How to Build Secure Event Management Software: A Guide for Developers

Event management has evolved dramatically in recent years, with businesses, organisations, and individuals relying on technology to streamline planning, registration, and communication. According to MarketsandMarkets, the global event management software market is expected to grow from $15.5 billion in 2024 to $34.7 billion by 2029, at a compound annual growth rate (CAGR) of 17.4%.

Whether you're an event organiser, software developer, or a business looking to integrate event solutions, staying ahead of these changes is essential. This article explores the latest trends in event management software development, the key challenges, and opportunities for growth in 2025.

Table of contents

1. What is event management software?
   
2. Key benefits of event management software development
   
3. Challenges in event software development
   
4. Key trends and future developments in event management software development
   
5. How to choose the right event management software
   
6. Conclusion

What is event management software?

Event management software (EMS) is a digital tool designed to simplify and optimise the entire event planning process, from initial organisation to execution and post-event analysis. Whether it's a corporate meeting, a large industry trade show, or a virtual conference, EMS helps organisers manage logistics, coordinate stakeholders, and enhance attendee engagement. According to Eventgroove, 79% of event professionals use an Event Management System (EMS) to streamline planning, highlighting its essential role in the industry.

Modern event management platforms incorporate advanced technologies such as artificial intelligence (AI), machine learning, automation, and cloud computing to streamline operations and improve efficiency. These solutions reduce manual workload, enhance communication between teams, and provide real-time insights, making event planning more effective. Depending on the event's requirements, EMS can offer customisable features such as registration management, attendee engagement tools, data analytics, and integration with third-party applications.

Key benefits of event management software development

Developing event management software provides significant advantages for businesses, event organisers, and attendees. As the complexity of events increases, these platforms play a crucial role in automating tasks, improving coordination, and enhancing overall efficiency. Below are the key benefits of investing in event software development.

1. Increased efficiency and automation

Event planning involves multiple tasks, from registration and scheduling to attendee management and vendor coordination. Event management software automates many of these processes, reducing human error and saving time.

• Automated registration and ticketing – Enables attendees to register online and receive instant confirmation.
• Task scheduling and coordination – AI-powered tools assign tasks and send automated reminders.
• Real-time communication – Sends automatic updates via email, SMS, or push notifications.

Automating event management processes reduces administrative burden and allows organisers to focus on strategic planning and attendee engagement.

2. Enhanced attendee experience

A positive attendee experience is crucial for the success of any event. Event software enhances user experience by offering interactive and personalised features.

• Personalised agendas – AI-powered platforms suggest sessions and networking opportunities based on attendee preferences.
• Interactive features – Live polling, Q&A sessions, and chat functions increase engagement.
• Networking tools – AI-driven matchmaking helps attendees connect with relevant professionals.

According to American Express, 60% of event attendees prefer using mobile event apps for engagement. A well-designed event management platform ensures a seamless and interactive experience.

3. Centralised data management and analytics

Event planning software development allows organisers to collect, store, and analyse event data in real time, providing valuable insights into event performance.

• Real-time attendance tracking – Monitors session participation and engagement.
• Lead generation tools – Identifies high-value attendees and potential business opportunities.
• Performance reports – Assesses ROI by measuring sponsor visibility, exhibitor success, and attendee satisfaction.

AI-driven analytics help organisers make informed decisions, optimise future events, and improve marketing strategies.

4. Cost reduction and revenue growth

While the initial investment in event software development may be significant, it reduces operational costs and maximises revenue over time.

• Lower administrative costs – Automates processes that would otherwise require manual input.
• Enhanced sponsorship and monetisation – Data analytics help match sponsors with relevant audiences, increasing sponsorship revenue.
• Reduced logistics costs – Hybrid and virtual event options lower venue, travel, and accommodation expenses.

According to EventMB, businesses using event management software can achieve a 20-30% reduction in event planning costs compared to traditional methods.

5. Scalability and flexibility

Event management platforms are scalable, allowing organisations to manage events of different sizes and formats.

• Cloud-based solutions – Support multiple concurrent events without requiring additional infrastructure.
• Multi-event management – Organisers can oversee multiple events from a single dashboard.
• Customisable features – Platforms can be tailored to meet the needs of various event types, from conferences and trade shows to corporate meetings and virtual summits.

Scalable solutions ensure that event software remains effective as an organisation grows or expands its event portfolio.

6. Seamless hybrid and virtual event capabilities

The shift towards hybrid and virtual events has made integrated video conferencing and live streaming essential.

