event apps you should know about
A tool for every stage of your event lifecycle
Picking the right event technology can significantly enhance attendee experience and streamline event management. We look at the top event apps tailored for each phase of your event lifecycle.
A few weeks back, I interviewed Kurt Bowen, Production Director at White Space Creative Solutions, who boasts over 25 years of producing conferences, exhibitions and award ceremonies. In the article ‘The risks of chasing shiny new things’, which you can read here, Kurt emphasises that event tech should be nothing more than a set of tools in a larger toolkit. While each individual piece of event tech is not a solution in itself, successful event organisers mix and match multiple tools to optimise registration, networking, audience engagement, post-event comms and any other activities that will enhance attendees’ experience and the exposure of sponsors.
To app, or not to app?
Personally, I’ve tended to be sceptical about some of the event tech going around. I recall some years ago attending a tourism exhibition and conference where each attendee received something representing a rubber memory stick which we had to dangle around our necks. If held close to a fellow attendee’s stick, it automatically downloaded that person’s contact details. It became a running conference joke of who you had been “rubbing sticks with”. Apparently this was the hottest alternative to a business card.
But post-event, downloading the information was of no value whatsoever because anybody who had come within a metre of me had their information downloaded, making it impossible for me to remember who I actually intended to stay in contact with. In a word - chaos. It left me yearning for the simplistic effectiveness of the humble ‘old school’ business card.
Modern-day event apps are thankfully much smarter, but still have their limitations. I have seen them fail if the event venue’s wi-fi could not support the tech bandwidth. Others, I have deleted from my phone simply because I was spending more time trying to work the app out than actually enjoying an in-person event, where the whole point of being there was to speak and interact with people.
No matter the criticism, presenting a modern event in this day and age without the correct apps will be a brave move, especially now that most of them are integrating the apps with AI. I have therefore taken a closer look at some of the event apps being punted by event organisers, trying to match them with each part of the event lifecycle. Prices of these apps may vary by event size, add-ons and other options such as upgrading to branded native mobile apps, elevating sponsor visibility. Although the bulk of our audience finds themselves in Europe, all prices quoted are in US dollars as that would be the currency you purchase in.
Pre-event phase: Planning and registration
Eventbrite - feels ‘old school’ but effective
What? A platform for event registration and ticketing, offering tools for creating email invites, tracking RSVPs and analysing ticket sales. Suitable for classes, conferences, fundraisers, and social events.
Why? Enables you to monitor event data in real-time. Think instant access to check-in numbers and on-site sales. Contactless ticket scans and payment for tickets and merchandise.
Anything special for your sponsor? Some limited built-in sponsor engagement features in the event marketing feature and Eventbrite ads.
Pricing: Flex Version at $9.99 per event (up to 100 tickets sold); Pro Version at $29.99 per month for unlimited events (up to 100 tickets per event). A custom pricing system kicks in for larger events.
Cost indication: Affordable for smaller events; costs may increase for larger events requiring custom pricing.
Beyond pre-event capabilities? Yes, it will handle basic event comms and provide post-event sales analytics and attendee data.
Sched - who needs a PA?
What? Sched offers tools for scheduling, event registration, ticketing, page management, room scheduling, event apps, event analytics, call for papers, AI event planning, badges, event attendee tracking and check-in capabilities. It's suitable for conferences, conventions, festivals, seminars and professional development events.
Why? Sched provides a suite of event management tools that facilitate seamless planning and automation across sign-up forms, attendee registration, personalised schedules and real-time updates.
Anything special for your sponsor? There are features to maximise sponsor visibility and engagement. The app enables a dedicated vertical for sponsors or exhibitors enabling tiers of sponsorship where organisers can customise every tier with a unique profile. It also allows sponsors and exhibitors to promote the event via their social media channels, post in event channels via chat, and create group chats with interested attendees. Sponsor and exhibitor profiles can also be linked to video streams and webinars. Any sponsors can be associated with specific sessions for added exposure.
Pricing: Pricing starts at approximately $125 per month for events up to 250 attendees, with packages designed to include essential tools for planning virtual, hybrid, and in-person events. Plans can be upgraded for branded/native mobile apps.
Cost indication: Sched is cost-effective for events of various sizes, offering scalable pricing that accommodates different budgets. It’s also flexible with options for non-profit and educational organisations.
Beyond pre-event capabilities? Yes, Sched handles event communications during the event and provides post-event analytics and attendee feedback collection tools to assess event performance and gather insights for future planning.
