Choosing an event software platform is one of the most important decisions you will make to ensure that your event runs smoothly and your attendees have a seamless guest experience.
Start early — you should have your event platform chosen at least eight months before your event.
The type of event you are planning will determine the platform features you will need.
- For an auction component, you will need software that can capture credit cards ahead of time, send out receipts post-event, and capture all the donation and auction data. You may also want to check that the software offers an online procurement form saving you time with having to do less manual entry.
- If you are planning a 5k run, then look at a platform that is mobile-friendly and allows participants to track their team members and share their fundraising goals through social media.
- If you are doing a peer-to-peer campaign, then you will need a platform that allows guests to build a personal fundraising page and share a thermometer or other tracker method of their progress with others.
Here are a few additional features that a good software platform should contain.
Branding
When looking at a platform, make sure that it has a front-facing event website. Most platforms will have a home page option that can be customized to include your organization’s brand fonts and colors. If you can make the page look like an extension of your organization’s website, all the better. And being able to have an FAQ page and add sponsor logos to the platform is also a bonus.
Collecting Registration information
The platform you choose should allow you to gather all the information you need from your guests. Make sure that guests can select their meal choices, note dietary restrictions and list their table captains, if applicable. Your platform should allow table captains and guests to go in at a later time and update their tables/registrations and meal choices as needed.
Check-in
The check-in process should be smooth for your guests and your staff. Being able to make changes to guests’ contact information will make all the difference in having guests check-in and move through the line smoothly.
Payment
Decide if you need to have a credit card swiper at your event. Some platforms will provide credit card swipers, and others charge an added fee.
Processing Payments
After the event is over, you should be able to charge guest credit cards in a batch and customize the receipts that are sent out. It is also important to ensure that refunds, if necessary, can be processed quickly.
Reporting
Finally, your platform should allow you to pull reports after the event so you can analyze your data and donation numbers. A downloadable report that can easily be transferred to your CRM is a big plus in allowing you to contact donors and keep records for years to come.
Take a look at some of the platforms we have used over the years that meet many of the above criteria.
Auctria is an easy to use, powerful tool to run your fundraising events. Auctria is the powerful engine to organize and run your auction from the first donation to final collection, so you can focus on maximizing your fundraising.
Remove the stress from your silent auction! Speed up check-in and check-out. Improve the event experience for staff, volunteers and donors. Take online donations year-round. For over 20 years, Greater Giving has helped nonprofits and schools exceed goals in-person or online with our all-in-one, secure fundraising solutions.
OneCause offers powerful fundraising solutions for any sized organization. OneCause’s intuitive software affords teams the ability to manage auctions and mobile bidding, peer-to-peer fundraising, events, online giving, and Text2Give.
RunSignup provides a simple way to register for races. Their simple race wizard makes it easy to set up your event in minutes, complete with a race website, email platform, fundraising capabilities, and a RaceDay CheckIn App.
Let us help you choose the best platform for your event and take care of all the logistics!