• Live streaming and on-demand content – Allows remote attendees to access sessions in real time or at their convenience.
• Virtual networking spaces – Enables attendees to interact through breakout rooms and discussion forums.
• Virtual exhibitions and sponsorships – Provides digital exhibitor booths with interactive elements.

Event organisers are increasingly leveraging hybrid models to expand audience reach and improve accessibility. According to EventMB, 72% of event professionals plan to continue offering hybrid events beyond 2025.

7. Data security and compliance

Handling large volumes of attendee and payment data requires robust security measures. Event software must comply with industry standards and regulations.

• GDPR and CCPA compliance – Ensures that attendee data is protected and used responsibly.
• End-to-end encryption – Secures communication and transaction data from unauthorised access.
• Two-factor authentication (2FA) – Enhances security for event registrations and payment processing.

Challenges in event software development

Despite the rapid growth of the event management software industry, developers and businesses face several challenges when designing, implementing, and maintaining event platforms. From high development costs to security concerns, overcoming these challenges requires strategic planning, technological expertise, and robust infrastructure. Below are the most pressing challenges in event management software development and potential solutions.

1. High development costs

Developing a feature-rich event management app requires substantial investment in software architecture, cloud infrastructure, and security measures.

• Custom software development is expensive, especially when building advanced features such as AI-driven matchmaking, real-time analytics, and hybrid event streaming.
• Hiring skilled developers for event platform development, including backend engineers, frontend developers, and UX/UI designers, adds to the overall cost.
• Cloud hosting and scalability require ongoing operational costs to ensure that the platform can handle high traffic during large-scale events.

To reduce development costs while maintaining software quality, many companies opt for programming outsourcing. Outsourcing to experienced development teams can:

• Lower costs by accessing developers in regions with lower labour expenses.
• Speed up development by leveraging pre-existing event software frameworks.
• Allow businesses to focus on event operations while software experts handle the technical aspects.

However, outsourcing must be carefully managed to ensure quality control, security compliance, and seamless communication between the in-house and outsourced teams.

2. Integration with other systems

Event management software does not operate in isolation; it must integrate seamlessly with various external platforms to provide a unified event experience. These integrations can be complex and resource-intensive, requiring robust API development.

Key integrations for event software

• CRM tools (Salesforce, HubSpot) – Helps manage attendee data, track leads, and follow up with prospects.
• Payment gateways (Stripe, PayPal, Square) – Facilitates secure online transactions for ticket purchases and vendor payments.
• Marketing automation (Mailchimp, Marketo) – Enables targeted email campaigns, attendee segmentation, and engagement tracking.
• Social media integration (LinkedIn, Twitter, Facebook) – Allows event promotion and real-time attendee engagement.

Each integration requires API development, data synchronisation, and security protocols to ensure compatibility with third-party systems.

Solution: API-first development approach

An API-first strategy ensures that event platforms are designed with integration in mind. This involves:

• Building a modular architecture that allows third-party applications to connect easily.
• Using standardised API formats such as RESTful APIs and GraphQL.
• Implementing data protection measures to ensure secure communication between systems.

Companies like Digital Samba provide video conferencing APIs that integrate seamlessly into event platforms, enhancing virtual and hybrid event capabilities.

3. Managing virtual event engagement

While virtual and hybrid events have become increasingly popular, they present unique challenges in keeping attendees engaged. Virtual attendees are more likely to experience distractions, fatigue, and disengagement compared to those attending in-person.

Common engagement challenges

• Passive participation – Many attendees join virtual events but do not actively participate.
• Limited networking opportunities – Virtual settings often lack the organic interactions of physical events.
• Attendee drop-off rates – Online attendees may leave an event early if content is not engaging.

Solution: Interactive features and gamification

To combat disengagement, event software should include engagement-driven features, such as:

• Gamification – Points, leaderboards, and challenges encourage active participation.
• AI-powered networking – Smart matchmaking connects attendees with similar interests.
• Live Q&A and polls – Interactive discussions keep audiences involved.
• Virtual exhibitor booths – Sponsors and exhibitors can showcase products with interactive content.

According to EventMB, virtual events with gamification elements experience a 35% higher engagement rate compared to standard webinar-style formats.

