The Ultimate Toolkit for Conference Organizers

Apr 3, 2024

Organizing an outstanding conference requires a harmony of tools. From registration to post-event analytics to selecting the right event management software, this comprehensive guide presents the essential platforms every organiser should consider for the smooth and effective execution of an event.


Organizing a successful conference is related to arranging a grand symphony; each instrument or tool must play its part perfectly to create a harmonious experience for attendees. Whether planning a virtual, in-person, or hybrid conference, using the right tools can make the process smoother and more efficient. Here's an organised list of tools, segmented by functionality, that every conference organiser should consider:

Event Registration and Ticketing

Eventbrite

Cvent

Bizzabo

Website and landing page builders

WordPress

Squarespace

Wix

Webflow

Agenda and Program Management

Sched

Whova

EventMobi

Email Marketing and Communication

Mailchimp

Constant Contact

SendinBlue

EventOps and Intelligence Tool

EventHQ

Virtual Conference Platforms

Zoom

Hopin

Webex Events

Microsoft Teams Live Events

Mobile Event Apps (for attendee engagement & networking)

CrowdCompass

Attendify

Pathable

Feedback and Survey Tools

Survey Monkey

Typeform

Slido (also for Q&A and polling)

Social Media Management and Marketing

Hootsuite

Buffer

Sprout Social

Audience Engagement & Interaction

Menti (interactive presentations)

Pigeonhole Live (live Q&A and polling)

Kahoot! (gamification and quizzes)

Networking and Virtual Lounges

Brella

Airmeet

Sponsor and Exhibitor Management

Expo Logic

Eventdex BoothLeads

Venue Selection and Floor Plan 

Social Tables

Cvent Supplier Network

AllSeated

Budgeting and Finance

Microsoft Excel or Google Sheets

QuickBooks

Project Management and Collaboration

Trello

Asana

Slack

Badging and Access Control

Eventbrite Organizer (for ticket scanning)

Boomset

Stova

Analytics and Reporting

Google Analytics (for event website tracking)

Mixpanel (for mobile event apps)

Content management for media storage

Dropbox

Google Drive

Box

Audio-Visual Tools and Streaming 

OBS Studio

StreamYard

Vimeo Livestream

Accessibility Tools (captions, translations, etc.)

Otter.ai (for real-time transcription)

Interprefy (for real-time translation)

Rev (for post-event transcription and captioning)

The specific tools a conference organiser might choose depend on various factors, including the conference size, budget, audience demographic, and goals. While this list provides a panoramic overview, it's essential to evaluate each tool's capabilities in the context of the specific needs of the conference.