Top 3 free event management tools to run successful events in 2025

Plan, promote, and manage events with ease using free event management software designed to save time and reduce costs.

Most people think "free" means basic.

Most of the time, they're right.

You sign up for a tool that promises to help run your event. You're excited. Then you realize that you can't customize the website, there's no agenda builder, you can't track check-ins, and half of the features are locked behind a paywall.

But at the same time, event costs keep climbing. Between venue rentals, AV, catering, and staffing, budgets disappear fast. And when you’re juggling four or five tools just to stay organized, the cost of software creeps up without you even noticing.

According to Capterra, event software pricing can range from as little as $1 to more than $900 per month, depending on features and scale. That kind of spread can be a serious burden for small teams, and it’s exactly why choosing the right free tool matters.

The good news? Some free event management tools actually deliver real value without the usual frustrations. This guide cuts through the marketing hype to show you which free options are worth your time in 2025.

Why most free event tools fail organizers

The event tech marketplace is filled with so-called “free” solutions that fall short for professional event organizers. Most of these tools typically fall into three categories:

A general-purpose tool with a few event-related features tacked on.
A glorified RSVP form pretending to be an event platform.
A limited trial that locks everything useful behind a paid upgrade.

When tools aren't built specifically for events, here's what happens:

You end up juggling four or five different platforms to do simple things like sending reminders or updating agendas.
Your branding looks inconsistent, unprofessional, or completely absent.
Attendees have a clunky experience and drop off before registering.
You lose visibility: no analytics, no insights, no idea what worked.

That's the hidden cost of "free": confusion, delays, and more manual work for your team.

What to look for in free event management tools

Effective event management requires specific capabilities, not an overwhelming feature list. When evaluating free event platforms, prioritize these essential components.

1. Branded event site

No-code builder. Clean design. Mobile-friendly. Looks like your brand, not theirs.

2. Agenda and speaker section

Easy to update and share. Drag-and-drop functionality is ideal.

3. Registration and check-in

Built-in or embeddable forms with proper attendee management.

4. Mobile access

Both you and your attendees should be able to view, register, and navigate on phones.

5. Basic analytics

At the bare minimum, event analytics should tell you: Who visited? Who registered? Who actually showed up?

6. Clear upgrade path

When your events grow, you'll need more features. Understand what the paid tiers cost and offer.

Understanding free plan limitations

Before selecting a free event platform, it's crucial to understand the common limitations that might impact your event execution.

Attendee caps

Most free plans limit your guest count, typically within 100 attendees. This works for small meetups, but it won't cut it for larger events.

Branding requirements

Free versions usually include the software company's logo on your event materials. Some are subtle, others are in-your-face obvious.

Missing features

The good stuff often costs extra. Custom registration flows, detailed analytics, and CRM connections usually require paid plans.

Limited support

While paid customers get quick help, free users often get stuck with just knowledge bases, community forums, or slow email support.

Data ownership issues

Read the fine print. Some free platforms claim rights to data from your events or limit how long you can access your past event information.

3 free event management tools that actually work

The sheer number of tools in the market can be overwhelming.

In fact, according to Grand View Research, the event management software industry was valued at $8.4 billion in 2024 and is projected to grow at 13.2% annually through 2030.

That growth means more choices, but also more noise. To help you navigate through it, here are seven free tools that actually deliver value without wasting your time.

These tools provide genuine value through their free offerings, providing essential event management capabilities without hidden costs or misleading trial periods.

Zoho Backstage (Free plan)

Best for: Small teams, internal events, workshops, NGOs, and early-stage webinars

This one's actually built for event teams, not just marketers or admins trying to cobble something together.

What you get for free:

A branded event microsite with customizable templates
Agenda builder with speaker bios and session tags
Built-in registration, ticketing (free/paid), and attendee check-in
Mobile-friendly experience + native mobile app
Customizable themes, logo, and domain options
Email notifications to attendees

Free plan limits: Up to 25 attendees and one event organizer account

Why it stands out: Unlike most free tools that do just one thing well, Zoho Backstage gives you a complete event toolkit even on its Free plan. You can handle everything from promotion to post-event surveys in one place.

“I love that the Free plan lets me try out everything, like how to organize the event and how it’ll look once it's live,” says José Lemay-Leclerc, president of Teletravail Quebec . “Having everything in one platform saves a ton of time, and the customization options really help showcase your brand.”

Eventbrite

Best for: Public, ticketed events

Eventbrite lets you list and promote events on their public platform. It's useful if you want discoverability and built-in ticketing.

What you get for free:

Basic ticketing and registration
Event listing on Eventbrite marketplace
Social media sharing
Mobile ticket scanning
Simple attendee management

Free plan limits: Only works for free events (you can't sell tickets without fees)

Pros:

Easy-to-use interface
Public event directory for extra visibility
Simple ticketing system

Watch out for:

They charge per ticket sold (you pay a cut even on free events)
Branding is limited unless you upgrade
No agenda management built in

Airmeet

Best for: Virtual meetups and workshops

If you're running virtual events or community sessions, Airmeet gives you decent value for up to 100 attendees.