4. Cybersecurity risks

With event management platforms handling large volumes of sensitive data, including attendee personal details, payment information, and business insights, cybersecurity is a major concern. Event software is a prime target for cybercriminals due to:

• Data breaches – Unauthorised access to attendee lists, financial transactions, and internal communications.
• Phishing attacks – Fraudulent emails or fake event pages that trick attendees into revealing credentials.
• DDoS attacks – Distributed Denial of Service attacks that can disrupt virtual and hybrid events.

Solution: Advanced security measures

To mitigate cybersecurity risks, event management platforms must implement industry-standard security protocols, including:

• End-to-end encryption – Protects communications and data transfers between users.
• Two-factor authentication (2FA) – Adds an extra layer of security for attendee logins.
• Regular security audits – Identifies and fixes vulnerabilities in the software.
• Compliance with GDPR and CCPA – Ensures that attendee data is handled in accordance with data protection laws.

According to a report by Time magazine highlighted a 70% increase in data breaches from 2021 to 2024, affecting nearly 1.7 billion individuals.

5. Handling high traffic and scalability

Events, particularly large-scale conferences and virtual summits, generate high volumes of simultaneous user activity. Managing traffic spikes without performance issues is a critical challenge.

Common scalability challenges

• Sudden traffic surges – Registration openings or live streaming sessions can lead to server overload.
• Latency issues – Delays in loading schedules, session content, or chat functions affect user experience.
• Server downtime – Platform crashes during peak usage can damage an event’s reputation.

Solution: Cloud-based infrastructure

To ensure reliability and high performance, event software developers should:

• Use cloud hosting (AWS, Google Cloud, Microsoft Azure) to dynamically scale resources.
• Implement load balancing to distribute traffic evenly across servers.
• Employ content delivery networks (CDNs) to optimise performance for global audiences.

A well-designed scalable event platform ensures a smooth experience, even during high-demand events.

6. Mobile optimisation and cross-platform compatibility

With a growing number of attendees accessing events via smartphones and tablets, event management apps must be optimised for mobile users.

Mobile challenges

• Inconsistent user experience – Features may not function properly across different devices and screen sizes.
• Battery drain and performance issues – High-resource applications can reduce device performance.
• Offline accessibility – Some attendees may have limited internet access during events.

Solution: Mobile-first development

A mobile-first design approach ensures that event platforms are responsive, lightweight, and user-friendly. Key strategies include:

• Developing progressive web apps (PWAs) that offer app-like experiences without requiring downloads.
• Using native mobile apps for enhanced performance on iOS and Android devices.
• Implementing offline functionality, such as saved schedules and session content, for attendees with limited connectivity.

Key trends and future developments in event management software development

As technology evolves, event management software development is undergoing significant transformation, enabling organisers to deliver more efficient, engaging, and data-driven event experiences. Several key trends are shaping the future of event management platforms, influencing how events are planned, executed, and analysed.

1. AI and automation in event planning

Artificial Intelligence (AI) is playing a crucial role in event software development, automating repetitive tasks and enhancing decision-making through data analysis.

How AI is transforming event planning

• Smart scheduling and matchmaking – AI-powered tools automatically suggest optimal session schedules and connect attendees based on common interests.
• AI chatbots for customer support – AI-driven assistants provide real-time responses to attendee inquiries, reducing support workload.
• Data-driven insights – AI analyses attendee behaviour, identifying engagement patterns to improve future event planning.

Future trends in AI for event management

• Predictive analytics for attendance forecasting – AI models will predict attendee behaviour, helping organisers optimise resources.
• AI-powered content personalisation – Future event platforms will deliver personalised content recommendations in real time.
• Voice and facial recognition check-ins – AI will enable seamless, touchless event access to enhance security and convenience.

2. Hybrid and virtual event solutions

The shift towards hybrid events has accelerated, making virtual event management software development a priority for businesses looking to expand their reach.

Why hybrid events are here to stay

• Live streaming with interactive Q&A – Ensures remote attendees stay engaged and participate in discussions.
• Virtual networking rooms – Provides structured opportunities for attendees to interact online.
• On-demand content access – Enables attendees to revisit sessions after the event.

Future trends in hybrid and virtual events

• Metaverse and VR integration – Virtual event platforms will incorporate immersive 3D environments for more engaging experiences.
• AI-powered speaker & content recommendations – Attendees will receive real-time session suggestions based on engagement levels.
• Advanced audience engagement metrics – Platforms will track attendee sentiment using AI-powered emotion detection.

The rise of metaverse-based virtual conferences and immersive networking events will redefine how online and hybrid experiences are delivered.

3. Personalisation with data analytics

Event technology is increasingly leveraging big data and machine learning to provide tailored experiences for attendees.

