Best CRM for event planners: our picks

Event planners deal with packed schedules and constant communication from clients and vendors. Every update affects the final event, yet the information rarely comes through one place. That pressure often makes it hard to keep projects moving without a clear system.

A CRM brings structure to all of it. It centralizes contacts, conversations, tasks, and documents so planners can work with clarity instead of chasing updates across tools.

In this guide, you’ll find the best CRMs that support real event planning work. Let’s explore the options that help you run events with more control and less stress.

What event planners need from a CRM

Event planners don’t work in a straight line. One hour they’re confirming the AV setup, the next they’re reviewing a sponsor contract, and ten minutes later they’re fielding a question about VIP seating. Each detail connects to a person, a deadline, or a decision, and that’s where a CRM becomes a real asset.

These are the features event professionals reach for first:

1. Contact management that mirrors real event relationships

Planners don’t just store “clients.” They track speakers, vendors, caterers, decorators, sponsors, entertainment, partners, and venue reps. A good CRM lets you view every message, agreement, and file tied to each person, so you can walk into any sales meeting knowing exactly where things stand.

2. Workflows matching the stages of an actual event

Most events follow a pattern: initial inquiry → proposal → negotiation → planning → delivery → post-event review. A CRM should let planners move events through these phases with a visual pipeline, so nothing waits silently in the background.

3. Lead management that fits high-season realities

When event season hits, inquiries come fast. A CRM helps capture leads from email marketing, websites, and social channels, then turn them into booked events with scheduled follow-ups. No more missing a great prospect because you had three site visits that day.

4. File storage built for event documents

Floor plans, room layouts, menus, insurance forms, vendor contracts, and run-of-show documents should live in one place. A CRM helps keep everything attached to the correct event instead of buried inside long email threads.

5. Task tracking for complex timelines and event details

Event planners often run five or ten projects at once. A CRM helps assign responsibilities, set deadlines, and track progress across every event. It works like a quiet coordinator that reminds you when it’s time to review proposals, check vendor availability, or confirm attendee numbers.

6. Reporting to refine your event bookings

Event businesses grow when they know what works. A CRM gives insights into proposal conversion rates, revenue from each service, seasonal trends, and client retention – without building spreadsheets from scratch.

7. Integrations with the tools planners already trust

Event organizers rely on event management software, ticketing platforms, payment tools, and communication apps. A CRM that connects with these systems reduces manual work and keeps event data connected.

8. A mobile app you can actually use on event day

During a live event, planners don’t sit at a desk. They need fast access to contact details, schedules, and notes. A CRM with a solid mobile app becomes a pocket-sized command center.

Best CRM for event business owners

Capsule CRM: structured CRM that works for event planners

Capsule CRM stands out as a neat, flexible CRM solution that often fits event planners especially well.

Key features that match event workflows

• Comprehensive contact management. Capsule keeps every type of contact in one place: clients, venues, caterers, sponsors, speakers, and more. You can open a profile and see emails, notes, files, and past conversations without searching through separate apps. It helps you walk into any meeting prepared.
• Pipelines that follow the flow of an event. You can map the stages of your typical event lifecycle inside Capsule. Many planners use steps like inquiry, proposal, booking, planning, and delivery. Seeing all upcoming events in a pipeline shows you what’s active, what needs attention, and what’s close to... closing.
• Task and project tracking that fits daily planning. Capsule helps you assign tasks as well. It works well for vendor follow-ups, internal checks, approvals, and any task that keeps the planning process up and running.
• Workflow automation for routine work. Capsule can take over repetitive steps, such as follow-up reminders or status changes. It's especially helpful if you handle many enquiries or bookings at once.
• Good integrations. Capsule connects directly with email and calendar apps, so updates flow into the event CRM instead of sitting in separate places. When you adjust meeting times, share confirmations, or update event attendees, the information appears where you expect it.
• Fast setup and a simple mobile app. Capsule’s layout is straightforward, which helps teams start using it without a long onboarding process. The mobile app makes it easy to check schedules or attendee details during walk-throughs, venue visits, or event days.

Who Capsule is best for, and when

Capsule CRM works especially well for:

• Small agencies or solo event planners who need a simple, clean system to manage clients, vendors, leads, and event bookings.
• Boutique planners or teams handling a handful of events at a time, enough to benefit from contact history, pipelines, and task tracking.
• Any event business focused more on client relationships, proposals, and planning workflows – rather than large-scale attendee registration or full-scale “event management platform” needs.

Paid plans start at $14 a month, and you can also use a free plan to get started.

If you aren’t managing thousands of attendees, complicated registrations or ticketing, and you want to keep client relationships and event projects organized, Capsule is a solid choice.

Try Capsule CRM free for 14 daysGet started

HoneyBook

HoneyBook is an all-in-one CRM system built for service providers and event-planning companies.

