8 Tips on Finding the Perfect Event Management Software in 2025

April 2, 2025 • 4 min read • By Anto Pranjic, Marketing Lead

Organizer

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Expert-backed strategies to simplify processes, enhance attendee experience, and future-proof your events.

Organizer

8 Tips on Finding the Perfect Event Management Software in 2025

Anto Pranjic, Marketing Lead April 2, 2025

Organizing events in 2025 demands more than enthusiasm (although enthusiasm is an absolute must!). Events in 2025 require smart tools that adapt to growing complexities. Based on insights from industry experts during our webinar on Choosing the Right Software For Your Event, here’s how to choose event software that scales with your needs and saves your sanity.

1. Start by Knowing Your Event’s Scale and Needs

Before jumping into tools and features, get clear on your event’s size and structure. Are you organizing a free one-day meetup for 300 people or a multi-day, paid conference for thousands? Speaker and session management workflows don’t differ much across event sizes, but attendee check-in, sponsor coordination, and marketing strategies become drastically more complex as you scale.

2. Prioritize Integration Over Patchwork Tools

Knowing your event’s size, avoid juggling disconnected platforms for ticketing, speaker management, and sponsors. Legacy tools like Excel, Eventbrite, and Sessionize often create data silos, leading to manual exports and GDPR risks. Modern platforms are able to consolidate registration, CRM, mobile apps, and analytics into one ecosystem. Fragmented tools often become a mess to deal with, while integrated systems can streamline your workflows and reduce space for errors.

3. Ensure Scalability for Registration and Check-In

Small events might do completely okay with printed badges, but larger gatherings (1,000+ attendees) need self-service kiosks and real-time tracking. For example, the European Collaboration Summit reduced check-in time to 8 seconds per attendee using automated stations. Look for software that handles spikes in registrations without bottlenecks—critical for avoiding chaos at crowded check-in desks.

4. Embrace GDPR – Compliance Isn’t Optional

Speaking of attendee check-ins, copying attendee data across tools or USB drives is a compliance nightmare. Opt for platforms with built-in GDPR safeguards, such as encrypted data storage and role-based access. We can’t emphasize enough that consolidating tools minimizes data leaks. Trust me, it’s a lesson learned after years of risky Excel exports.

5. Integrate a Mobile App That Does More Than Just Agendas

A mobile app isn’t just for agendas. Features like push notifications for room changes, sponsor check-ins, and attendee networking are absolute game-changers. A robust mobile app keeps attendees informed and engaged. When the European Collaboration Summit swapped session rooms last-minute, real-time updates in the event app ensured zero attendees showed up in the wrong place. Choose software that offers dynamic, branded apps without requiring developer skills.

Must-have features include:

• ✔️ Real-time agenda updates
• ✔️ Push notifications
• ✔️ Sponsor discovery
• ✔️ Gamification
• ✔️ Session check-ins and feedback

6. Track Your Marketing ROI

“Just put some money on Facebook” is not a strategy. Event marketing in 2025 demands precision and eliminating guesswork. Use software that tracks UTM parameters to identify which marketing channels convert and bring ticket sales. With a visible ROI per campaign, you’re able to invest and scale your marketing efforts effectively.

Moreover, in 2025 generic ads just won’t cut it anymore. However, speakers, sponsors, and attendees are your best promoters. Instead of manually creating social media assets, use platforms with automated influencer tools. For an example, run.events’ Influencer Marketing module, where speakers shared personalized promo cards in two clicks, make the platform pay for itself.

Read more about event marketing strategies that work here.

💡 Pro Tip: Track which influencers drive the most ticket sales

Track which influencers drive the most ticket sales and offer rewards for their efforts. This not only incentivizes them but also builds a community around your event.

7. Expect Hidden Costs of “Free” Tools

Free tools like Eventbrite or Mailchimp seem cost-effective—until scaling hits. Subscription fees, third-party app integrations, and manual labor add up. As an example, the European Collaboration Summit saved up to 50% by switching to run.events, avoiding $26k in annual patchwork costs. Calculate long-term ROI, not just upfront pricing. The hidden costs of free tools can be staggering, and I’m not even talking about time and effort spent on manual processes and data management.

8. Overcome Resistance to Change

Everybody likes familiarity, and that’s okay. Teams cling to familiar tools, but stagnation limits growth. Event managers face enough stress daily, you don’t need a new tool in your life. But what if I told you that one tool can replace at least 5 of your existing stress-causers. Fear of new systems fades once you experience reduced stress and boosted revenue.

Start small: migrate one process (e.g., registration) first, then expand. Moreover, we at run.events offer exceptional support and onboarding to help you transition smoothly. We understand that change is hard, but we also know that the right tools can make all the difference.

Final Takeaway

The right event software for you in 2025 is about features and flexibility. Whether you’re hosting 300, 3,000, or 30,000 attendees, prioritize platforms that grow with you, protect data, and turn chaos into cohesion. Consolidate, consolidate, consolidate. It’s about freeing your team to focus on what matters: delivering unforgettable experiences.

Ready to modernize? Explore run.events and leave Excel spreadsheets in the past. Book a call with our team today!