15 Best Academic Event and Conference Management Tools

Ever wonder how to make your academic event a resounding success? Learn about the best academic event and conference management tools to elevate your planning.

Academic conferences, the pulsating heart of intellectual exchange, often mirror a complex puzzle of logistics. 

With a myriad of moving parts, from abstract submission to attendee registration, venue selection to ticketing and promotion, even seasoned event organizers might feel like they’re taming a wild beast. 

If only there were a silver bullet to slay the chaos. Hold on to your seats, because we’re about to reveal that hidden spell!

Overview

Step into the future with Event and Conference Management Tools, the unsung superheroes of the academic event planning world.

Engineered with precision, they tackle the multifaceted complexities of event organization, rendering the process more efficient, streamlined, and less hair-pulling.

From managing online registrations to scheduling, and from ticket sales to promotion, these tools are the Swiss Army Knives that will help you with your event planning.

Best Academic Event and Conference Management Tools

#1. Cvent: Best for Comprehensive Event Management

Summary

• Robust event management solution
• Ideal for managing large-scale academic events
• Provides a comprehensive suite of features

Cvent is like your reliable, trustworthy sidekick in the world of event management. It’s the answer when you need an all-encompassing tool for managing extensive academic events. 

With Cvent, you get an exhaustive suite of features, from attendee management to ticket sales and event marketing. It’s this versatility that makes it a reliable companion for academics and researchers planning a large-scale event.

What are the benefits of Cvent?

• Comprehensive Platform: Offers end-to-end event tools from registration to analytics.
• Integration Capabilities: Seamlessly integrates with various CRM and financial systems.
• Safety and Security: Robust security standards ensure confidential data remains secure.

Cvent is the proverbial kitchen sink of event planning tools, offering everything you need to ensure your event is a roaring success.

How much does it cost?

• Free version
• Paid: Starts at $660 per year

Source: https://www.cvent.com/

#2. Eventbrite: Best for Ticketing and Public Events

Summary

• Powerful ticketing and publicity tool
• Perfect for academic events open to the public
• User-friendly and efficient

Eventbrite lets you manage ticket sales and get the word out efficiently. As the brainchild of event planners, it understands the need for a user-friendly platform that gets the job done without breaking a sweat.

What are the benefits of Eventbrite?

• User-Friendly Interface: Intuitive navigation makes it accessible to newcomers.
• Scalability: Excellent for managing events of varying sizes.
• Ticketing and Payment: Hassle-free ticketing and secure payment options.

Eventbrite is your personal cheerleader, making sure your event gets the attention it deserves. This event management tool handles ticket sales and publicity with ease, ensuring that your academic event is the talk of the town.

How much does it cost?

• Essentials Plan: 2%+ $0.79 per paid ticket
• Professional plan: 3.5% + $1.59 per paid ticket
• Premium plan: custom pricing

Source: https://www.eventbrite.com/

#3. Bizzabo: Best for Integrated Event Experience

Summary

• Creates cohesive event experiences
• Offers registration, website creation, and email marketing tools
• Ideal for academic conferences

Bizzabo ensures each component of your event works in perfect harmony, delivering a seamless experience. 

This tool takes everything from registration to website creation, email marketing to analytics, and weaves it all together to create an integrated event that’s music to the ears of every attendee.

What are the benefits of Bizzabo?

• Networking Tools: Enhances attendee interaction and fosters academic networking.
• Multi-Event Management: Manages several events simultaneously, providing flexibility.
• Data-Driven Insights: Provides analytics for informed event decisions.

Bizzabo is the orchestra conductor of your event, ensuring every part is perfectly timed and tuned.

How much does it cost?

• Free trial
• Paid: Starts at $15,000 per year

Source: https://www.bizzabo.com/

#4. Whova: Best for Attendee Engagement

Summary

• Enhances attendee interaction
• Offers event planning and networking tools
• Perfect for academic symposiums and workshops

Whova is like the ultimate icebreaker at your academic event, encouraging and enhancing attendee interaction. Whether it’s a symposium or a workshop, Whova’s event planning and networking tools ensure that participants can easily interact and exchange ideas. 

The tool is not just about managing an event, but fostering a community that continues to engage long after the event concludes.

What are the benefits of Bizzabo?

• Conference-friendly Features: Interactive agendas, note-taking, and Q&A sessions.
• Researcher Networking: Promotes connections among academic professionals.
• Engaging Event Experience: Live polls and gamification engage attendees.

If attendee engagement is your primary concern, Whova is your go-to tool. It’s like the charismatic host of your event, keeping attendees connected and involved from start to finish.

How much does it cost?

• Starter Plan: $1,499
• Standard Plan: $2,999
• Pro Plan: $5,999

Source: https://whova.com/

#5. Hubilo: Best for Virtual and Hybrid Events

Summary

• Ideal for managing virtual and hybrid events
• Offers a wide range of engagement tools
• Great for academic webinars and virtual conferences

In a world that increasingly leans towards digital platforms, Hubilo steps up as a champion for managing virtual and hybrid events. This event management tool brings the convenience and engagement of in-person events to the digital realm. 

