Event management is a multi-disciplinary approach and there are numerous software tools or programs that help professionals in the event industry be more efficient and effective. There are also programs and tools today that are tailor-made for specific segments in the events market: from organizers and planners, event managers, destination specialists, and even venue managers and owners.

Event management programs serve four main functions: planning, registration, communication, on-site management, and reporting.

Planning and Organization

Event management software is used for gathering all the required resources in place. This involves booking venues and rooms, setting up accommodations and travel services for attendees, and tracking 3rd party vendors and suppliers.

Registration

Most event management tools nowadays provide a module for accepting registration and payments online. This is favorable for both attendees and organizers: attendees can register for an event virtually anywhere and they also receive a confirmation in an instant while the system automates most of the backend tasks for the organizers.

Some software vendors may also provide either a custom website for the event or will integrate the registration forms in their clients' existing websites.

Communication

The communication features of event management programs have a bit of an overlap with other functions but it can also be considered that communication features enhance the overall workflow. This can be used for marketing, disseminating information to participants and other stake holders and for better co-ordination with speakers, presenters, and suppliers.

On-Site Management

Programs can also be used to assist in running the events in real-time. Software tools can automate on-site sign-ups, manage the flow of attendees, and even help in inventory management. Some software may even have modules for document management and workforce and personnel management.

Reporting

Most event management software has finance and accounting module as their primary reporting tool. This allows a manager to track sales and expenses to ensure that the event is completed within budget. Comprehensive software tools can even integrate accounting with other modules, such as inventory management, registration, venue booking, and supplier management tools to provide a more seamless experience compared to exporting data between multiple programs.