Do you really need an event management platform — and what can it actually do for your event?
You’re starting to plan an event, or maybe you’re already deep into the process, when suddenly you’re being bombarded with promotional content for event management software platforms.
But what do event management platforms actually do? And why might you need one for your event?
Not all event software is created equal. Some offer high levels of customisation and strategic insight; others are built for speed, scale or simplicity. Your choice of platform may depend not only on your internal resources and event objectives, but also on your existing event delivery partnerships.
This article breaks down what an event management platform is, what it can do, the different types of platforms available — and how to choose one that suits your event type, team capacity and long-term goals.
What Is an Event Management Platform?
An event management platform is a digital software solution that centralises the entire lifecycle of an event: from planning and registration to real-time engagement and post-event reporting.
Think of it as your event’s command centre — streamlining complex tasks while improving visibility, scalability and attendee experience.
Why do I Need Event Management Software?
In 2025, If you’re running events that support strategic goals – whether engagement, learning, lead generation, sustainability or ROI – an event management platform is a non-negotiable.
Not only does it give you control and visibility, it also ensures you can track KPIs in real time and adapt on the fly. Manual methods like spreadsheets, shared inboxes and guesswork simply can’t scale in today’s hybrid-first event world.
Features: What Can an Event Management Platform Do?
While capabilities vary by provider, most event management platforms offer a wide range of features. Here’s a list of the most common functions:
- Registration and ticketing
- Delegate tracking and segmentation
- Event website creation
- Agenda and session planning
- Pre- and post-event email automation
- On-the-day event app
- Live polling and feedback surveys
- Badging and check-in
- Social sharing and networking tools
- Analytics dashboards and reporting
- Sponsor/exhibitor management (especially important for trade events)
- Carbon tracking and accessibility features
Different Types of Event Management Platforms
1. Dedicated / Off-the-Shelf Platforms
These are subscription-based software products such as Cvent, Eventbrite or Bizzabo. Ideal for organisations running frequent in-house events with predictable formats.
- Pros: Scalable, easy-to-learn tools, available out of the box
- Cons: Limited customisation; typically branded within the software provider’s frame with your logo pasted on
- Cost model: Monthly/annual subscription
2. Managed by Agency
Some agencies offer access to proprietary or white-labelled event platforms that are tailored to your needs. These are generally supported by a team of event specialists and offer deep integration with your brand and event strategy.
- Pros: Highly customisable, expert setup, aligns with your KPIs
- Cons: May not be suitable for DIY or one-off low-budget events
- Cost model: Often included in project-based pricing, no need for ongoing subscription
Example: Envoku – a fully flexible and customisable platform, offered as part of an agency-led service model.
3. Holistic / Unspecialised Tools
These are general workflow platforms (like Monday.com, Airtable, or Notion) that can be repurposed for event management. While not designed specifically for events, they offer flexible functionality and can help centralise tasks and delegate data.
- Pros: Flexible, good for budget-conscious teams already using them
- Cons: Require significant setup and lack event-specific features
- Cost model: Depends on your existing enterprise tools
Other suggestions for holistic tools that can work as event software: Asana, ClickUp, Trello (for task timelines); HubSpot (for email and CRM); Zapier (for automation).
Choosing the Right Event Management Platform
Ask yourself the following Yes/No questions to guide your choice:
| Question | Yes → Consider this | No → Consider this |
| Do you run frequent, similar events in-house? | Off-the-shelf platform | Agency-managed or repurposed tool |
| Do you need complete brand control and custom journeys? | Agency-managed | Off-the-shelf or holistic tool |
| Are you already using workflow tools like Monday or Airtable? | Holistic tool (reuse license) | Off-the-shelf or agency |
| Are you planning a one-off, high-impact event? | Agency-managed | Off-the-shelf |
| Do you want long-term data tracking and in-house ownership? | Off-the-shelf platform | Agency or repurposed |
| Is event engagement a top priority (networking, polling, feedback)? | Agency-managed or feature-rich tool | Basic platform may not suffice |
| Do you need to track carbon emissions or other ESG metrics? | Custom/agency platform | Most off-the-shelf tools won’t do this yet |
Platform Comparisons
Cvent
- Pros: Well-established, simple to use
- Cons: Limited design freedom, rigid and expensive contracts that are hard to exit
Bizzabo
- Pros: High functionality, user-friendly dashboard
- Cons: Less effective for complex, large-scale events, reporting can be basic
- Pros: Fully customisable, scalable across event sizes, agency-supported, no subscription required
- Cons: Not a plug-and-play solution – ideal for teams who want a more tailored approach
VFairs
- Pros: Great for hybrid and virtual events, includes virtual booths and 3D environments
- Cons: Limited flexibility in interface design; can feel templated
Final Thoughts
Choosing the right event management platform means balancing control, cost, scalability, sustainability and strategic outcomes.
If your event goals centre around deep engagement, data-driven reporting, or sustainability, then a generic tool may fall short.
Platforms like Envoku offer a more flexible approach by allowing you to mould the tech around your event strategy – not the other way around.
Whatever you choose, make sure it’s a tool that supports your people, reflects your brand and empowers you to deliver measurable, meaningful results.
Ready to take the stress out of event planning?
Chat to us today about how our delegate management services can help bring your next event to life – on time, on budget, and beyond expectations. Whether you need full-scale delivery or targeted support, Live Group is here to help.
An event management platform is a digital tool that helps you plan, manage, and measure every stage of an event – from registration and agenda building to live engagement and post-event reporting.
In 2025, events are expected to deliver strategic outcomes, from engagement to ROI and sustainability. Event management platforms provide the structure, data, and automation to achieve those goals – replacing outdated manual processes.
Key features include registration and ticketing, event website creation, live polling, delegate tracking, app integration, post-event analytics, and increasingly, tools for tracking ESG or sustainability metrics.
Yes, but it’s crucial to test the migration process and verify data integrity. Work closely with your new provider for a smooth transition.
Some agency-managed platforms like Envoku offer sustainability tracking, but most off-the-shelf tools do not yet include ESG metrics as standard.
Download our latest report to explore the latest event solutions, learn how event production agencies are leveraging technology for seamless conference planning, and uncover strategies to enhance hybrid event management.