It keeps the early conversation, the booking process, and the financial side connected inside one system.

Pros

• Ever wondered where to keep project notes, invoices, and client approvals without switching tools? HoneyBook brings these items into one dashboard so your sales team and planning team work from the same view.
• The platform includes templates for proposals, contracts, invoices, and client messages. These help your company present a consistent brand tone when working with new customers and current clients.
• HoneyBook can also automate tasks such as reminders or payment plans. This reduces time-consuming admin work and gives small businesses more room to shape the event experience.
• It supports event registration and attendee engagement. All updates stay linked to the same customer database instead of being dispersed across other apps.

Cons

• Fewer options for advanced event-specific needs (like heavy inventory management, complex attendee flows, or large-scale event registration); might feel limiting for big events.
• Pricing can become less appealing as you scale. Many users comment that transaction/payment processing fees and subscription costs add up for larger businesses.
• Templates and workflows, while handy, may feel rigid if your events or clients require highly customized processes or unusual schedules.
• For very large teams or complex services, HoneyBook may lack deeper CRM-style reporting, advanced automation, or segmentation features that a more enterprise-oriented CRM software would offer.

Pricing

• Free 7-day trial allows you to test features without payment upfront.
• Paid plans start around US $29/month when billed annually (or about US $39/month billed monthly) for small or solo planners.
• No mandatory seat minimums, and unlimited clients are supported across plans.

HubSpot CRM

HubSpot CRM offers a flexible customer relationship management platform that can support parts of the event planning and sales process: from lead capture to client data tracking and basic deal workflows.

Pros

• The free CRM tier is generous. You can add unlimited users and a large number of contacts, which helps an event planning business test the system before committing to paid features.
• HubSpot’s contact records and sales pipeline tools help you follow enquiries, bookings, and active projects in one planning flow.
• The platform includes basic automation and marketing tools that support email tracking and task creation. You can easily follow leads and schedule events without building every step manually.
• HubSpot connects with calendar apps, email clients, and other tools. These integrations bring customer data, registration updates, and communication together, which makes it easier to review information and gain detailed insights.

Cons

• The free plan lacks advanced automation, email sequences, and full workflow tools, so if your event workflow is more complex, you may quickly hit limitations.
• For serious event marketing or attendee management (registrations, attendee data, event-specific workflows), the base CRM feels generic; you might need additional tools or add-ons.
• As your event business grows, costs can rise significantly if you upgrade to paid tiers with marketing, sales, or service hubs. The bundle structure gets pricey.
• If you rely on heavy customization, segmentation, or custom reporting for events and customer relationships, the built-in tools may feel limited compared with dedicated event-management platforms.

Pricing

• Free plan: $0 for unlimited users, up to 1,000,000 contacts, basic CRM, contact & deal management, tasks, and activity logging.
• Starter plan: starts around $20 per user/month when billed annually, gives access to basic marketing/sales features.
• More advanced plans (Marketing, Sales, Service Hubs) scale up in price depending on features and seats.

Quick checklist: choosing the right CRM for your event business

• Start by defining what you actually do. Do you run live events, hybrid events, or virtual events? Do you manage bookings, vendors, attendees, and follow-ups? Knowing your event workflow helps you spot CRM tools that match the entire process rather than just basic contact data.
• Ensure core support for event details and attendee management. The right software should let you store client and vendor contact info, track event bookings, manage registrants or attendees, handle event registration or ticketing, and attach relevant documents (contracts, floor plans, schedules).
• Check automation and task-management features. Automated reminders, follow-ups, and scheduling save time when you need to handle multiple events. A CRM that can trigger tasks or send emails helps eliminate routine admin work.
• Look for integrations and flexibility. Your CRM should work with other tools, such as email systems, registration platforms, payment tools, or calendar apps. That way, you avoid manual syncing and keep customer data current.
• Prioritize user-friendly design and quick setup. If your team gets stuck wrestling with the tool, usage drops. A simple, intuitive CRM helps everyone – planners, sales, vendors – stay on the same page and reduce friction.
• Ensure reporting & insights for future planning. You want data about registrations, attendees, bookings, follow-ups, and overall performance to improve customer satisfaction and inform better event-planning decisions.
• Match pricing to team size and needs. Make sure the cost makes sense for your scale. Don’t pay for enterprise-level features if you run a small operation.
• Plan for growth. Choose an event management CRM that can grow with you as you take on more clients, larger events, or additional services, so you don’t outgrow the software too soon.

Time to take care of customer relationship management

The plate of event planners is incredibly full, from early enquiries to last-minute changes that shape the final event. A solid CRM can create space to work with more clarity and less pressure. If you want a tool that stays simple while still supporting real planning needs, check out Capsule and see how it fits your daily workflow.