6 Best Event Registration Software for 2025: Compared & Ranked

Your registration platform isn’t just about collecting names and processing payments. It’s the first impression your attendees get of your event. It’s the foundation for your post-event follow-up. And if you’re running B2B events, it’s often the bridge between your marketing spend and actual sales pipeline.

You need more than just a sign-up page. You need:

• Scalability for hundreds or thousands of attendees
• Professional branding that reflects your company’s image
• Integrations with CRM and marketing tools
• Data and analytics for post-event insights

That’s why we put together this comparison-driven guide. Instead of just naming tools, we’ve broken each one down by:

• Key features (what it does best)
• Pros and cons (realistic view)
• Best for (who should actually use it)

Let me walk you through six platforms that take very different approaches to event registration. I’ll be honest about what each does well and where they fall short, because the “best” platform entirely depends on what kind of events you’re running and what keeps you up at night.

If you’re short on time, check the comparison table below:

Comparison at a glance

Most registration platforms optimise for volume, sell as many tickets as possible, process payments, and send confirmations. That works for public conferences. But if you’re hosting an industry event, volume is irrelevant. 

What matters is whether stakeholders from your target accounts actually show up, and whether your sales team can act on that attendance.

Invitedesk solves one significant challenge: helping sales and marketing collaborate on getting high-value guests to attend, then feeding that data directly into your sales workflow.

 

What Invitedesk Actually Does

Let’s look at some core Invitedesk features:

1. One central guest list instead of multiple spreadsheets

With Invitedesk, your marketing team owns the master guest list and manages branding. The platform stands out because sales teams can see all invited contacts from their accounts, get notified when prospects open invitations, and flag high-priority guests.

Everyone can see the real-time status of each attendee, including:

• Invited
• Opened
• Registered
• Declined
• Checked in

 

2. Send invitations that actually get opened

Invitedesk sends invitations directly from each guest’s assigned account manager, not a generic email address. 

You set up a branded template once, using merge fields for personalisation, such as guest name, account manager name, and any relevant details. The system then automatically personalises and sends the invitations.

What makes Invitedesk unique is that, for international events, you can create templates in multiple languages, and Invitedesk will send each guest the version that matches their preferred language in your CRM.

 

3. Get post-event data that supports sales follow-up

Invitedesk automatically syncs detailed event data back into your CRM, everything from when invitations were sent and opened, to registrations, check-ins, and even event feedback.

For you as an event manager, that means no more exporting spreadsheets or manually matching lists after the event. 

For your sales team, it means they start the next day with a clear picture of who attended and how they engaged. Follow-ups can be personalised and timely, referencing actual event interactions rather than relying on memory or incomplete records.

The result is less admin for you, smoother handoffs to sales, and follow-ups that feel informed rather than generic — which can improve conversion and strengthen relationships.

Explore pricing and features to see if Invitedesk fits your needs.

 

4. Simple check-in and badge printing options

The platform makes check-in easy. You can use the Frontdesk feature on a phone, tablet, or computer to check guests in manually, or use the ScanApp to scan tickets with a phone, scanner, or webcam — no extra hardware needed.

Badge printing is just as simple. You can create badges in different formats, like A4 or custom badge designs, so guests get exactly what they need without slowing things down.

 

Pros

• Marketing and sales share one master guest list in Invitedesk, avoiding duplicate work.
• You use your event budget more effectively by prioritising high-value prospects.
• Invitedesk automatically matches invitations to the right account managers for better targeting.
• The system manages guest tiers so your limited capacity is filled with decision-makers who matter most.
• After the event, sales get instant access to enriched attendee data — including who opened invites, registered, and attended — without manual work.

 

Cons

• If you’re a solo organiser who runs one-off small events without a sales or marketing team, InviteDesk might be overkill.
• InviteDesk is primarily designed for professional B2B teams, not for casual community meetups.

 

Pricing

• Plus: Starting at €211/month (based on 1 user and 10 events).
• Premium: Starting at €265/month (based on 1 user and 10 events).
• Platinum: Starting at €392/month (based on 1 user and 10 events).
• Single Event: From €1,200 for Plus, €1,500 for Premium, and €2,280 for Platinum.

 

See how Invitedesk can simplify your next event, book a demo. 

 

2. Swapcard

You know those events where you wander around awkwardly, trying to figure out who to talk to? Swapcard is basically built to avoid that.

It’s not just about ticketing or registration. The main thing it does is matchmaking — using AI to look at attendee profiles and suggest who might be a good fit to meet. So instead of crossing your fingers and hoping people connect, the system nudges them in the right direction.

 

Key features

• Matchmaking — It suggests connections based on shared interests or goals. Think of it like a very organised event buddy.
• Interactive content — Live polls, Q&A, things that make sessions more of a conversation than a lecture.
• Lead capture — Tracks behaviour like who visited which booths or which sessions someone joined.
• Post-event reports — Gives you a breakdown of what worked and who engaged most.
  