Key personalisation features in event software

• Tailored agendas and speaker recommendations – AI-powered systems suggest relevant sessions based on attendee interests.
• Smart matchmaking for networking – Event platforms connect professionals with similar business goals.
• Targeted content delivery – Personalised email campaigns and push notifications improve attendee engagement.

Future trends in personalisation

• AI-powered voice assistants for event navigation – Smart assistants will help attendees find sessions, locate booths, and schedule meetings.
• Real-time sentiment analysis – AI will assess audience engagement through facial recognition and feedback tools.
• Hyper-personalised event apps – Event apps will adapt in real time, suggesting different sessions based on user engagement patterns.

Data-driven personalisation is becoming a key competitive advantage for event organisers aiming to improve engagement and retention.

4. Mobile-first event management

With the increasing reliance on smartphones, mobile event management software is now a necessity for organisers and attendees alike.

Why mobile-first development matters

• Instant notifications and real-time updates – Ensures attendees receive important announcements and schedule changes.
• Interactive event maps – Provides step-by-step navigation for large venues.
• Mobile check-ins and digital ticketing – Reduces wait times and enhances security with QR code scanning.

Future trends in mobile event tech

• Augmented reality (AR) navigation – AR-powered venue maps will guide attendees using real-world overlays.
• Gesture-based interactions – Touchless features will allow attendees to engage with event content using motion gestures.
• Wearable technology integration – Smartwatches and AR glasses will provide hands-free event experiences.

Event organisers must prioritise mobile-optimised platforms to accommodate evolving user behaviours.

5. Data security and GDPR compliance

As event platforms collect increasing amounts of personal and financial data, cybersecurity and compliance are top priorities.

Regulatory requirements for event software

• GDPR (General Data Protection Regulation) – Requires event software to protect attendee data within the EU.
• CCPA (California Consumer Privacy Act) – Ensures transparency in data collection for U.S.-based attendees.
• ISO 27001 security standards – Establishes best practices for data security in event technology.

Security challenges in event management software

• Data breaches and hacking attempts – Cyber threats targeting attendee information.
• Phishing and fraudulent registrations – Fake ticketing scams exploiting online event systems.
• Lack of encryption in video streams – Privacy concerns for virtual event participants.

Future trends in event cybersecurity

• Blockchain-based ticketing – Secure, tamper-proof digital tickets will prevent fraud.
• Biometric authentication for check-ins – Facial and fingerprint recognition will enhance event security.
• AI-powered threat detection – Predictive security systems will identify vulnerabilities before cyberattacks occur.

Investing in advanced security protocols will be critical for event management platform development moving forward.

6. Sustainability in event planning

Sustainability is becoming a major focus in the event management industry, with companies adopting eco-friendly event software to minimise environmental impact.

Sustainable event technology initiatives

• Paperless registration with digital tickets – Reduces waste by eliminating printed materials.
• Hybrid and virtual events – Lowers carbon footprint by decreasing travel requirements.
• AI-powered waste management – Helps organisers reduce food waste and optimise venue resources.

Future trends in sustainable event tech

• Carbon footprint tracking in event apps – Attendees will see the environmental impact of their participation.
• Green vendor certification – Event software will feature sustainability ratings for vendors and suppliers.
• AI-driven energy management – Smart systems will optimise energy usage in event venues.

How to choose the right event management software

Selecting the right event management software (EMS) is a crucial decision for businesses and event organisers. The ideal platform should streamline operations, enhance attendee experience, provide valuable insights, and ensure security compliance. With numerous event management platforms available, it is essential to evaluate the software based on key factors such as features, scalability, security, and ease of use. Below is a comprehensive guide to help businesses choose the best event management software for their needs.

1. Key features to look for in an event management platform

A robust event management software solution should include essential features that support event planning, execution, and post-event analysis. The more comprehensive and customisable the platform, the better it can adapt to different event types, including corporate conferences, trade shows, webinars, and hybrid events.

Must-have features in event management software

Customisable registration and ticketing

• Allows attendees to register online and purchase tickets seamlessly.
• Supports early-bird pricing, discount codes, and multi-tiered ticketing.
• Provides automated email confirmations and QR-coded tickets for check-in.

Live streaming capabilities

• Supports real-time streaming for virtual and hybrid events.
• Offers on-demand session access for attendees who miss live events.
• Integrates with video conferencing solutions like Digital Samba.

