Buyer’s Guide & Top Platforms

Enterprise events are too important to be run on software that just “checks the boxes.” You need an event management platform that makes every conference, roadshow, or field event run like clockwork and deliver measurable ROI.

It’s a tall order, and there’s no shortage of event planning tools out there. But not all solutions are built for enterprise scale. 

That’s where the Gartner® Magic Quadrant™ comes in. One of the most respected technology evaluators, Gartner positions vendors across four categories (Leaders, Challengers, Visionaries, and Niche Players) based on Ability to Execute and Completeness of Vision.

This guide is informed by recent Gartner research. We’ve narrowed the field to the top event platforms so you can compare strengths, limitations, and pricing models to confidently build your event management software list.

Explore the leading event management platform.

Gartner objectivity disclaimer
Gartner does not endorse any vendor, product, or service depicted in its research publications, and does not advise technology users to select only those vendors with the highest ratings or other designation. Gartner research publications consist of the opinions of Gartner’s research organization and should not be construed as statements of fact. Gartner disclaims all warranties, expressed or implied, with respect to this research, including any warranties of merchantability or fitness for a particular purpose.

4 best event management platforms for 2025

• Bizzabo: Best for organizations that prioritize innovation, scalability, and audience insights across the event lifecycle.
• Cvent: Best for organizations that need niche features and are comfortable managing a complex tech stack.
• RainFocus: Best for organizations with the developer resources for advanced configuration and setup. 
• vFairs: Best for organizations running job fairs or events in the higher education space.

Bizzabo

Overview

Bizzabo is a Leader in the Gartner Magic Quadrant, a testament to its product vision and execution. Bizzabo stands out with its Klik SmartBadge™, which enhances in-person engagement and real-time data capture. Bizzabo’s registration system integrates natively with leading CRM and marketing automation tools, streamlining attendee management and campaign performance tracking. Gartner underscores Bizzabo’s focus on innovation, transparent pricing, and commitment to elevating the attendee experience.

AI features and roadmap

Unlike platforms that bolt AI onto legacy systems, Bizzabo is making AI the core of its Event Experience Operating System. Gartner highlights Bizzabo’s AI-centric roadmap, with plans for agentic AI to power sponsor matchmaking, AI session recommendations, content repurposing, and automated agenda creation.

Limitations to consider

While Bizzabo is a horizontal platform designed for a broad range of industries, organizations in highly regulated or specific verticals may want to request customer references to validate fit.

Pricing model 

Annual subscription model that supports unlimited events. This eliminates per-registration costs, giving event teams better financial predictability, which is especially valuable for organizations with high event volumes.

Best for you if…

Choose Bizzabo if you’re looking for a unified platform to run flagship conferences, field marketing series, webinars, or internal team gatherings. Bizzabo has baked-in engagement tools, deep system integrations, and a predictable cost structure. It’s ideal for organizations prioritizing innovation, scalability, and audience insights across the event lifecycle.

Cvent

Overview

Cvent is also a Leader in Gartner’s Magic Quadrant, offering a wide-ranging platform that’s grown even bigger through acquisitions like Splash, iCapture, and Jifflenow. These moves have added more tools for event websites, lead capture, and hosted buyer programs.

AI features and roadmap

Cvent offers AI for agenda building and content creation, but lacks AI for reporting or in-event attendee assistance.

Limitations to consider

• Since Cvent has expanded through acquisitions, some users find the platform complex and fragmented.
• Pricing can be hard to predict, combining an annual license fee with per-registration costs. 
• Customer support is also inconsistent, with varying coverage across product lines.

Pricing model

Annual license plus per-registration fees for certain product lines.

Best for you if…

Choose Cvent if you need a niche feature that other providers may not offer and are comfortable managing a complex tech stack.

Compare Bizzabo and Cvent.

RainFocus

Overview

RainFocus is another Leader in the Gartner Magic Quadrant, known for its strengths in real-time analytics, predictive insights, and advanced reporting. It’s built for data-driven teams that want deep visibility into attendee behavior.

AI features and roadmap

RainFocus has rolled out AI features like reporting, sentiment analysis, session recommendations, and chat moderation.

Limitations to consider

• Pricing can get complicated with add-ons.
• Long implementation timelines that require custom development. 
• The platform is primarily focused on North American enterprises, so global teams may want to request customer references to validate fit.

Pricing model 

Core platform with paid modules for things like exhibitor tools, lead tracking, and integrations.

Best for you if…

Choose Rainfocus if you’re looking for powerful analytics and custom solutions – and have the development resources for advanced configuration.

vFairs

Overview

vFairs is a Leader in the Gartner Magic Quadrant. vFairs stands out for hybrid events in career fairs, trade shows, and higher ed. It also supports ticketing and payments through Stripe and PayPal. 

