The events industry has undergone a dramatic shift in the last five years. Hybrid formats, on-demand sessions, and fully virtual expos are no longer novelties—they're expectations. At the heart of this transformation is the technology powering these experiences.
This guide is designed for event organisers, software teams, and business leaders alike. We’ll break down what event software is, highlight key advantages and hurdles in development, and provide a clear, practical roadmap for building your own event platform. Whether you're considering a SaaS subscription or custom development, you'll come away with a better sense of what’s involved—and what to prioritise.
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Event software refers to digital tools used to plan, promote, run, and analyse events. It ranges from simple scheduling apps to fully-fledged event management systems (EMS) offering video streaming, AI engagement tools, and post-event analytics.
Types of event software include:
This software is used across industries—by universities, trade associations, startups, and multinationals. According to Eventgroove, 79% of event professionals rely on event software, and MarketsandMarkets expects the market to double by 2029.
Event Management Software (EMS) is a specialised subset of event software. It provides an all-in-one interface to coordinate everything from venue booking to post-event surveys.
Core EMS functions include:
Many EMS platforms are cloud-based, allowing remote teams to collaborate and update data in real time. Integrations with CRMs, marketing tools, and video APIs make EMS the operational hub for any modern event.
Developing or choosing event software that suits your business model comes with significant benefits:
Free up your team with automated registration, ticketing, confirmations, and check-ins. You’ll spend less time on logistics and more on strategy.
Offer personalised agendas, interactive tools (Q&A, polls), and smart networking features that adapt to each participant.
With everything in one dashboard, you can monitor engagement live, measure ROI, and share detailed insights with stakeholders.
Whether you're running one large conference or 20 small webinars, event platforms can scale with you. Reuse templates, clone sessions, and onboard collaborators with ease.
Hybrid and metaverse-ready platforms open new doors, like immersive 3D venues or virtual booths. Reach audiences who can’t attend in person.
From paid replays to sponsor tools and merchandise upsells, modern EMS helps turn events into profit centres.
Make sure your event data follows GDPR, CCPA, and other local regulations. Invest in encryption, ISO 27001 infrastructure, and regular audits.
Despite the benefits, building or customising event software comes with challenges:
In-house development is costly, especially when incorporating AI, streaming, and analytics. To reduce development costs while maintaining software quality, many companies opt for programming outsourcing. Outsourcing event management app development can reduce cost, but requires careful vendor selection.
Most businesses require their EMS to integrate with:
Common risks include:
All data must be encrypted, monitored, and regulated under GDPR, CCPA, or local standards.
Here’s a practical development roadmap if you want to build your own EMS or event platform:
Identify the core purpose of your platform:
Cost: €0 (strategic planning)
Team: Product Manager, Analyst
List out core functionalities before writing code:
Tools: FigJam, Jira, Miro, Notion
A modern EMS typically includes:
Optional: WebRTC for video, Stripe API for payments
Depending on scope and scale, you’ll need:
Monthly team cost: €30,000–€70,000
Start with essential features:
Timeline: 3–4 months
Estimated budget: €80,000–€150,000
Validate security, usability, and performance:
Roll out version 1.0 and monitor performance:
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.
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.
Choosing an EMS with these features ensures smooth event execution, enhances attendee experience, and maximises return on investment (ROI).
Event management software should be scalable, allowing businesses to manage different event sizes, from small team meetings to large-scale international conferences.
As businesses grow, they need an EMS that can expand with them, avoiding the need for costly migrations or platform changes.
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.
Event organisers should verify whether the EMS provider regularly updates security protocols and conducts frequent penetration testing to prevent cyber threats.
The effectiveness of event planning software depends on its usability. A complicated platform can lead to inefficiencies, increased training costs, and lower adoption rates.
A user-friendly EMS improves productivity for event organisers and ensures a seamless experience for attendees.
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.
Event software with high ROI potential is often a better investment than opting for the cheapest solution.
The best EMS platforms provide reliable customer support and comprehensive training resources to help businesses maximise their investment.
Before committing to a platform, businesses should test customer support responsiveness by sending inquiries to gauge response times.
Event software now powers the backbone of modern experiences — from global summits to internal town halls. Whether you're developing a custom EMS platform or evaluating ready-made solutions, the key is to align the technology with your strategic event goals.
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.
Event software is a broad term for any tech used in events, while EMS specifically refers to tools that manage the full event lifecycle.
Yes, but expect a timeline of 4–8 months and a budget upwards of €100,000. Outsourcing to an experienced team can reduce risk.
Low-code solutions are faster but less flexible. If your event workflow is unique or complex, custom development is worth the investment.
Look for GDPR compliance, end-to-end encryption, 2FA, and ISO 27001-certified infrastructure. Conduct penetration testing regularly.
Costs range from €5,000/year for basic SaaS tools to €200,000+ for custom platforms with streaming, analytics, and AI features.
Not necessarily. Most modern EMS platforms support both, but make sure they offer live streaming, virtual networking, and mobile responsiveness.