It also ensures that distance and geography are no longer barriers to knowledge sharing.

What are the benefits of Hubilo?

• Virtual Engagement: Offers networking lounges, breakout sessions, and virtual booths.
• Hybrid Events: Supports both online and in-person events.
• Advanced Analytics: Track and measure event success metrics.

Hubilo brings the conference hall right to your living room, ensuring a seamless and engaging event experience, no matter where attendees are located.

How much does it cost?

• Free trial
• Paid: Starts from $800

Source: https://www.getapp.com

#6. Hopin: Best for Large Scale Online Events

Summary

• Excels in managing large online events
• Offers tools for networking and virtual booths
• Perfect for large academic webinars and lectures

Imagine a tool that takes a massive online event and manages it with the ease of a symphony conductor guiding a performance. That’s Hopin for you! Ideal for large academic webinars and lectures, Hopin ensures that your event scales smoothly, even as attendee numbers soar.

What are the benefits of Hopin?

• Hybrid-Event Oriented: Supports hosting events both online and offline.
• All-in-One: Features from registration to post-event analytics in one place.
• Interactivity: Offers live chat, polls, and networking features.

If you’re planning a large-scale online event, Hopin is your secret weapon. This tool is like a skilled traffic controller, managing the flow of your event effortlessly, even when participant numbers reach sky-high levels.

How much does it cost?

• Free
• Starter: $67 per month
• Business: Starts from $6,000

Source: https://hopin.com/

#7. PheedLoop: Best for Flexibility across Event Types

Summary

• Offers flexibility across different event types
• Provides tools for event monetization
• Ideal for diverse academic events

PheedLoop is the chameleon of event management tools. With its remarkable flexibility across different event types, it adapts to your needs, whether you’re organizing an academic seminar, conference, or a symposium. 

In addition to planning tools, PheedLoop also offers monetization features, making it an attractive option for funding-dependent academic events.

What are the benefits of PheedLoop?

• Attendee Engagement: Offers live streaming, networking, and interactive sessions.
• Exhibitor Features: Robust options for trade shows and exhibitions.
• Real-time Analytics: Helps to track event progress in real-time.

PheedLoop is the all-rounder MVP of your event planning team, always ready to step up to the plate, no matter what the game is.

How much does it cost?

• Available for as low as $1 per module

Source: https://pheedloop.com/

#8. Zoho Backstage: Best for Full Cycle Event Management

Summary

• Provides full-cycle event management
• Features include ticketing, promotion, and attendee engagement
• Perfect for academic conferences and symposiums

Zoho Backstage takes you behind the scenes to manage every aspect of your event, from planning to execution and even post-event analysis. 

Whether it’s an academic conference or symposium, Zoho ensures nothing slips through the cracks. It’s like having a personal assistant, always one step ahead, ensuring everything runs smoothly.

What are the benefits of Zoho Backstage?

• All-encompassing: Covers all aspects of event planning and management.
• Customization: Offers tools for personalized events and branding.
• Deep Analytics: Provides detailed reports for post-event analysis.

If you’re looking for an end-to-end event management tool, Zoho Backstage has got you covered. It’s like the guardian angel of your event, keeping an eye on every detail, ensuring your academic event unfolds just as you envisioned.

How much does it cost?

• Free
• Essentials: $99 per month billed yearly
• Premium: $208 per month billed yearly
• Ultimate: $416 per month billed yearly

Source: https://www.zoho.com/

#9. Attendify: Best for Hybrid Event Management

Summary

• Excels at hybrid event management
• Offers tools for virtual interaction and content sharing
• Ideal for hybrid academic conferences and seminars

In the modern era of hybrid events, Attendify shines. By seamlessly blending physical and virtual experiences, Attendify makes managing hybrid academic conferences and seminars a breeze. 

This event management tool is the bridge that connects the physical and digital worlds. It ensures your event is a memorable experience, regardless of how attendees choose to participate.

What are the benefits of Attendify?

• Mobile App: Offers a mobile event experience with an intuitive app.
• Social Networking: Enhances participant interaction and networking.
• Real-Time Updates: Send out announcements and updates in real-time.

If you’re in the business of hybrid events, Attendify is a valuable ally. It’s like the perfect interpreter, fluently translating between the languages of the physical and virtual worlds.

How much does it cost?

• Starts from $999 per event

Source: https://www.vfairs.com/

#10. Stova: Best for Customized Event Experiences

Summary

• Allows customization of event experiences
• Offers tools for branding and personalized content
• Ideal for unique academic events and conferences

Stova gives you the reins to weave in your branding and personalized content throughout the event. This tool is not just about planning an event; it’s about crafting an unforgettable experience that reflects your academic institution’s distinct personality.

What are the benefits of Stova?

