Questions to Ask Event Management Software Vendors: 50-Question Evaluation Checklist

1. 1

   Write Down Your Workflows

   List the tasks your team repeats for every show, such as drawing the floor plan, selling booths, chasing exhibitor forms, registration and check-in, and mark each as must-have or nice-to-have.

2. 2

   Choose the Questions That Matter

   Pick the groups below that match your must-haves and delete the rest. Send the same questions to every vendor before their demo.

3. 3

   See It, Don't Hear It

   Ask vendors to show answers in the product during the demo rather than on slides, using your floor plan or a similar one if possible.

4. 4

   Score and Check References

   Score every vendor on the same table, get pricing and contract terms in writing and call references who run a similar event.

If procurement needs a formal process, put these questions into the event RFP template. For a side-by-side view of the market, see the best event management software roundup.

Floor plan and booth sales (10 questions). These matter most for trade shows, expos, markets and festivals that earn revenue from space. See what event floor plan software should do before you compare vendors.

1. Can we draw our own floor plan to scale over the venue's drawing, or do you build it for us?
2. How do we change the layout after booths are sold, and what do exhibitors see when we do?
3. Can exhibitors pick and pay for a booth on the map themselves, and can we require approval first?
4. How are booth types, sizes, prices and premiums for corners or islands set up?
5. Can we hold or reserve booths for sponsors, returning exhibitors or a waitlist?
6. How are deposits, balances and payment plans handled at checkout?
7. Can we sell add-ons such as electrical, furniture or sponsorships with the booth?
8. Does the system check the plan for overlaps, blocked exits or duplicate booth numbers?
9. Can we export the floor plan at high resolution for the venue, fire marshal and contractor?
10. How does the public map work on a phone, and can attendees search it by exhibitor or category?

Exhibitor management (7 questions). For more on what to look for, see exhibitor management software.

1. What does an exhibitor see after booking, and do they need a separate login for each show?
2. Can we publish documents such as the manual, service kit and schedules to every exhibitor?
3. How do we collect forms, certificates of insurance and other uploads, with due dates?
4. Can we see which exhibitors haven't completed their tasks and message only them?
5. How do exhibitors add booth staff, and how does that connect to badges?
6. Can exhibitors edit their own directory profile, logo and categories?
7. How do rebooking for next year and returning-exhibitor priority work?

Payments (5 questions)

1. Which payment gateways do you support, and can we use our existing merchant account?
2. Can exhibitors pay by ACH, check, wire or invoice as well as card?
3. Do you add a transaction or platform fee on top of the gateway's fees?
4. How are refunds, partial payments and failed payments handled?
5. What payment and outstanding balance reports can our finance team export?

Registration, badges and check-in (6 questions)

1. Is registration included in the price, or a separate product or add-on?
2. Can we create different ticket or registration types with their own prices and questions?
3. How are badges designed and printed, and which printers are supported?
4. Can we print badges onsite on demand, and how many check-in stations can run at once?
5. Does check-in work if the venue's internet drops?
6. How do name changes, substitutions and transfers work, and do they need a reprint?

Mobile app and attendee experience (4 questions)

1. Is there a mobile event app, and is it branded for our event or the vendor's?
2. Does the app show the floor plan, schedule and exhibitor list from the same data we manage?
3. Can exhibitors scan attendee badges for leads, and what does that cost?
4. What sponsor visibility can we sell in the app, and do sponsors get reporting on it?

Data, security and integrations (6 questions)

1. Who owns the exhibitor and attendee data, and can we export all of it at any time, in what format?
2. What happens to our data if we stop using the product?
3. How are user roles and permissions set, so staff only see the shows and data they need?
4. What security documentation can you share, and how do you handle a data breach notification?
5. Which CRM, marketing or accounting tools do you integrate with, and how: native, through a connector, or by CSV?
6. Is there an API, and is it included or extra?

Pricing and contract (6 questions)

1. How is pricing calculated: per event, per year, per booth, per attendee or per module?
2. What exactly is included in the quoted price, and what is extra?
3. Is there a free plan or trial, and what can and can't we do on it?
4. What is the contract length, and what are the renewal and cancellation terms?
5. Do prices change if our show grows, and is there a cap on increases at renewal?
6. Are setup, onboarding or onsite support charged separately?

Support and onboarding (6 questions)

1. Who will set up our first show, and how much of it do we do ourselves?
2. Will we have a named contact, and how do we reach support during show week and on weekends?
3. Is there a help center we can read before signing?
4. How do exhibitors get help with their portal, and does that go to you or to us?
5. How long does a typical first show take to set up for an event our size?
6. Can we speak with two references who run a show like ours?

• A feature is promised on the roadmap but can't be shown today
• Pricing is only given verbally, or the quote leaves out modules you need
• No clear answer on exporting your own data
• Multi-year terms required with no exit for a single event
• References run a very different kind of event from yours

If your show sells booths, compare vendors on the trade show work first; trade show management software explains what that covers, from the floor plan to exhibitor deadlines.