Which is Best: Conference Management Software or Event Management Software?
What’s the difference between conference management software and event management software? Here’s the lowdown.
Sourcing the best software for your event is as important as setting a date. The right software can eliminate a lot of late nights, uninspiring work, and admin stress. Which means you’ll be able to focus on your #1 priority: organising a great event.
But which is right for you: event management software or conference management software?
There is more crossover between both of these types of platforms with the emergence of virtual and hybrid platforms. If you’re confused don’t worry…
Here’s a breakdown of the difference between them.
What does conference management software do?
Conference management software is essentially event management software that’s designed specifically for medical, technical, scientific and academic conferences (aka research conferences). Because research conferences often work quite differently to corporate or commercial events, they need different software to manage them.
The core functionality of conference management software is abstract management (essentially, collecting submissions, managing peer review and accepting or rejecting authors to present at the conference), with further conference management features that link into this. Post pandemic we have seen some of the leading platforms provide a virtual and hybrid solution for the research conferences.
The most common features of conference management software are:
- Abstract and paper management, including peer review
- Online registration and payment collection
- Conference scheduling
- Presentation collection
- Publication of book of proceedings
- Author and delegate messaging
- Mobile conference app
- Virtual/hybrid platform
10 Popular conference management systems
Ex Ordo is a leading conference management system that specialises in association and society conferences. It’s good for all large or smaller conferences.
2. OpenConf
OpenConf is a system that is ideal for student conferences or events with low budgets.
3. X-CD
4. ConfTool
ConfTool is another tool ideal for small conferences with budgetary constraints.
5. Precis
Precis is a data-focused software for your conference.
6. ConfManager
ConfManager is known for its registration system that complements the other aspects of its product.
7. PlanningPod
PlanningPod is great for personalised floor plans for your conference venue.
8. Dryfta
Dryfta is a platform that specialises in online ticketing for your event.
10. EasyChair
EasyChair is one of the oldest platforms on the market and is perfect for a small conference.
What does event management software do?
Event management software is the generic term for a wide range of software used for managing conventions, trade exhibitions, commercial and private events.
The most common features of event management software are:
- Event scheduling
- Event website creation
- Online registration and delegate management
- Event budgeting
- Venue selection
- Procurement, sourcing and proposal requests
- Exhibition management like floor planning, booking and billing
- Onsite operations like registration, badges and networking
- Audience response solutions, slide sharing and live polls etc.
- Mobile event app
- Virtual / Hybrid platform
10 Popular event management systems
2. Eventbrite
3. CONREGO
4. Eventdex
5. Regpack
6. Eventzilla
7. Splash
8. oDASH
9. XING Events
5 Questions to help you select the best software for your event
The best event management or conference management software for your event is the one that meets your needs as an organiser.
1. Event or conference software?
If you’re organising a non-research event, event management software is probably your best bet. If you’re organising a medical, technical, scientific or academic conference, go with conference management software.
Side note: Some event management software includes functionality to manage submissions. But when this is an add-on (rather than the core software) it’s often not very powerful. For example, it may not be able to handle multiple rounds of review, or allow authors to make their own edits.
2. What level of functionality does it provide?
If you’re organising a small, straightforward event and money is tight, choosing budget event or conference management software (like CONREGO or EasyChair) may be the best option for you.
But the more attendees or submissions you’re managing, the more important it becomes to have a management system that can save you time and effort. In cases like this, look for management software like Ex Ordo or Bizzabo that’s built to handle complex events or heavy-duty peer-review processes.
3. Is it GDPR compliant?
Whether you’re collecting groundbreaking research or the dietary requirements of Instagram influencers, you want to ensure you’re remaining within the law while doing so. If your event is based within the EU, or will have attendees who are EU citizens, it needs to be GDPR compliant. So choose an event or conference management system that’s GDPR compliant when you’re shopping around.
4. Does it connect to mobile?
Mobile apps are fast becoming an indispensable part of the event-going experience.
If you’re considering using an app, but your management system can’t integrate with one, you could miss out on a lot of the benefits, and spend a considerable amount of time exporting and importing data. Check that any software you’re investigating connects to a mobile app.
5. Can I have a demo?
And finally…ask if you can see the software in action. When you’re comparing systems, questions will often build up that screenshots may not be able to answer. Like what are the benefits of event software X compared to event software Y, or whether or not your complex conference workflow is possible within a certain package. The best thing to do is have a one-to-one conversation with the company before you make up your mind.
