Top 10 CRMs for Event Planners & Coordinators: Planning and Scheduling Resources for Total Client and Event Management

Hosting a successful event requires more than just careful planning. In many cases, it requires an expert to plan and coordinate everything. Even modest events have many moving parts and the larger the event, the more complex it is. Event planners and coordinators can make short work of that chaos, streamline the planning process, and make it all look easy.

However, all event planners and coordinators need the right software in their corner. A CRM can offer a host of important benefits that allow you to do what you do best while saving time and hassle. A CRM can:

• Provide a centralized client and vendor database

• Offer detailed insights on clients and their expectations 

• Create a full picture of the ROI that your business is earning

• Create opportunities for engagement with attendees and clients

• Manage leads and provide more opportunities for fostering leads

• Automate various tasks and optimize the resources being used

Do event planners and coordinators truly need a CRM?

To answer the question posed above, yes, event planners and coordinators need a CRM to help them streamline, automate, and plan. And with live events becoming more and more popular, that’s not going to change. Check out a few statistics that illustrate the industry’s rapid expansion:

• Events are expected to grow at a CAGR of 13.5% through 2028, reaching $2.2 billion.

• 65% of companies worldwide reported an increase in spending on meetings and events in 2023.

• Event planners and coordinators are in demand in urban areas but also within suburban and rural areas.

• Event planners can work for private companies, but many choose to start their own businesses and must balance planning/coordination and running a business.

 Now that we’ve established why event planners and coordinators need a CRM and the benefits these platforms can offer, let’s delve into your options.

The 10 best CRMs for event planners and coordinators

Our list includes a wide range of CRMs, from specialty options to well-established industry leaders. You’ll find a mixture of features and price points, so there’s sure to be a CRM that fits your needs.

1. Zoho Backstage

Zoho has built a name for itself by offering something for just about everyone. Zoho Backstage is a purpose-built event planning CRM that helps you “craft impactful event experiences while staying technologically relevant, now and always”. Zoho Backstage lets you plan and coordinate in-person events, virtual events, and hybrid events, which makes it a great choice for business owners, as well as for event coordinators/planners who work for businesses and nonprofits.

This CRM is fully customizable and offers end-to-end planning capabilities, from speakers to sponsors, venue, ticketing, planning, agenda formulating, and so much more. You can even accept payment through the CRM via PayPal, Stripe, and other digital options.

The key features of Zoho Backstage include:

• Free option? Yes

• Price: Starts at $99 per month

• Built-in ticketing system

• Detailed reporting and analytics on customer service and other aspects of your business

• Exhibition management tools

• Plenty of automation

• Zoom integration 

2. Event Hub

Event Hub is a dedicated event management platform that is designed to make live event management easier than ever before. This cloud-based CRM platform is designed to help you manage paperwork, applications and files, payments, logistics, and more. You can manage vendors and sports, create event categories, and perform other tasks. 

The program offers a dashboard that is user-friendly and includes batch updates, notification pushes, and more. There is also a marketplace listing module for multimedia content viewing, lead generation, and document review tools to ensure that everything is in order before submission. 

The Event Hub platform is designed to streamline relationships between clients and vendors with your business, allowing you to focus your efforts on the events while your CRM is taken care of by the system. Plus, it’s scalable and customizable to suit your exact needs. 

The key features of this CRM include:

• Free option? No

• Price: By quote only

• Categorization of events and exhibitors

• Client management and documentation processing

• Real-time updates and notifications

• Dedicated event management software

3. Pipedrive

Pipedrive is a cloud-based CRM tool that is designed to improve sales and customer relationships for activity-based sales businesses. It was created for small to mid-size businesses, which makes it ideal for event planners and coordinators, in addition to its activity-based focus. 

This CRM tool offers deal-driven workflows that make event management easy. It also allows you to manage clients and events and helps small businesses get on the same level as larger event-planning firms. The customer database is rich and provides a 360-degree view of clients and their needs.

Pipedrive includes a mobile app for iOS and Android that is designed to help streamline event and client management in the field and on the go. It also offers call and email synchronization. 

The key features of Pipedrive are:

• Free option? No

• Price: By quote only

• Visualization of the entire client experience and sales process

• Automatic tracking and organization of emails and calls

• Improved efficiency and streamlined tasks through AI and automation

• Targeted and segmented audiences and client resources

4. Cvent

This end-to-end event automation tool has a strong CRM and focuses on client and attendee engagement. It also has tools and features for vendor and event management, as well as analytics that can help you improve your operations from lead generation to the execution of the event and beyond. 

Cvent features a cloud-based, scalable platform that can provide total business management for busy event planners and coordinators. It offers tools to simplify the event management lifecycle, collaborate with venues, and tap into the largest sourcing network in the world. 

With Cvent, event coordinators and planners will be able to take advantage of technology to innovate, integrate, and upgrade their success. Engage clients, measure results, and improve the client and event experience from end to end for total customer satisfaction. 

The best features of Cvent include:

• Free option? No, but a trial is available

• Price: Custom quote, subscription basis

• Simple event planning and management tools

• Streamlined management of clients and vendors for efficiency and better communication

• Complete event management in a single platform

• Detailed analytics for CRM and other customer data

5. GlueUp

GlueUp is a dedicated nonprofit app, but it does so well and there are so many nonprofits in the event planning industry, that we thought it wise to include it on our list. After all, GlueUp features an intuitive, user-friendly dashboard that is focused on improving connections and communication first and foremost. This company understands that relationships are the key to success in event management, and uses the platform to that end. 

