Helpful information for event managers.
Discover exciting articles about the implementation of unforgettable events.
Professional event marketing requires the right event software. Searching for a suitable event tool can be time-consuming. That’s why this guide shows you how to professionally identify the right event management platform for your organisation – from the first key questions to the final selection of a provider.
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Event marketing is a key part of the marketing mix for many companies. According to a 2018 study by Harvard Business Review Analytic Services, 54% of surveyed B2B companies reported a higher ROI from events than from other marketing channels. Events offer unique opportunities for customer retention, brand positioning and lead generation – especially at a time when personal experiences and in-person encounters are becoming increasingly valuable.
Despite this strategic relevance, many organisations still rely on tools not designed for professional event marketing. Excel spreadsheets, manual processes and disconnected systems lead to inefficiencies, error-prone workflows and a poor user experience – both for event managers and participants.
As part of the digital transformation, more and more organisations are now evaluating the introduction of professional event software. This guide is designed to help you save time, gain clarity and structure your evaluation process efficiently and sustainably. As the provider of the all-in-one event management platform Oniva, we understand the needs of modern organisations and are happy to share our experience.
Before you dive into specific tools or providers, it’s essential to clarify your internal conditions and goals. The following questions will help you create a solid requirements profile:
Answering these questions requires some initial effort – but will save you time and resources later. The more precisely you define your requirements, the easier it becomes to evaluate, implement and use the right platform successfully in the long term.
For larger organisations especially, the evaluation of software solutions is often structured around a requirements catalogue (sometimes called a ‘specification document’). This can be broken down into the following components:
Group your requirements into “Must-have”, “Should-have” and “Nice-to-have”. Use a numeric scoring system from 0 (not met) to 3 (fully met). Providers can also indicate whether missing features can be implemented via customisation.
Use the insights from your preliminary questions to clearly describe your current situation. This transparency helps providers better understand your needs and provide tailored proposals.
Compare providers objectively – based on company size, reference projects, ISO certifications, hosting locations (e.g. Switzerland) or sustainability practices.
List your key use cases and related features – from event invitations and registration to communication and payment integration. Prioritise each function and categorise it as “Must”, “Should” or “Nice-to-have”.
These include data protection, system availability, support hours, user-friendliness, accessibility (e.g. WCAG 2.1), and hosting standards. Pay special attention to data storage locations and certifications (e.g. ISO 27001).
A modern event platform needs to do more than just manage guest lists. Events come with unique challenges that other software rarely addresses. Below is an overview of specific features that your event software should support:
Intuitive interfaces are essential – especially when users only organise events occasionally. The easier the tool is to use, the more widely it will be adopted.
You should be able to consistently apply your brand identity – from logos, fonts and colours to a custom domain and sender email address for all guest communication.
Breakout sessions, exclusive bookings, capacity limits, waiting lists or ticket categories? Your event platform should handle a wide range of registration scenarios – without requiring workarounds.
Fast digital check-in saves time, avoids queues and enhances the event experience. An integrated check-in feature – such as a mobile app with QR code scanning – gives you live stats on attendee presence.
Your software should comply with GDPR and local data protection regulations (e.g. Swiss DSG) and give you full control over your data. Your organisation should own the data, with no reuse for other purposes.
Not everyone should see everything. Role-based access and permission controls (e.g. superusers, editors, viewers) are vital for secure and compliant data access.
Avoid platforms where you risk losing control of your data. You must retain full ownership – with no ads, no data resale.
Event marketing becomes far more efficient when you can automate communications. If you can also personalise them by audience segment, you’ll create a more effective and memorable event experience.
For exclusive events or closed groups, you’ll need access control features (e.g. by invitation only or password-protected registration).
The platform must remain stable even under heavy load. Check whether it’s built to support large-scale business events with thousands of participants.
Once your requirements catalogue is complete, you can begin researching providers and requesting proposals. There are several ways to search for suitable vendors:
When assessing potential providers, consider the following:
Ask for a test account for yourself and others involved in the project. Evaluate usability, adaptability and performance. Oniva, for example, offers full-featured test environments.