What you get free:

Virtual event space with networking tables
Screen sharing and presentation tools
Live streaming capability
Virtual backstage for speakers
Session recordings

Free plan limits: Up to 100 attendees per event, with limited session duration

Pros:

Virtual stage + networking tables
Good attendee interaction tools
Session recording included

Watch out for:

Focuses mostly on virtual (hybrid/in-person not the primary strength)
Limited customization on free tier
Some users report occasional stability issues, with complexity for new users

Feature comparison at a glance

Tool	Branded site	Agenda builder	Registration and check-in	Mobile-friendly	Free tier attendee limit
Zoho Backstage	✅ Yes	✅ Yes	✅ Yes	✅ Yes	25
Eventbrite	✅ Limited	❌ No	✅ Yes	✅ Yes	Unlimited (fee per ticket)
Airmeet	✅ Yes	❌ No	✅ Yes (virtual only)	✅ Yes	100

How to choose the right free tool for your event

Selecting the optimal free event platform requires a strategic evaluation of your specific needs. Ask yourself these key questions to make an informed decision.

What type of event are you running?

Different events need different tools:

Internal team workshops → Zoho Backstage, Google Stack
Public webinars or meetups → Airmeet, Eventbrite
Private community events → RSVPify, Splash
Nonprofit fundraisers → Zoho Backstage
Brand launches or demo days → Splash, Bizzabo

How many attendees do you expect?

Be honest about your likely turnout. Make sure your chosen tool's free plan can handle your numbers without forcing a last-minute upgrade.

What features can't you live without?

Make two lists: must-haves and nice-to-haves. If you're running a networking event, attendee matchmaking might be essential, while detailed analytics could be just a bonus.

How tech-savvy is your team?

Some free tools are simple but limited, while others offer powerful customization that needs more technical skill. Pick a tool that matches your team's abilities.

Will it work with your other tools?

If you need your event platform to connect with your CRM, email marketing, or other business systems, verify the free version supports those specific connections.

Making the most of free online event management software

Even with limitations, free tools can deliver professional results if you follow these strategies.

Combine tools strategically

Use each platform for what it does best. For example, use Google Forms for registration, Zoho Backstage for the event app, and Canva for design elements.

Automate where possible

Use Zapier or similar tools to connect your free platforms and reduce manual work. Set up automatic workflows like adding new registrants to your email list.

Collect valuable data

Even with free tools, focus on gathering useful attendee data for future events and business decisions. Simple post-event feedback can give you important insights.

Plan for growth

If your events will likely grow, pick a tool with reasonable upgrade options. This saves you from having to switch platforms completely when you outgrow the free version.

Why Zoho Backstage stands out among free options

Zoho Backstage is an end-to-end event management platform suitable for event organizers to conduct a wide variety of events.

Among the reviewed free event platforms, Zoho Backstage distinguishes itself through several significant advantages for event organizers.

Ecosystem advantage

Backstage works smoothly with Zoho's other business tools like CRM, Campaigns, and Analytics. This lets you connect event data with your marketing and sales efforts, something usually only enterprise solutions offer.

Growth-friendly pricing

The move from free to paid is well-designed, with pricing based on what you actually use rather than forcing upgrades for single features. You only pay for what you need as your events grow.

Same experience for everyone

Unlike many platforms where free users get a stripped-down version, Backstage gives everyone the same interface and core features, just with different usage limits. This means no relearning when you upgrade.

Real support for free users

Surprisingly, even free users can access Zoho Backstage's support team. This is rare in the event tech world, where free typically means "you're on your own".

Use one tool. Run a real event.

Planning an event is hard enough without having to fight your software.If you're spending more time managing tools than actually planning the event, something's broken.

That's why it makes sense to start with a platform that's built specifically for events and lets you get started fast. Zoho Backstage gives you what most "free tools" don't: a proper site, attendee management, agenda builder, mobile access, and the peace of mind that your setup won't fall apart when people show up.

You can always upgrade later. But to start? One tool. One dashboard. One less thing to worry about.

Start with Zoho Backstage's free plan today and see what it can do for your events.

Get started for free

FAQs

Yes, free event management software includes registration and ticketing features. Most platforms offer custom registration forms, attendee management, and both free/paid ticket options. Zoho Backstage, Eventbrite, and similar tools provide these capabilities in their free tiers.

Free event platforms typically support 25-100 attendees. Zoho Backstage allows 25 attendees, Airmeet supports 100, while Eventbrite offers unlimited free registrations but charges processing fees. Check each platform's specific limits before choosing.

Yes, most free event platforms take under 30 minutes to set up. They feature drag-and-drop builders, pre-made templates, and step-by-step guides. No technical skills are required for basic event creation and management.

Free tools support multi-day events but rarely recurring series. Platforms like Zoho Backstage handle multi-day schedules and sessions on free plans. Recurring event automation typically requires paid subscriptions across all major platforms.