Everything You Need to Know About Event Management Software Pricing

Event management software pricing has become more complicated over the years as the industry has evolved. Event management software has revolutionized the way events are planned, organized, and executed. When the Covid-19 pandemic forced the world into lockdowns, many event professionals pivoted to virtual events. The upside is that this led to a plethora of product innovation and disruption. According to Verified Market Research, the global events industry is predicted to bring in over $2.19 trillion (US) by 2028!

From streamlining event scheduling and registrations to managing ticket and revenue collection, event software gives organizers much more control and flexibility. Event management software has become so indispensable and irreplaceable that most events would fail to function without them.

However, one of the most common challenges for event professionals is deciding on the right tool for the most cost-effective price. Understanding this type of software pricing can be complex, with costs influenced by numerous factors. 

In this guide, we will delve into the key factors that influence event management software pricing. We’ll also provide additional insight to help you make an informed decision about the right tool for your needs.

What Influences Event Management Software Pricing?

Event Scale and Complexity

The size and complexity of your event(s) can impact pricing. Most event management software platforms will come with higher costs for enterprise or corporate business exhibitions due to the additional resources required. Software providers may consider factors like the number of expected attendees, desired features, vendors, add-on products, exhibitors, and customization requirements when determining the price.

Features and Functionality

The range of features offered by event management software can vary significantly. Lower-tier software plans may simply include the essentials such as registration management and email communication. Higher-tier plans may provide advanced features like session scheduling, exhibitor management, analytics, and integrations with other incumbent systems. The more robust and varied the features, the higher the price may be.

Scalability and Flexibility

Some event management software may only be suitable for specific events or ones of a certain size. If you host or exhibit events regularly, you may find that paying for a scalable and adaptable event platform will be more financially viable than an ‘off-the-shelf’ solution. Even if a flexible solution comes with higher upfront costs, it may provide the most tangible long-term benefits.

Pricing Models for Event Management Software

Subscription-Based Pricing

Many software providers offer subscription-based pricing models. With this model, users pay a recurring fee based on the duration of their subscription, usually billed monthly or annually. Many event software vendors offer discounts if you pay subscription fees in advance, allowing users to take advantage of some decent cost savings in exchange for a long-term commitment.

Tiered Pricing

Event platforms may also be priced on a tier system. The lower-tier packages (usually aptly named a ‘basic’ plan) will offer standard features. Users will typically only be able to access additional functionalities and tools by subscribing to the premium, higher-tiered solution. With lower fees for software, there’s often a caveat with a limitation on customization and integration with other systems.

Pay-Per-Event Pricing

For those organizing occasional or one-time events, pay-per-event pricing can be a cost-effective option. This involves a fee being charged for each event that is managed, meaning that users are not forced into signing long-term service contracts and benefit from improved cash flow. In this case, you only pay for what you use, but these software models are harder to come across.

Important Considerations When Evaluating Pricing

Total Cost of Ownership

It’s important to look beyond the upfront costs and consider the long-term cost of ownership. This includes factors like implementation, support, training, integrations, add-ons, and so on. If you are able to ascertain how expansive you need the software to be, you can make a more accurate, informed cost assessment and see whether it fits into your budget.

Return on Investment (ROI)

Evaluating the potential ROI of your event management software will also help you decide on the right tool for your needs. Weigh its various costs and fees against how much revenue your event(s) will generate. Will you be in the green or red as a result of hitting your attendee targets? If you will more or less break even, look instead at how the attendee or vendor experience can be enhanced as a way to justify your investment.

Customer Support and Training

Software and tools should offer flexible customer support, training, and learning resources to help users work with the system. Ensuring that your software provider offers plenty of this for your team(s) will mean that you make the most of your investment. Bear in mind that low-cost options will typically mean that training and support resources are threadbare and scarce.

How Much Does Event Management Software Cost?

Determining the exact cost of event management software can be difficult, as prices are influenced by various factors. Some software platforms start completely free of charge, while enterprise-grade solutions can cost thousands in monthly fees. It’s hard to make an accurate assumption of the average cost of event management software, but as is the case, you often get what you pay for.

How Secure is Event Management Software?

Security is – and should always be – a top priority when evaluating the right event management software platform. From protecting identifiable attendee information to securing endpoints and threats across your software platform, do not overlook security. It’s crucial to ensure that you look at what your vendor is doing to safeguard their customer (i.e., your) data as well. Here are some key aspects to consider regarding software security.

• Secure payment gateways: If you require your software to allow seamless payments, the software will need to demonstrate PCI DSS compliance. If you see a relevant certificate confirming this, you’ll know that transactions are secure.
  
• Access Controls: Preventing unauthorized access to your secure data is crucial and impossible without defined user permissions and roles. Administrators should always remain vigilant over who has access to your logins and data.
  
• Data encryption: Software vendors that implement strict encryption protocols to protect data transmission and storage are worth the extra investment.
  
• GDPR and CCPA compliance: Always make sure that your chosen software vendor is complying with relevant national or continental data protection and privacy regulations like GDPR in the European Union or CCPA in the US.
  
• Software updates and patching: Look for evidence that your software provider rolls out regular updates and bug fixes to address any security vulnerabilities. Make sure that this is frequent and will not prove disruptive. 

By considering these security aspects and engaging with reputable software providers, you can mitigate risks and ensure the security of your data throughout the event management process. 

If you are an event organizer considering various event management solutions, actively look into their features, functionalities, security controls, and scalability before you make a decision. 

Pricing is always crucial to evaluate, but you should always look a little bit deeper than just the bottom line. Cost is never the be-all and end-all when it comes to deciding on the right software platform for your company. 

Thinking of making a change to a new event management platform? Check out our plans here and book a call to learn more.