Event management

Event management software for membership associations

The event management platform offers a comprehensive solution that goes far beyond simple event calendars. With advanced features for virtual events, complex conference management, automated ticketing, and seamless integrations, it provides membership organisations with the tools they need to deliver engaging, professional events whilst reducing administrative burden. The platform's flexibility supports everything from simple meetups to large-scale multi-day conferences, making it an ideal solution for associations of all sizes.

Why choose ReadyMembership for your association event management?

All-in-one event management

Organise, promote, and deliver a portfolio of events, from small member workshops to large annual conferences, without switching between multiple tools.

Seamless member experience

Members can easily register, pay, and participate in events, with their event history and preferences automatically tracked in your AMS.

Flexible event types

Host in-person, virtual, and hybrid events, all managed from the same admin - ideal for professional associations, trade organisations, and membership bodies.

Our events involve incredibly complex stakeholder management with multiple contacts across each member organisation. With ReadyMembership we can capture and maintain these specific relationships, so we know exactly who handles what, ensuring we're communicating with the right person for the right purpose.

Megan Flower

Caravan Industry Victoria, Membership & Partnership Manager

This year, I really enjoyed organising the event because it allowed me to bring the community together in a meaningful way. With more resources and support available, I felt confident in making the experience engaging and accessible for everyone.

Heritage Open Days organiser

Deep dive into the event features

Interactive event calendar

Display upcoming events with a clean, filterable event calendar, making it easy for members to find and register for relevant sessions. ReadyMembership's Eventfolio goes well beyond just an event calendar, allowing you to sell tickets, manage capacity, email attendees and even run live virtual events from simple meetups to full-scale multi-day conferences.

Key capabilities:

Advanced filtering and search functionality
Integration with your website's main navigation
Mobile-responsive design for on-the-go access
Seamless integration with your CRM system

Virtual event management

Create and deliver fully branded online events and conferences directly on your association's website, with integrated virtual meeting tools. ReadyMembership offers comprehensive webinar integration capabilities with both Zoom and GoToWebinar platforms.

Advanced virtual features:

Zoom Webinar integration: Complete end-to-end solution from event setup to attendance tracking based on delegate engagement duration
Automated registration sync: All bookings sync automatically between ReadyMembership and your chosen platform
Individual join URLs: Each delegate receives a unique webinar URL for secure access
Attendance tracking: Monitor engagement through time spent in webinar sessions
Practice sessions: Enable hosts and panelists to test setup before attendees join

Sponsor & exhibitor zone

Offer sponsors and exhibitors media-rich profile pages, enabling direct delegate interaction and maximising sponsor value. The platform includes dedicated tools for managing sponsorship relationships and revenue.

Sponsorship management features:

Customisable sponsor profile pages
Direct messaging capabilities between sponsors and delegates
Revenue tracking and reporting
Integration with finance modules for billing

Abstract management

Streamline calls for abstracts, submission reviews, and publication—all within your event website. ReadyMembership's lightweight abstracts implementation allows you to manually add abstracts and book them into conference sub-sessions.

Abstract workflow:

Submission and review process management
Integration with multi-day conference scheduling
Session breakdown and showcase capabilities
Automated publication workflows

Comprehensive conference management

Run single or multi-day conferences, manage complex agendas, and deliver engaging, branded conference experiences for your members. The platform supports sophisticated conference structures including session breakdowns and attendee choice management.

Conference capabilities:

Multi-day and multi-session event support
Session scheduling and capacity management
Delegate session choice tracking
Real-time capacity monitoring with automated alerts
Pending Bookings Management: Tools to convert provisional bookings into confirmed bookings

Automated registration & ticketing

Configure flexible pricing, automate event booking, registration, payments, and ticketing—reducing manual admin for your team. The system includes advanced discount management and basket functionality.