 

Pros

• It’s easy to use without a big learning curve.
• It gives structure to networking instead of leaving it to chance.
• It’s fairly reliable even for large crowds.

 

Cons

• Limited control over branding — you work with templates more than custom designs.
• Chat tools sometimes glitch during events.
• Less flexible if your event needs unusual workflows.
• Pricing isn’t transparent.

 

3. Eventbrite

Chances are you’ve already used Eventbrite as an attendee — buying tickets for a workshop, concert, or charity event. That familiarity is one of its biggest strengths.

Eventbrite is built for high‑volume ticketing where speed and simplicity matter more than deep engagement tools. If you need to sell hundreds of tickets quickly without fussing over payment setups or complicated configurations, it’s designed to make that easy.

 

Key features

• Quick event setup — A streamlined process gets your event live in minutes, no long onboarding or complicated configuration. You could do it during a lunch break.
• Integrated payment processing — Handles credit card transactions and payouts so you don’t need to set up merchant accounts or deal with payment issues.
• Mobile ticketing & check‑in — QR codes and a mobile app make entry faster and smoother. Think cutting check‑in time by up to 70%.
• Event discovery — Events are listed in Eventbrite’s public directory, so attendees browsing the site might find yours organically.

 

Pros

• It’s quick and simple to get going.
• No costs for free events.
• The brand is trusted — attendees recognise it and feel safe buying tickets.

 

Cons

• Fees add up if you sell a lot of tickets. Those extra costs can impact conversion.
• Features are basic — no advanced networking, lead capture, or complex workflow tools.
• Limited customisation — you work with standard templates, so unique branding can be a challenge.

 

Pricing

Free Tier — Publishing and managing free events costs nothing for you or your attendees.

Paid Events — Service fee plus 2.9% payment processing fee per order. You choose whether to absorb this or pass it to ticket buyers.

Eventbrite Pro — Optional subscriptions if you need enhanced support and increased marketing capacity:

• Pro 2K: $15/month (up to 2,000 emails/day)
• Pro 6K: $50/month (up to 6,000 emails/day)
• Pro 10K: $100/month (up to 10,000 emails/day)

 

What Others Say

G2 gives it 4.3/5, Capterra 4.6/5. Users consistently confirm it delivers exactly what it promises: reliable, straightforward ticketing for events where getting people registered and through the door matters more than complex engagement analytics or deep CRM integration.

 

4. Zoho Backstage

If your company already uses Zoho CRM or other Zoho tools, Zoho Backstage is worth a closer look. The real draw isn’t just that it’s an event platform—it’s how well it plugs into Zoho’s ecosystem. For teams already in Zoho, attendee data flows straight into the CRM, marketing automations trigger without manual work, and CSV exports become a thing of the past.

Zoho Backstage is pitched as full event lifecycle management. That means it covers virtual, hybrid, and in‑person events, with tools for everything from ticketing to post‑event analysis. But its biggest strength is the seamless integration with other Zoho products. If you’re not using Zoho elsewhere, some of those benefits won’t matter as much.

 

Key features

• Unified website & ticketing builder — Build your event site, handle registrations, and process payments all in Zoho without stitching together separate tools.
• Native CRM integration — Registration and attendance data sync automatically with Zoho CRM, so your attendee records update in real time without manual exports.
• Exhibition & sponsorship management — Portals let exhibitors update booth details and sponsors view lead data without endless email threads.
• Certificate builder & automation — Automatically generate and send completion certificates based on attendance rules. Useful if you run training or professional development events.
• Virtual event integration — Built‑in Zoom support with single sign‑on and auto‑syncing registration. No messy juggling of links or lists.

 

Pros

• Truly all‑in‑one event management.
• Deep integration for Zoho users.
• Transparent pricing tiers that make budgeting easier.

 

Cons

• The strongest benefits rely on using Zoho’s ecosystem.
• Some tools lack the depth of more specialised platforms.
• The platform is aimed at mid‑market organisers, so it may not scale perfectly for very large or complex portfolios.

 

Pricing

FREE — Permanent free tier available

ESSENTIALS — $119/month

PREMIUM — $249/month

That’s it. No hidden fees, no “contact sales for pricing,” no surprise charges when you hit certain usage thresholds.

 

What Others Say

The combination of transparent pricing, extensive features, and deep Zoho integration appeals strongly to mid-market users who value predictable expenses and holistic data management over proprietary customisation or specialised excellence in one specific area.

 

5. vFairs

vFairs is a virtual event platform focused on immersive 3D environments and strong branding. It has a reputation for complexity on the backend but ranks highly for customer support. This combination shapes what you’re actually getting: a feature‑rich virtual event solution supported by dedicated assistance.

 

Key features

• Immersive virtual environments — Customisable 3D event spaces including lobbies, exhibition halls, and networking lounges.
• Advanced reporting & analytics — Detailed data on attendee behaviour, booth visits, and session participation.
• Multi‑device accessibility — Desktop, mobile, and tablet support, with attendees able to switch devices during events.
• Custom branding tools — Options to tailor event visuals to brand identity guidelines.