• Customization Tools: Personalize events to suit your academic community.
• Multi-Event Hosting: Ideal for hosting a series of academic seminars.
• Interactive Platform: Encourages attendee engagement with live Q&A and polling.

If customization is your mantra, Stova is your tool. This tool is like a skilled craftsman, helping you carve out an event that is uniquely yours.

How much does it cost?

• Custom pricing

Source: https://stova.io/

#11. EventMobi: Best for Mobile-First Events

Summary

• Focused on mobile-first event experiences
• Offers mobile app for event management and attendee interaction
• Perfect for academic events with tech-savvy participants

In the age of smartphones, EventMobi is the tool for tech-forward event organizers. It emphasizes a mobile-first approach, providing a handy mobile app for managing events and facilitating attendee interaction.

What are the benefits of EventMobi?

• Comprehensive Platform: Manages all aspects of events from a single tool.
• Personalized Experiences: Facilitates customization for unique academic events.
• Post-Event Analysis: Offers robust analytics and survey tools for feedback.

If you’re looking to keep your event mobile-friendly, EventMobi is the tool for you. It’s like the smartphone of event planning, always at your fingertips, ready to engage your attendees.

How much does it cost?

• Paid: Starts from $3,500 per event to $14,500 per event

Source: https://www.eventmobi.com/

#12. Boomset: Best for On-Site Event Management

Summary

• Expert in on-site event management
• Provides tools for registration, check-in, and badge printing
• Ideal for on-ground academic conferences and seminars

For organizers of on-ground academic conferences and seminars, Boomset is a trusted friend. 

It shines when it comes to on-site event management, simplifying registration, check-in, and even badge printing. Boomset ensures that your on-ground event runs as smoothly as a well-oiled machine.

What are the benefits of Boomset?

• On-Site Support: Offers tools like self-service check-in and live tracking.
• Badge Printing: Facilitates on-the-spot attendee badge printing.
• Lead Retrieval: Ideal for academic fairs with exhibitor booths.

Boomset has your back. It’s like the efficient administrator of your on-site event, keeping everything running like clockwork.

How much does it cost?

• Starts from $0 per year to $3000 per year

Source: https://www.boomset.com/

#13. Eventzilla: Best for Streamlined Event Organization

Summary

• Simplifies event organization
• Offers tools for ticketing, marketing, and attendee management
• Great for academic events of all sizes

Eventzilla is all about making your life easier by streamlining event organization. With tools for ticketing, marketing, and attendee management, it takes the stress out of planning academic events of any size.

What are the benefits of Eventzilla?

• Marketing Tools: Built-in promotional tools for event marketing.
• Ticketing Solutions: Offers flexible options for tickets and registrations.
• Detailed Reporting: Robust reporting tools for event insights.

If simplicity is what you’re after, Eventzilla is your best bet. It’s like the Zen master of event planning, keeping things simple and efficient so you can focus on what truly matters – the event itself.

How much does it cost?

• Starts at $49 per month

Source: https://www.eventzilla.net/

#14. Eventdex: Best for Promoting Business Connections at Events

Summary

• Facilitates business connections at events
• Offers networking and lead retrieval tools
• Ideal for academic events with a business element

Eventdex is the matchmaker of the event management world. Thanks to its networking and lead retrieval tools, it’s designed to foster business connections during academic events.

Whether it’s a trade show, a business-centric conference, or an academic event with a business element, Eventdex sets the stage for fruitful interactions.

What are the benefits of Eventdex?

• Matchmaking Features: Helps to connect attendees with common interests.
• Streamlined Registration: Simplifies the process of event registrations.
• Robust Reporting: Offers real-time insights for efficient event planning.

Eventdex is like the host of a business mixer, making introductions and fostering connections that could lead to exciting collaborations.

How much does it cost?

• Starts from $1.00

Source: https://www.eventdex.com/

#15. Glisser: Best for Audience Engagement at Hybrid Events

Summary

• Specializes in audience engagement
• Offers interactive features like polls, quizzes, and Q&A
• Perfect for hybrid academic events that value audience interaction

If you believe audience interaction is the secret sauce of successful events, you’ll love Glisser. It’s engineered to maximize audience engagement during hybrid academic events, with interactive features like polls, quizzes, and Q&A sessions. 

With Glisser, every attendee is more than just a spectator; they’re an active participant in the event.

What are the benefits of Glisser?

• Live Slide Sharing: Enables sharing slides in real-time for better engagement.
• Audience Interaction: Tools like live polling and Q&A foster interaction.
• Analytics: Provides speaker and event performance insights.

Glisser is the charismatic speaker of event platforms, always keeping the audience on their toes and actively engaged.

How much does it cost?

• Starts from $1299 per month

Source: https://www.glisser.com/

Conclusion

The world of academic event planning doesn’t have to be daunting. Event management software such as Cvent, Eventbrite, and Bizzabo are at your disposal, each offering unique strengths. 

Your perfect match awaits among them. So, go ahead, select the right tool and turn your next academic event into a grand success.