Registration features:

Flexible pricing models: Multiple ticket types with varied pricing structures
Automated CRM integration: New attendees automatically become CRM contacts
Multi-delegate bookings: Book multiple people with single transaction
Basket discounts: Apply multiple discounts per booking, including item-specific discounts
Credit note management: Allocate credits across multiple invoices
Refund processing: Streamlined refund workflow with proper order reconciliation

Table planning for awards & dinners

Simplify awards ceremonies and gala dinners with integrated table planning tools. The platform includes dedicated table management functionality for seated events.

Table planning features:

Visual table layout management
Automated seating allocation
Dietary requirement tracking
Integration with booking system for seamless guest management

Zoom webinar integration

Create and manage Zoom webinars and meetings directly from your AMS, with full control over delegate data and seamless event delivery.

Advanced Zoom features:

Server-to-server OAuth: Secure API integration with granular scope management
Multi-account support: Manage multiple Zoom accounts from single interface
Host controls: Configure video settings, audio options, and recording preferences
Alternative hosts: Assign backup hosts with full permissions
Practice sessions: Enable pre-event testing and setup
Automatic cancellation: Void access URLs when delegates cancel

Additional features

Event type conversion

Convert external events to simple and multi-day events after creation, perfect for organisations using member-submitted events that need upgrading to full registration events.

Automated communications

Event confirmation emails with personalised content
Reminder sequences for upcoming events
Cancellation and refund notifications
Custom email variants for different event types

Comprehensive reporting

Attendance tracking and engagement metrics
Financial reporting for event revenue
Delegate demographic analysis
Post-event feedback collection and analysis

Security & data protection

Secure payment processing with Stripe integration
GDPR-compliant data handling
Role-based access controls for event management
Audit trails for all booking and payment activities

Watch an on-demand demo

This on-demand 20 minute initial overview shows you the key features and benefits of how ReadyMembership can help your organisation.

Association event management software FAQs

FAQs

Click on each question below to see the answer

What types of events can I create with Eventfolio?

Eventfolio supports everything from simple meetups and online meetings to full-scale multi-day, multi-session conferences. You can create webinars, workshops, networking events, training sessions, and complex conference programmes with multiple sessions and abstract submissions.

Can I sell tickets through Eventfolio?

Yes, Eventfolio includes comprehensive ticketing functionality. You can create different ticket types, set pricing tiers for members vs non-members, manage capacity limits, and process payments directly through integrated payment gateways including Stripe.

How does member vs non-member pricing work?

Eventfolio integrates with your membership database, allowing you to automatically offer different pricing tiers. Members can receive discounted rates whilst non-members pay standard pricing, all managed automatically based on their login status.

Can I create multi-day conferences with sessions and speakers?

Absolutely. Eventfolio supports complex conference structures with multiple days, sessions, sub-sessions, speaker management, and abstract submissions. Attendees can view detailed programmes and select specific sessions they wish to attend.

Does Eventfolio integrate with virtual meeting platforms?

Yes, Eventfolio has robust integrations with Zoom Webinar and GoToMeeting. The Zoom integration is particularly comprehensive, handling everything from event setup to attendance tracking based on engagement duration.

Can I create discount codes and promotional offers?

Yes, Eventfolio supports various discount types including time-based automatic discounts (like early bird offers), percentage and fixed-amount discounts, single-use and multiple-use codes, and member-specific discounts. Unlike subscription discounts, event discounts can be stacked for maximum savings.

How do I manage ticket capacity and waiting lists?

You can set capacity limits for events and individual sessions. When events reach capacity, Eventfolio can manage waiting lists and automatically notify people when spaces become available.

Can customers purchase multiple event tickets in one transaction?

Yes, with the premium basket feature, customers can add multiple events to a shopping basket along with other shop items and complete a single checkout. This is particularly useful for conference packages or training series.

What payment methods does Eventfolio support?

Eventfolio integrates with Stripe for card payments, supports stored payment methods for returning customers, and integrates with your existing payment gateways. It also handles offline payment tracking for bank transfers or cheque payments.