AI features and roadmap 

vFairs has announced plans to add AI features like an event site builder, registration form builder, and event launchpad. It is also developing an AI feedback tool for calls for presentations and abstracts, but these capabilities are not yet available.

Limitations to consider

• vFairs has limited self-service options. Users express frustration about having to rely on support for backend changes, such as graphic updates.
• Custom reporting is limited; you’ll likely rely on data exports and CSV files. 

Pricing model

Per-event or bundled packages, with extra fees for integrations and payment gateways.

Best for you if…

Choose vFairs if you’re running industry-specific events like career fairs or higher ed conferences and want a focused hybrid solution.

2025 buyer’s guide: how to choose the best event management software

Define your event mix and scale

Flagship conferences, webinars,  roadshows, and field events all have different needs, but you shouldn’t have to juggle multiple event planning tools. The right event management platform brings it all together, combining features like:

See our conference planning guide to understand how to align tools with your event strategy.

Prioritize integration depth

Enterprise organizations run on big tech stacks where everything needs to work together. Deep integrations with martech and go-to-market platforms ensure that everyone has access to the event data they need when they need it. Forward-looking organizations might also consider an event platform that has a Model Context Protocol (MCP), which allows AI models to communicate securely with external platforms and data sources.

Evaluate attendee engagement features

Attendees should always feel connected to your event community, whether they’re in-person or online. Look for platforms with attendee engagement features like matchmaking, meeting scheduling, and personalized content in a mobile event app. 

For virtual audiences, prioritize tools that enable live chat, reactions, and applause to keep energy high. Learn more in our event technology guide.

Consider hybrid and virtual needs

Hybrid event solutions and virtual event platforms expand your reach beyond the room. Plan for how you’ll gather feedback and engage remote audiences in real time. And don’t forget on-demand access; it extends the life of your content and keeps audiences engaged well after the event ends. Explore more on our virtual events page.

Map pricing to usage

Compare per-registration, per-event, and per-user models against your event portfolio size and goals. Keep in mind that per-registration pricing can be harder to forecast, especially if actual attendance exceeds your expectations.

Check sponsor and exhibitor tools

Advanced sponsorship and exhibitor management tools streamline the partner experience and increase revenue potential.

If you want to get deeper, download our free Event Management Software Buyer’s Guide to get access to a customizable vendor matrix template, implementation checklist, total cost of ownership calculator, and more!

FAQs about choosing event management software

What Bizzabo features help support enterprise-scale events?

Enterprise-grade platforms must go beyond the basics to support scale, data, and engagement. Bizzabo supports your team by:

• Enabling customizable and scalable registration for global audiences
• Delivering real-time dashboards for event performance reporting
• Connecting seamlessly with your existing tech stack 
• Driving deeper attendee engagement with robust interaction features
• Providing 24/7/365 global support
• Offering a range of onsite solutions
• Ensuring industry-leading security, compliance, and stability

See how Bizzabo powers enterprise events at scale

How do I compare Bizzabo’s pricing with other event management software pricing models?

Several event management platforms offer per-registration pricing, which is difficult to forecast. Bizzabo, on the other hand, offers simple, scalable pricing with extensive out-of-the-box functionality and a range of premium add-ons. There is no free plan, but get in touch with us for a full demo and personalized quote. 

View pricing details and request a personalized demo 

Which event management platforms offer the strongest CRM and Martech integrations?

Since Bizzabo is an open platform, we’re well-known for CRM and martech integration depth and customization. Native and open API integrations allow you to:

• Sync attendee and engagement data instantly
• Trigger personalized marketing workflows
• Report event ROI directly in your CRM
• Share data with sales and marketing teams in real-time

See how marketing and CRM integrations work with Bizzabo.

How can Bizzabo improve attendee engagement and networking at large-scale events?

Bizzabo boosts attendee engagement and event networking with several tools. Standout features include:

• Interest-based matchmaking
• Built-in 1:1 chat and meeting scheduling in the mobile app
• Klik SmartBadges™ for contactless connections between attendees, sponsors, and exhibitors
• Engagement data and heatmaps for organizers

Explore how to make event networking seamless

Can Bizzabo handle both large conferences and smaller field events?

Yes. Bizzabo adapts to events of any size and format, whether you’re planning a flagship conference or executive dinner. Bizzabo helps you by:

• Scaling tools and services to fit your goals
• Allowing flexible feature customization
• Supporting both DIY and premium onsite support
• Providing analytics for both large and small events

See how Bizzabo scales with your event strategy