Best Virtual Event Planning Management Software Software for Small Business (2026)
📅 Last updated: March 07, 2026
Small business owners in the virtual event industry need the right tools to succeed. This guide will help you choose the best software for managing your events efficiently.
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Selecting the right software tools is crucial for running a successful virtual event planning business. Here are the key categories to consider.
Scheduling Tools
Efficient scheduling is vital for managing events.
- Calendly — $15/month for scheduling meetings and appointments.
- Acuity Scheduling — $15/month for client bookings and calendar management.
CRM/Leads Management
Manage your client relationships and leads effectively.
- HubSpot CRM — Free for basic CRM features, paid plans start at $45/month.
- Zoho CRM — $14/month for lead management and tracking.
Invoicing Software
Simplify billing and invoicing to get paid faster.
- QuickBooks Online — $30/month for invoicing and accounting features.
- FreshBooks — $15/month for invoicing and expense tracking.
Marketing Tools
Promote your events effectively to reach your target audience.
- Mailchimp — Free for up to 500 subscribers; paid plans start at $11/month.
- Hootsuite — $19/month for social media management and scheduling.
Communication Software
Ensure seamless communication with clients and team members.
- Slack — Free for basic use; paid plans start at $6.67/month.
- Zoom — $14.99/month for virtual meetings and webinars.
Operations Management
Streamline your event operations and logistics.
- Asana — Free for basic use; premium plans start at $10.99/month.
- Trello — Free for basic use; business class starts at $12.50/month.
Launching a virtual event planning business requires a minimal initial investment compared to traditional event planning.
| Item | Budget Start | Professional Setup |
|---|---|---|
| Website and domain registration | $200 | $500 |
| Marketing and advertising | $100 | $500 |
| Software subscriptions (average) | $200/month | $400/month |
| Professional liability insurance | $100/month | $300/month |
| Equipment (computer, camera, etc.) | $500 | $1,000 |
| Total | ~$1,000 | ~$2,500 |
Virtual event planners can scale their income by taking on more clients and offering premium packages.
Pricing strategies vary based on the services offered and the scale of the events.
Follow this checklist to kickstart your virtual event planning business in just 2 weeks.
Week 1-2: Foundation
- Research and select your software stack based on the 6 key categories.
- Register your business and acquire necessary licenses.
- Set up your website and social media profiles.
- Create marketing materials for your services.
Week 3-4: Launch
- Develop a portfolio of sample events or case studies.
- Network with potential clients and referral partners.
- Launch an initial marketing campaign to attract leads.
- Set up Bizzby for comprehensive management and automation.
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