 

Pros

• High satisfaction for customer support, with many users noting proactive problem-solving and availability during live events.
• Strong branding and customisation options.
• Consistently high user ratings (4.7/5 from 14,000+ reviews).

 

Cons

• Backend interface can be difficult to navigate; reported as unintuitive by multiple users.
• Steep learning curve requiring training or ongoing support.
• Mobile and desktop versions have inconsistencies, and some check‑in processes require troubleshooting.

 

Pricing

Custom pricing—you’ll need to request a demo to get a quote. The opaque model reflects that you’re buying extensive professional services and bespoke environment customisation, not just software access.

Expect this to cost more than self-service platforms, because you’re paying for guaranteed execution and hands-on support throughout your event lifecycle.

 

What Others Say

Here’s the honest summary: despite legitimate complexity and usability criticisms, the 4.7/5 overall rating tells you that exceptional customer support successfully compensates for technical challenges. Users are purchasing guaranteed event success, leveraging the support team to navigate the platform’s steep learning curve.

If your event absolutely cannot fail—if you’re hosting your company’s flagship virtual conference or a high-visibility hybrid event where technical issues would be catastrophic—vFairs positions support as insurance, not just assistance.

 

6. Bizzabo

What You’re Getting Into

Bizzabo calls itself the “Event Experience OS”. It’s an enterprise-grade event platform designed for large-scale, complex events where integrated registration, marketing, analytics, and multi-event management are priorities. It is feature-rich but also complex, with a higher technical barrier to entry.

 

Key features

• Unified registration & payment processing — Centralised ticketing, payment collection, and refunds within one interface.
• Advanced email automation — Triggered communications based on attendee behaviour, registration status, and session selection.
• Configurable event websites — Deep branding and layout customisation through HTML and CSS.
• Multi-event management — Support for managing multiple events concurrently from a centralised dashboard.
• AI text generation — Tools for generating event descriptions and marketing copy.

 

Pros

• Comprehensive integration of event management features, reducing the need for multiple separate tools.
• Extensive branding customisation for organisations with strict brand guidelines.
• Strong support for multi-event management, with high user satisfaction for scalability.

 

Cons

• Steep learning curve and technical complexity, requiring dedicated staff or agency support.
• Integration setup can be challenging, especially with external tools like HubSpot.
• Mobile functionality is limited compared to desktop.
• Advanced reporting requires technical expertise to leverage effectively.

 

Pricing

This is enterprise-only pricing, and it’s designed to reflect that:

Estimated Annual Base Cost — Approximately $17,999/year starting point

Per-User Scaling — Around $5,988/year per user, excluding setup fees

This pricing structure confirms you’re looking at a platform for large organisational budgets that scales based on how many internal team members need access.

 

What Others Say

Users praise comprehensive event management capabilities and flexibility. However, the TrustRadius score of 6.2/10 reflects substantial feedback about complexity, steep learning curves, and the technical assistance required for managing integrations and reporting effectively.

The pattern is clear: Bizzabo delivers enterprise-grade capabilities but extracts a cost in implementation difficulty and ongoing maintenance expertise. If you have the resources and really need everything it offers, it’s powerful. If you’re hoping for simplicity, look elsewhere.

 

So Which Platform Should You Actually Choose?

Here’s how I’d make this decision if I were in your shoes:

Go with Invitedesk when you’re running exclusive B2B client events where the quality of attendees directly impacts sales pipeline. Best for: Industry-specific events where you need sales and marketing aligned on who gets invited.

Go with Eventbrite when you need to start selling tickets tomorrow, you’re targeting consumers, and you value widespread trust and simplicity over sophisticated features. Best for: workshops, fundraisers, community events, any scenario where “just make registration work quickly” is the requirement.

Go with Bizzabo when you’re enterprise-scale, you have development resources, and you need deep customisation for complex multi-event programs. Best for: large annual conferences, corporate event series, situations where you’re willing to invest in implementation complexity to get exactly the functionality you need.

Go with vFairs when you’re hosting high-stakes virtual or hybrid events and you prioritise guaranteed execution through dedicated support over self-service convenience. Best for: flagship virtual conferences, hybrid events where technical failure would be catastrophic, any situation where you’d rather pay for peace of mind than figure it out yourself.

Go with Zoho Backstage when you’re already using Zoho CRM or marketing tools and you want predictable costs with seamless data integration. Best for: mid-market companies in the Zoho ecosystem, organizations prioritising unified data management and transparent pricing over specialised features.

Go with Swapcard when attendee networking and professional connections are your primary success metrics, and you value an intuitive user experience. Best for: professional conferences, trade shows, industry events where “who you meet” matters more than “what you learn.”

The real question isn’t “which platform is best?” It’s “which platform solves my specific problem without creating new ones?”

 I hope this guide helps you answer that.