Recreate typical events – with registration, communication, check-in and reporting. This will help you see early on whether the software meets your needs.
Begin with a pilot project. This reduces risk and helps convince internal stakeholders. Flexible solutions like Oniva support different event types and organisation sizes – from one-off events to full enterprise rollouts.
Choosing an event management platform is a strategic decision – not a one-off purchase. It’s an investment in efficiency, professional positioning and an enhanced event experience. By preparing thoroughly and defining clear objectives, you reduce risk and pave the way for a successful rollout.
With the right event tool in place, you’ll save time, cut costs and create memorable experiences for your participants. This sets the foundation for sustainable success in event marketing – today and in the future.
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The 2m2c - Montreux Music and Convention Centre is a multi-purpose exhibition center on the shores of Lake Geneva. Known for the Montreux Jazz Festival, the location offers space for up to 1,500 participants for congresses. Even after the ongoing renovation until 2025, the location will remain known for its unique atmosphere and views.
The Beaulieu Congress Center in Lausanne describes itself as a combination of the tried and tested with modernity. Modular rooms offer space for up to 4,700 participants. Thanks to two bus lines, the location can be reached with a direct connection from Lausanne's SBB train station.
Better known as a trade fair location, Bernexpo will be offering new, different rooms for conferences in the federal city of Bern from 2025. The new construction of the "Festhalle" will create interesting possibilities with a capacity of up to 1,300 guests in one hall.
With five spacious halls and 25 conference rooms, the Congress Center in Basel offers many possibilities for a wide variety of events. In addition to its central location in Basel's city center, the congress location has the advantage of being directly connected to the exhibition grounds, making it the largest congress center in Switzerland in terms of space.
The Convention Center (Kongresshaus) Zurich describes itself as the newest congress center of its kind in Switzerland. It is located directly on the shores of Lake Zurich and, thanks to its flexible room layout, offers options for a wide variety of event types and parallel break-out sessions for up to 4,500 participants. A breathtaking panorama on the terrace offers ideal conditions for relaxing breaks.
The Lucerne Culture and Convention Center is located in central Switzerland on the shores of Lake Lucerne and offers space for conventions with up to 2,815 participants. Numerous break-out rooms offer the opportunity for parallel sessions. The concert hall is known worldwide for its outstanding acoustics and is therefore ideal for a musical show to round off a conference.
This classic venue in the federal city of Bern is the largest cultural and congress center in the region to date and offers 28 rooms for conferences. The "Arena", the largest hall, can accommodate up to 1,357 guests.
Known for the International Motor Show, Palexpo offers eight conference rooms of different sizes with a maximum capacity of 2,500 participants. The venue, which has been established for many years, underwent a further expansion in autumn 2023, adding 12 new conference rooms to its offering.
The SwissTech Convention Center in Ecublens is one of the largest convention centers in the Lake Geneva region. It can accommodate 3,000 participants in up to three halls. The less than ideal accessibility is compensated for by a modern and impressive auditorium.
"The Hall" in Zurich Stettbach offers around 2,000 square meters of space for congresses and conferences with up to 3,051 seats. The adjoining room can accommodate up to 500 guests for break-out sessions. "The Hall" is located right next to Stettbach railroad station and can therefore be reached from Zurich in a short time.
ACO Hospitality in Büdelsdorf features the ACO Academy, a modern conference centre with eleven high-quality rooms, ideal for congresses and specialist seminars. The adjacent exhibition hall, covering 2,900 m², enables the hosting of large-scale events such as trade fairs and exhibitions. Its open architecture, featuring large glass surfaces, creates a comfortable atmosphere for up to 2,000 attendees, supported by top-tier audio and video technology.
