Quick answer: what is event software?

Event software is a single platform that centralises proposals, budgets, registration, communications, payments, supplier coordination and reporting so event teams can reduce admin, protect margin and prove impact.

Why it matters now: shorter lead times, higher client expectations and new reporting pressures mean scattered tools create friction. Unified event software gives you speed, control and data you can trust.

The problem: why scattered tools slow you down.

• Manual rework. Moving data between spreadsheets, forms and emails creates duplication, version drift and errors.
• Leaky margin. Fees, commissions and last-minute changes get lost when pricing logic lives in multiple places.
• Slow decisions. Budgets, capacity and attendee data sit in silos, so teams act on stale information.
• Inconsistent experience. Proposals, forms and messages look and feel different across tools, which reduces buyer confidence.
• Compliance strain. Privacy and sustainability reporting are harder when data is fragmented across vendors.

Symptom checklist:

If your team spends hours reconciling lists, cannot see live margin, or rebuilds the same assets for every project, your stack is working against you.

Benefits of unifying to one event software platform.

Faster proposals, faster wins.

Reusable components and price rules reduce creation time and speed up client decisions.

Live commercial control.

See revenue, costs, fees and commission as you build. small tweaks compound into protected margin.

Higher registration conversion.

Clean, mobile-first forms with clear pricing and strong payments reduce drop-off.

Clean data for every stakeholder.

One source of truth for sales, delivery, finance and leadership.

Credible reporting.

Client-ready summaries for performance and sustainability when you collect the right inputs at sign-up.

Team focus.

Fewer handoffs and fewer logins means people spend more time on content and relationships.

How to unify your event tech-stack: a practical, 7-step plan.

1. Map your current workflow. List the steps from enquiry to debrief. Note every tool and handoff. Circle repeat work and error hotspots.
2. Set outcome targets. Example goals for quarter one: proposal time under one hour, 60 percent plus form completion, live margin view on every active project.
3. Define must-have capabilities. Proposals, registration, payments, capacity, permissions, reporting and integrations with CRM and finance.
4. Pick a pilot project. Choose a typical event with clear success measures. Use it to evaluate platforms against your real process.
5. Standardise templates. Turn your best proposals, forms and emails into reusable building blocks with price and capacity rules.
6. Connect your data. Integrate CRM and finance so contact, deal and invoice data flows automatically. Remove duplicate entry.
7. Measure and iterate. Review cycle time, margin variance, completion rates and support tickets weekly. Improve templates, not just tactics.

Vendor evaluation checklist for decision-makers.

• Coverage. Does one platform handle proposals to debrief without third-party glue?
• Commercials. Can you track margin, fees and commission live while quoting?
• Registration. Mobile-first forms, categories, capacity and waitlists with SCA-ready payments.
• Governance. Granular permissions, audit trails, data retention and privacy controls.
• Sustainability. Capture travel, accommodation and F&B to produce emissions summaries your client can understand.
• Integrations. Native connections to your CRM and finance stack to prevent rekeying.
• Time to value. Can a new PM build a client-ready offer in under an hour during the demo?

Copy this into your RFP to keep vendors honest.

Common pitfalls and how to avoid them.

Buying features, not outcomes.

Define the three numbers you want to move, then choose the tool that proves it in a live build.

Over-customising.

Too much bespoke work creates fragile systems. standardise 80 percent, leave 20 percent flexible.

Ignoring the handoffs.

The gaps between teams cause most delays. design templates and permissions around those moments.

No owner.

Assign a product owner for your event software who maintains templates, fields and reports.

Frequently asked questions about unifying your event management tools.

What should an all-in-one event management platform include?

Proposals, budgeting, registration, payments, messaging, supplier coordination and reporting in one platform.

How is event software different from ticketing?

Ticketing sells seats, event software runs the entire project lifecycle for meetings and events, from proposal to invoicing.

What moves ROI fastest?

Reusable proposals, live margin tracking and mobile-first registration with SCA-ready payments.

How long does implementation take?

Most teams can pilot within two weeks using existing events and evolve templates over the next month.

How do we handle privacy and sustainability?

Choose a platform with consent controls, retention settings and fields to capture travel, accommodation and F&B so you can produce emissions reports.

A simple ROI model you can copy.

• Time saved per proposal: minimum 60–120 minutes.
• Active proposals per month: multiply to estimate hours returned.
• Registration uplift: 10–20 percent from shorter forms and trusted payments.
• Margin protection: 1–3 points from live control of fees and commission.

Small gains across many projects pay back the licence quickly.

Your first 24 hours with unified event software.

• Pick an upcoming event and rebuild the proposal as a reusable template.
• Create two registration categories with capacity and a waitlist.
• Add payment with clear, tax-inclusive pricing and publish a test.
• Schedule three emails: confirmation, reminder and final logistics.
• Review the pilot against your outcome targets and adjust templates.

Where Qondor fits.

If your goal is to run more efficient, profitable and sustainable events, Qondor brings proposals, budgets, registration, payments, communications and reporting into one place so your team moves faster with cleaner data.

You get live commercial control, higher form completion and client-ready reporting, including emissions summaries when you capture travel and accommodation.

That is how modern agencies and venues protect margin, deliver with confidence and earn time back.