With GlueUp, event planners and coordinators will be able to automate membership renewals, streamline event workflows, and even create a mobile membership directory to allow members to connect and organizers to stay updated on what’s going on. 

Formerly EventBank, GlueUp offers a mobile app that also has messaging features, subscription management, event registration, and other features. 

The highlights of GlueUp as a CRM include:

• Free option? Free demo offered

• Price: Starts at $125 per month

• Native iOS and Android apps for members and organizers

• Detailed customer information and event listings

• Email and push notifications

• Rich member directory for easy CRM

6. Eventmobi

Eventmobi is a dedicated end-to-end management platform for event coordinators and planning firms, offering virtual, hybrid, and in-person event support and management resources. The platform includes flexible features and custom client database management tools. It’s easy to manage clients and attendees, segment audiences, and more. 

Eventmobi offers a virtual space, event networking, registration tools, and dedicated apps that can engage your clients and attendees both during, as well as before and after, events. There are appointment tools, polls and surveys, and feedback resources, as well. 

Eventmobi is dedicated to delivering the best event and client management possible, with robust analytics and insights to help with improvements and more. 

The key features of Eventmobi to consider include:

• Free option? No

• Price: $3,500 starting for a single user

• Livestream production team to assist with creating the perfect virtual events

• Comprehensive event marketing solutions 

• Detailed client and vendor data, as well as event segmentation and more

• Event attendee management

• Rich mobile app access

7. Daylite

Although Daylite is only for iOS devices (Mac, iPhone, and iPad), it offers a robust small business CRM that’s worth mentioning. And especially for event planners, as this tool is focused on total management of clients, projects, and events from start to finish. 

Daylite features several different tools for client and event management, including detailed search features and robust reports and analytics to help you keep tabs on your business. You can segment clients and events by type and even create your own categories for easier tracking. 

This platform offers the chance to offer an amazing client experience with rich details and customer management tools. 

The key highlights of Daylite:

• Free option? No

• Price: $30 per month, per user, starting

• 95% of Daylite clients report improved productivity and organization

• Connects seamlessly with Apple Mail, Contacts, and iCal

• Offers access to the Daylite community of experts and users

• Easy communication tracking and client information sharing

8. HoneyBook

HoneyBook might not be purpose-built for event planners and coordinators, but it has a lot to offer. One of the benefits is that there’s a free trial so you can put the CRM through its paces without committing. You’ll also find plenty of capabilities and features that help you save time and hassle.

For instance, you can send professional invoices fright from the CRM. You can create contracts complete with eSigning capabilities, accept payments, schedule vendors and other partners, and so much more. And there’s even more to love when you consider the wide range of automations that HoneyBook offers, including triggered follow-ups and tasks.

Here are a few reasons you might want to consider HoneyBook:

• Free option? Yes

• Price: $8 per month (regularly $16 per month)

• Unlimited clients and projects

• Built-in calendar

• Detailed reporting

• Built-in contract creation

• Booking and scheduling capabilities

• Project/event management tools

• eSign capabilities

• Accept payments

9. Stova

Stova (formerly Aventri) is a dedicated event management platform that is based in the cloud. It can help individual coordinators and larger event planning firms manage their event lifecycle, including customer relationship management. 

Aventri offers the capability to manage, create, and customize agendas, events, speakers, and more. You can even generate customized reports and it includes features like event surveys, project and budget management, inventory management, venue sourcing, and more. 

The platform is also easy to integrate with other third-party software like Salesforce, Marketo, and others. Built-in APIs make it easy to integrate and the cloud-based platform makes scalability easy. The brand offers small business solutions and enterprise services. 

The highlights of this platform include:

• Free option? No

• Price: By quote only

• Event and attendee management tools

• Attendee segmentation and data reporting

• Event marketing and lead capture solutions

• Event website builders and task management tools

• Vendor and client management and communication tools

10.HubSpot CRM

HubSpot is one of the leading CRM solutions, and perhaps the best free CRM tool available. It offers dedicated relationship management and marketing tools, including opportunity management and lead management. 

The HubSpot CRM also includes dedicated resources for reporting and analytics, ensuring that you have the latest insights on your event clients and the vendors that you work with. You’ll find a cloud-based platform that can be scaled to your exact needs with omnichannel communication and more. 

HubSpot also comes with access to the community of developers, professionals, other users, and resources that help you keep your event planning business on track. There are paid plans available for those who want more features or dedicated HubSpot support, as well. 

The key features of HubSpot CRM include:

• Free option? Yes

• Price: Starts at $800 per month for paid users 

• 360-degree view of client relationships and events

• Marketing and lead generation tools

• Omnichannel customer communication and support

• Best FREE CRM tool

Smith.ai Can keep up with your clients in real time

A CRM can help take your event planning and coordinating abilities to the next level. It’s time to say goodbye to time-consuming, manual tasks and hello to helpful automation and new capabilities. With all that free time, you’ll be able to focus on working with clients and delivering incredible events.

However, don’t forget that someone still needs to handle your communication. Who’s handling lead screening and intake while you’re scouting venues? Who’s answering calls while you’re consulting with clients? At Smith.ai, our virtual receptionists can handle these tasks and many more, ensuring that you’re able to grow your business while we handle your phones, inbox, and even text messages.

Go ahead and schedule your free consultation today! You can also reach us by email at hello@smith.ai or by phone at (650)709-2710.

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