Arena Berlin is a versatile event venue in the Alt-Treptow district of Berlin, perfectly suited for congresses. The listed site comprises six indoor and outdoor locations, including the impressive 6,500 m² Arena Hall, which can accommodate up to 9,000 people with its free-span roof structure. Thanks to its flexible space design and modern infrastructure, Arena Berlin offers optimal conditions for congresses, trade fairs, and conferences.
The CCD Congress Center Düsseldorf is a state-of-the-art convention centre with a total capacity of up to 7,500 people and 41 modular rooms that can be combined as needed. Its central location in Düsseldorf, just 3 km from the airport, and excellent transport links make it an ideal venue for national and international congresses.
The CCH – Congress Center Hamburg is one of Europe's most modern and largest congress centres, offering flexible spaces for events with up to 12,000 participants. With top-class event technology, sustainable design, and a central location in Hamburg, the CCH provides optimal conditions for international congresses and conferences. Its excellent transport connections, extensive service offerings, and proximity to hotels and cultural attractions make it a premier choice for organisers.
The CCP CongressCentrum Pforzheim offers flexible spaces for congresses, conferences, and events with up to 2,000 attendees, centrally located between Stuttgart and Karlsruhe. With modern event technology, adaptable room concepts, and first-class service, it provides ideal conditions for professional congresses. Its direct connection to hotels and picturesque location on the banks of the Enz River make the CCP an attractive venue in Baden-Württemberg.
The Congress Center Essen offers three congress centres with a total of 28 adaptable spaces, including ten halls and thirteen conference rooms, providing flexible solutions for congresses and conferences of various sizes. Its direct connection to the Grugahalle and exhibition halls allows events for several thousand guests. Each year, around 800 events with a total of 80,000 attendees are held here, demonstrating the centre's versatility and capacity.
The Congress Center Leipzig (CCL) is a premier congress venue, distinguished by its modern architecture, flexible room concepts, and direct connection to the Leipzig Exhibition Centre. With facilities for events of all sizes, high-quality event technology, and a comprehensive service offering, the CCL provides ideal conditions for national and international congresses. Its excellent accessibility and strong ties to science, business, and culture make it a key conference destination in Germany.
The HCC Hannover Congress Centrum is a historic yet modern congress venue with versatile space options for events of all sizes. With state-of-the-art event technology, a sustainable infrastructure, and excellent transport links, it provides ideal conditions for national and international congresses. The combination of historic charm and contemporary facilities makes the HCC a unique event venue in the heart of Hannover.
HALLE MESSE in Halle (Saale) is a versatile event centre, ideal for congresses. With flexible halls and conference rooms that can be individually arranged with seating, stages, and screens, it offers tailor-made solutions for events. Thanks to its modern infrastructure and central location, HALLE MESSE is an attractive venue for successful congresses and conferences.
The ICM – International Congress Center Messe München is a cutting-edge congress venue, distinguished by flexible room concepts, first-class technology, and a capacity for up to 6,000 participants. Directly connected to the Munich Exhibition Centre, it provides ideal conditions for international congresses, conferences, and corporate events. With sustainable infrastructure, top-tier service, and state-of-the-art event technology, the ICM sets new standards in professional event organisation.
The BALLHAUSFORUM at INFINITY Munich is one of the largest event spaces in the Munich area, featuring a 1,340 m² auditorium under an impressive glass dome, providing ideal conditions for congresses and conferences. It offers flexible room configurations for up to 1,400 seated guests in theatre-style seating or up to 2,750 people with 360° tiered seating. The adjoining hotel offers 40 additional event rooms and 439 guest rooms, ensuring seamless integration of accommodation and events.
The Kultur- und Kongresszentrum Liederhalle in Stuttgart combines listed architecture with a modernised conference area, providing an ideal setting for congresses. With 14 flexible meeting rooms and 5 halls accommodating up to 2,100 people, it enables a wide range of events. Its central location in Stuttgart’s city centre, direct hotel connections, and proximity to the Bosch-Areal with shops, restaurants, and bars offer attendees convenience and a variety of leisure options.