AI-powered analytics and reporting

• Tracks attendee engagement, session popularity, and networking interactions.
• Provides insights into ROI, exhibitor performance, and sponsor visibility.
• Uses machine learning to optimise future event strategies.

Multi-device accessibility

• Ensures a seamless experience across desktops, tablets, and smartphones.
• Offers mobile-first features such as real-time notifications, interactive maps, and virtual networking.

Engagement tools

• Includes live Q&A, polling, gamification, and AI-driven matchmaking.
• Provides networking lounges and virtual breakout rooms for attendee interaction.

Marketing and CRM integration

• Connects with email marketing platforms (Mailchimp, HubSpot) for targeted promotions.
• Synchronises with CRM tools (Salesforce, Zoho) to track leads and customer interactions.

Payment processing and invoicing

• Supports multiple payment gateways (Stripe, PayPal, credit cards).
• Automates invoicing and financial reporting.

Choosing an EMS with these features ensures smooth event execution, enhances attendee experience, and maximises return on investment (ROI).

2. Scalability: Can the software handle events of all sizes?

Event management software should be scalable, allowing businesses to manage different event sizes, from small team meetings to large-scale international conferences.

Scalability considerations

• Number of attendees – Can the platform handle a few dozen attendees as well as thousands simultaneously?
• Cloud-based infrastructure – Does the software offer cloud scalability to manage high traffic loads?
• Multiple event support – Can the platform run multiple concurrent events from a single dashboard?
• Hybrid event capabilities – Does it support both in-person and virtual participants seamlessly?

As businesses grow, they need an EMS that can expand with them, avoiding the need for costly migrations or platform changes.

3. Security and compliance: protecting attendee data

With increasing cybersecurity threats, data protection and compliance are essential in event software selection. Businesses must ensure that their EMS meets global security standards to protect attendee information.

Key security features

• GDPR and CCPA compliance – Ensures data privacy for EU and US-based attendees.
• End-to-end encryption – Secures communication between attendees, speakers, and organisers.
• Two-factor authentication (2FA) – Enhances login security by adding an extra authentication step.
• ISO 27001 certification – Confirms that the platform follows international security best practices.
• Fraud prevention – Detects and prevents fake registrations, ticketing scams, and phishing attacks.

Event organisers should verify whether the EMS provider regularly updates security protocols and conducts frequent penetration testing to prevent cyber threats.

4. User-friendly interface

The effectiveness of event planning software depends on its usability. A complicated platform can lead to inefficiencies, increased training costs, and lower adoption rates.

What makes an EMS user-friendly?

• Intuitive dashboard – Allows organisers to manage event logistics without extensive training.
• Drag-and-drop features – Simplifies event setup, such as agenda planning and booth allocation.
• Attendee self-service – Enables users to edit registrations, build custom schedules, and engage with content easily.
• Multi-language support – Accommodates international audiences with translated interfaces.

A user-friendly EMS improves productivity for event organisers and ensures a seamless experience for attendees.

5. Cost vs. value

While pricing is an important factor, businesses should focus on value over cost. A cheaper platform may lack critical features, while an expensive solution might offer tools that are not relevant to all events.

Factors to consider in pricing

• Subscription-based vs. one-time payment – Some EMS platforms charge monthly fees, while others require an upfront license.
• Hidden fees – Are there additional costs for extra attendees, streaming hours, or integrations?
• ROI considerations – Does the platform increase revenue through sponsorship tools, attendee analytics, and exhibitor engagement?

Event software with high ROI potential is often a better investment than opting for the cheapest solution.

6. Customer support and training

The best EMS platforms provide reliable customer support and comprehensive training resources to help businesses maximise their investment.

Customer support must-haves

• 24/7 support availability – Ensures issues are resolved promptly, especially during live events.
• Live chat, email, and phone support – Provides multiple contact options.
• Onboarding and training materials – Includes video tutorials, documentation, and webinars.

Before committing to a platform, businesses should test customer support responsiveness by sending inquiries to gauge response times.

Conclusion

The evolution of event management software development is marked by a focus on personalisation, technological integration, and sustainability. As the industry continues to adapt to changing dynamics, leveraging these trends will be crucial for delivering exceptional event experiences.​

For organisations seeking to integrate advanced video conferencing capabilities into their event management platforms, Digital Samba offers robust API and SDK solutions. These tools enable seamless integration of high-quality video conferencing features, enhancing virtual and hybrid event experiences. To explore how Digital Samba can elevate your event management solutions, contact our sales team today.