How are refunds and cancellations handled?

Eventfolio now includes full credit note and refund functionality. When bookings are cancelled or modified, the system creates appropriate credit notes and can process refunds through your payment gateway, with full integration to accounting systems like Xero.

Can I collect custom information during registration?

Yes, you can create custom registration forms with various question types, mandatory fields, and conditional logic. This allows you to gather specific information relevant to your event type.

How does multi-delegate booking work?

Eventfolio supports bulk booking where one person can register multiple attendees. The system can automatically create CRM contacts for all delegates and apply group discounts where appropriate.

Can external users submit events for approval?

Yes, with the external event submissions feature, you can allow members or external users to propose events. These submissions go through an approval workflow before being published to your event calendar.

How do I manage attendee communications?

Eventfolio includes comprehensive email marketing tools with customisable email templates, automated confirmation emails, reminder sequences, and post-event follow-ups. You can also create custom email template sets for different event types.

What attendee information is captured in my CRM?

All event attendees automatically become CRM contacts (if they weren’t already), capturing their registration details, attendance history, and payment information. This creates a complete member journey view across events and membership activities.

How do I set up webinars through Eventfolio?

Eventfolio’s Zoom Webinar integration handles the complete process - from creating the webinar in Zoom to registration management, sending joining links, and tracking attendance. The system automatically adds calendar invites with personalised joining information.

Can I track webinar attendance automatically?

Yes, the Zoom integration tracks attendance based on time spent in the webinar session. You can set minimum attendance thresholds for certificate issuance or continuing professional development (CPD) credit.

Do virtual events integrate with my physical event calendar?

Virtual and physical events are managed within the same system, providing a unified event calendar. Attendees can easily see and register for both types of events through a consistent interface.

Can I run hybrid events (both virtual and in-person attendance)?

Yes, you can create events with both virtual and physical ticket types, allowing attendees to choose their preferred attendance method while managing both audiences through a single event.

How are virtual event joining details communicated?

Eventfolio automatically sends personalised email confirmations with unique joining links, calendar invitations with complete event details, and reminder emails with easy access to join the virtual session.

Can I create recurring events or event series?

Yes, you can set up recurring events or create event series where attendees can register for multiple related sessions or an entire programme with package pricing.

How do I manage event sponsorship and partnerships?

Eventfolio includes sponsor management features where you can create sponsor profiles, display sponsor information on event pages, and create custom email templates that include sponsor branding for sponsored events.

Can I generate reports on event performance?

Yes, Eventfolio provides comprehensive reporting including attendance figures, revenue analysis, booking sources, and attendee demographics. These reports integrate with your overall membership analytics.

Does Eventfolio support abstract submissions for academic events?

Yes, the system includes abstract submission functionality where delegates can submit presentation abstracts, which then go through a review process. Approved abstracts can be displayed as part of the conference programme.

Can I create certificates for event attendance?

Eventfolio integrates with certificate generation systems, allowing you to automatically issue attendance certificates or CPD credits based on minimum attendance requirements or session completion.

How does Eventfolio integrate with my existing systems?

Eventfolio integrates seamlessly with accounting systems like Xero for financial reporting, CRM systems for contact management, and email marketing platforms. All data flows between systems to maintain consistency.

Can I customise the look and feel of event pages?

Yes, you can apply custom themes, modify colours and fonts, add custom CSS, and create branded event pages that match your organisation’s visual identity.

Does the system handle data protection compliance?

Yes, Eventfolio includes GDPR compliance features, data retention policies, and privacy controls. Attendee data is managed according to your privacy policies and regulatory requirements.

Can I manage events from mobile devices?

While primarily designed as a web-based platform, Eventfolio’s responsive design works well on tablets and mobile devices, allowing event management on the go.

What support is available for setting up complex events?

Eventfolio includes comprehensive user guides, video tutorials, and access to Customer Success Managers who can help configure advanced features and provide training for your team.