Messe Magdeburg is a modern exhibition and conference centre in Saxony-Anhalt, ideal for congresses. With three halls offering a covered exhibition space of 9,000 m² and an adjoining conference centre, it allows for flexible event planning for up to 2,314 people in theatre seating. Thanks to its high-end technical equipment and versatile room layouts, Messe Magdeburg provides optimal conditions for successful congresses and conferences.
Messe Magdeburg is a modern exhibition and conference centre in Saxony-Anhalt that is ideal for congresses. With three halls, which together offer a covered exhibition area of 9,000 m², and an adjoining conference centre, it enables the flexible organisation of events for up to 2,314 people seated in rows. Thanks to its state-of-the-art technical equipment and variable room concepts, Messe Magdeburg offers ideal conditions for successful congresses and conferences.
The Congress Centrum Bremen offers flexible spaces for congresses and conferences of various sizes, with five halls, seven salons, four breakout rooms, and two foyers. Its postmodern architecture and playful details create an inviting atmosphere for professional exchanges. Thanks to its central location in Bremen and direct connection to the Maritim Hotel Bremen, organisers and participants benefit from short distances and a convenient infrastructure.
The Musik- und Kongresshalle Lübeck (MUK) is a multifunctional event venue offering 15 rooms for 10 to 3,500 people, providing diverse options for congresses, conferences, and exhibitions. Its flexible room layout allows for tailored solutions for different event formats. With a total space of 4,000 m² and a capacity of up to 2,000 people, MUK is an ideal location for a variety of events.
The Rheingoldhalle in Mainz is a modern conference centre with a total of 9,000 m² of flexible event space and over 20 meeting rooms, some of which are flooded with natural light and offer views of the Rhine. The largest room, the Kongress-Saal, has a floor area of 1,744 m² and can accommodate up to 2,144 people depending on the seating arrangement. Following its renovation, completed in 2021, the Rheingoldhalle features state-of-the-art technology, sustainable amenities, and flexible room configurations, making it ideal for congresses and conferences.
The RuhrCongress Bochum is a modern event venue in the heart of the Ruhr region, making it an excellent choice for congresses. With its flexible, state-of-the-art spaces, it provides the perfect setting for events of all types and sizes, from business and science to trade fairs. Thanks to its excellent infrastructure, cutting-edge event technology, and well-planned logistics, your vision can be brought to life professionally.
The Schwabenlandhalle in Fellbach, near Stuttgart, is a versatile cultural, congress, and conference centre, ideal for congresses. With a total of nine bright and fully equipped rooms, it offers flexible event spaces for gatherings of all sizes. The largest hall, the Hölderlin Hall, has a floor area of over 1,100 m² and can seat up to 1,400 people in theatre-style seating, making it particularly suitable for large congresses and conferences.
The Tempodrom in Berlin is a multifunctional event venue with impressive architecture, perfect for congresses. Its main space, the Grand Arena, accommodates up to 4,200 guests and features flexible room elements that create adaptable spaces for different event formats, including conferences and congresses. With its central location near Potsdamer Platz and its modern facilities, the Tempodrom offers excellent conditions for successful congresses and events.
The Uber Eats Music Hall in Berlin is a state-of-the-art event hall, ideal for congresses and corporate events. With a standing capacity of up to 4,350 and seating for around 2,250 guests, it offers flexible space solutions for various event formats. The hall features excellent acoustics, optimal sightlines, and cutting-edge event technology, making it a versatile venue for conferences, product presentations, and corporate celebrations.
The myticket Jahrhunderthalle in Frankfurt am Main is one of Europe’s largest private cultural initiatives and offers a variety of congress and conference spaces, including its impressive dome hall and several conference rooms. The dome hall spans 4,800 m² and can accommodate up to 3,000 people, making it ideal for large congresses. Additionally, the venue offers modern technology and flexible space concepts that can be tailored to different event requirements.
Learn more about the possibilities of Oniva for your organisation.
Discover exciting articles about creating unforgettable events.
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