During-event phase: Engagement and networking
Whova - now execute
What? Whova is an all-in-one event management platform that handles most aspects of event planning and execution.
Why? Whova can streamline event logistics, offering tools such as an agenda center, speaker hub and real-time notifications. It enhances attendee engagement through features like live polls, Q&A sessions, and interactive maps, facilitating communication and networking among attendees.
Anything special for your sponsor? Whova offers a suite of features designed to enhance sponsor and exhibitor visibility and engagement, such as customisable interactive virtual booths to showcase their products and services, incorporating product videos, brochures and product photos. The app also allows for livestream demonstrations, sponsor tiering where organisers can implement tiered sponsorship packages offering varying degrees of benefits and exposure as well as enhanced visibility where sponsors can gain increased exposure through placements on announcements, web app entry pages, surveys, and registration pages.
Pricing: Whova’s pricing is based on the number of attendees and the length of the event, but it will only provide a quote after an event organiser completes a comprehensive price quote request, and can vary from client to client. However, based on some published user experience, the following price was shared with me: $1499 for an event with up to 500 attendees over two days.
Cost indication: For detailed pricing information, contact Whova directly.
Beyond during-event capabilities? The app offers event registration, customisable event apps, event websites, name badge generation, attendee check-ins, attendance tracking and virtual networking capabilities. It also provides post-event analytics to assess performance and gather attendee feedback.
EventMobi - A premium solution
What? EventMobi is also an “end-to-end event management platform” that facilitates event planning, promotion, and execution.
Why? EventMobi is adept at enhancing attendee engagement through customisable event apps that offer personalised schedules, networking opportunities, and interactive content as well as an interactive event map. The platform also supports live polling, Q&A sessions, and gamification to boost participation.
Anything special for your sponsor? EventMobi provides robust sponsorship opportunities, including customisable sponsor profiles, banner ads within the event app, sponsored push notifications, and virtual exhibitor booths to maximize sponsor exposure.
Pricing: EventMobi's pricing starts at $3,500 for a single event package, with an unlimited events package available at $9,000 annually.
Cost indication: EventMobi is positioned as a premium solution suitable for organisations seeking a comprehensive and customisable event management platform.
Beyond during-event capabilities? In addition to during-event features, EventMobi offers event registration, website creation, ticketing, and post-event analytics to measure success and gather attendee insights.
Post-event phase: Analytics and feedback
EventsAir - Analyse this
What? EventsAir offers comprehensive post-event analysis tools, including on-demand content sharing and detailed reporting features. It enables organisers to maximise their investment by extending the life of event content and driving further ROI for sponsors and exhibitors.
Why? EventsAir excels in providing secure, trackable access to reports, ensuring compliance with regulations such as the General Data Protection Regulation (GDPR) and California Consumer Privacy Act (CCPA). It offers over 150 purpose-built reports, allowing organisers to efficiently track various metrics from registrations to financials.
Anything special for your sponsor? The platform facilitates content sharing post-event, offering sponsors and exhibitors extended visibility and engagement opportunities with attendees.
Pricing: Specific pricing details are not publicly provided; contacting EventsAir directly is recommended for a tailored quote.
Cost indication: Pricing likely varies based on event size and requirements.
Beyond post-event capabilities? EventsAir is an all-in-one platform covering the entire event lifecycle, including planning and execution.
Bizzabo - Detailed engagement metrics
What? Bizzabo provides robust event data analytics, enabling organisers to track registrations, attendee engagement, session attendance, and more in real-time. Its comprehensive reporting tools assist in analysing and optimising events, proving ROI, and facilitating data-driven decision-making.
Why? Bizzabo is adept at offering real-time analytics and reporting, allowing organisers to gauge attendee engagement and event performance promptly. This facilitates quick adjustments and informed planning for future events.
Anything special for your sponsor? The platform's analytics can demonstrate sponsor ROI by providing detailed engagement metrics, helping to attract and retain sponsorships for future events.
Pricing: Bizzabo offers customised pricing based on the specific needs and scale of the event; contacting them directly will yield precise pricing information.
Cost indication: As a premium solution, Bizzabo's pricing reflects its comprehensive feature set; it's suitable for organisations seeking an all-encompassing event management platform.
Beyond post-event capabilities? Bizzabo is a holistic event management platform, offering tools for event planning, promotion and execution.
Any that I’ve missed? Or that you’d recommend? Drop a note in the comments and let me know how you line up the different phases of your event lifecycle with the most suitable apps to create seamless and engaging experiences that resonate with attendees and deliver value to sponsors.