Has your organisation decided to invest in a digital platform that centralises and automates the planning, organisation and execution of events? Congratulations – you are already one step closer to making event planning easier, more efficient, and more secure.
That is, assuming you choose a system that truly fits your needs.
There are many event platforms on the market, and not all of them will be the right match for your organisation. Some will be better suited to the specific requirements you have.
To help you select the right event platform for your business, here are nine important questions you should ask before making a decision.
Ask the vendor the following:
1. What features do we need to successfully meet our most important goals?
Many event platforms come packed with flashy features, which can be great. But will you actually use them all? If the answer is no, then why pay for them?
To understand which features you really need, take a look at how you have managed event planning in the past:
- What has been most challenging when organising events?
- What could have been done differently?
- Which features in an event platform could have helped in making your past events run more smoothly?
By focusing on the tools that solve your biggest event challenges, you will avoid overpaying for extras you don’t need – and find a platform that truly works for you.
2. Will we receive training and support to get started?
The purpose of investing in a good event management platform is to make it easier for you and your team to plan and deliver successful events. But that only happens if you are able to make full use of its features.
If you are left with a complex and expensive system and have to figure everything out on your own, the benefits quickly disappear.
That is why it is important to choose a vendor that offers hands-on support and a dedicated team of advisors to help you get the most out of the platform. A good vendor will also ensure you understand how to make the best use of both existing and new features, giving you great value from day one.
3. Do you offer user support during Nordic business hours – and what does it cost?
It is one thing to receive initial training and onboarding. But what happens if you need help after using the system for a while?
Can you call a support team during your own business hours, and speak with someone who understands the kind of challenges you face? And if so, is there an extra cost for that service?
A professional vendor should be able to support you with everything from technical questions to practical advice on how to run better events. Not just with the platform itself, but also with broader event-related needs like venue selection, hotel bookings, check-in processes, or even real-time support during your event.
Having access to this kind of knowledgeable and accessible support makes a big difference, and ensures you get the full value out of the platform and the partnership. So don’t forget to ask about availability, response time, and pricing, when evaluating vendors.
4. Is it possible to integrate the platform with other systems we use?
As an organiser, you collect a large amount of participant data, and you need to keep it up to date at all times. But that’s not always easy, especially if your organisation uses multiple systems that don’t communicate with each other.
As a result, you waste valuable time re-entering the same information manually – into your CRM, registration system, attendee lists, check-in tools, hotel booking systems, and more.
When choosing an event platform, make sure it can easily integrate with the other systems your organisation already uses. Well-integrated systems lead to better data quality, save time, reduce duplicate work, and minimise the risk of errors or outdated information.
Most importantly, integration helps you stay on top of data privacy regulations – which brings us to question number 5.
5. Do you handle personal data and privacy in a responsible way?
With the introduction of GDPR, event organisers now carry even greater responsibility for safeguarding the personal data they collect and process.
When using an event management platform, you are entrusting attendee data to the system provider. That’s why it is critical to ask the vendor: Can you demonstrate GDPR compliance and provide the tools needed to collect and manage data in a secure and lawful way?
Here are five key questions your vendor should be able to answer clearly:
- Do you offer a Data Processing Agreement (DPA) between your company and your clients?
- How do you ensure secure data storage?
- What procedures do you have in place for handling data breaches?
- How does the system support technical features for collecting valid consent from attendees?
- Is there functionality in place for attendees to request deletion, anonymisation, or to exercise their “right to be forgotten”?
A vendor who can answer these questions confidently – and show you how it works in practice – is one you can trust with your data and your reputation.
Read more: How to choose the best event management platform – without wasting time or budget
6. Do you continuously develop the platform in line with industry trends?
The events industry is constantly evolving, and your event management platform should evolve with it. If you want a system that will still meet your needs and provide a great user experience five or ten years from now, ongoing development is essential.
Before choosing a solution, find out whether the vendor is actively improving and upgrading their platform, in line with industry changes and customer feedback. They should also be aware of upcoming trends, new technologies, and regulatory requirements.
Look for a provider you can grow with, so you won’t have to change systems every time your business expands or your needs shift. A future-ready partner helps ensure long-term value from your investment.
7. Can multiple users access the system and easily take over when needed?
Planning and delivering an event is rarely a one-person job. That is why it is essential that everyone involved has access to the platform, or can easily share and retrieve information from it.
Here are a few key factors to consider:
- How easy is it to share real-time updates and information with others?
- Is the platform accessible on all types of devices, including tablets and smartphones?
- Is there a mobile app available?
- Is the system user-friendly enough that everyone is willing and able to use it?
- Can multiple users work in the system at the same time?
The easier it is for your team to collaborate using the solution, the smoother your event planning will be, especially when someone needs to step in and take over at short notice.
8. Is it easy to share information from the platform with external partners?
Events often involve a number of external partners, and many of them need access to participant information. That’s why your event management platform should make it easy to share data with others in a secure and controlled way.
A good platform will allow you to create custom links to reports, which you can then distribute to suppliers, partners, or team members who need access. This ensures that everyone is working from the same up-to-date information, whether it is the list of attendees who need hotel rooms, those with dietary requirements, or any other relevant details.
By giving partners access to exactly what they need – and nothing more – you save time, reduce misunderstandings, and make collaboration smoother for everyone involved.
9. Can we use the platform on mobile devices?
A good event management platform should offer both you and your attendees a dedicated mobile app, giving you full visibility and control of your event right from your phone.
Being able to access the system on mobile makes it much easier to manage your event wherever you are. You don’t have to wait until you are back at your desk, you can view up-to-date information about all your events, attendees, and key details directly through the app, even while on the go.
For example: Just before leaving the office, you sent out invitations for a major event. Now you are at the grocery store wondering how many people have signed up so far. A quick swipe on your phone, and you get the answer instantly!
In a nutshell: How to pick the perfect event management platform
When choosing the right event management platform, it is important to carefully assess your organisation’s specific needs. These should be weighed against the features offered by each solution, to ensure the cost is aligned with the value you will actually gain.
Remember, a good event platform is about more than just functionality. By selecting a serious, market-leading Nordic vendor that understands your needs and offers hands-on onboarding and continuous support, you can be confident that your organisation will get the maximum return on investment – both now and in the long run.
