Universities hold many events, from academic conferences and student workshops to orientation weeks, alumni reunions, guest lectures, and community outreach sessions. Managing all these events using spreadsheets and manual calendars becomes overwhelming. For this reason, top universities invest in event scheduling software that brings event planning into one place, automates repetitive tasks, and enables real-time interdepartmental communication.
In this detailed guide, we examine 11 event scheduling software solutions that higher education teams can use to organize campus events more efficiently and to enhance the attendee experience and reduce paperwork.
Why Universities Need Professional Event Scheduling Software
Event management in a university environment is complex. The events range from small meetings to conferences with several attendees. Scheduling software has a great deal of benefits for universities, as it offers these facilities:
Smooth Event Planning: Organize calendars and avoid the mess of unconnected events and emails.
Automate Registration and Notification: Automatically process registration, reminders, or updates.
Avoid Double Bookings: Real-time availability pushes out unavailability of rooms, improves location access, and resolves conflicts.
Enhance the Event Experience: Make registration for an event, check-in, and personal schedules more straightforward with the help of software that keeps all the data in a single place.
Provide Insights: Analyze and report on event data to improve future events.
Event Scheduling Software For UniversitiesÂ
University events are an important part of the curriculum now. For making an event a success, apart from planning, proper software development is required. This makes the planning of the events easier and takes the workload off the organizers. A proper event management software gives the event a boost and helps in keeping track of the data and analytics all in one place.Â
1. Dryfta
Dryfta allows for a highly effective event scheduling management system, which is designed for university events, research events, hybrid conferences, and academic meetings. This platform allows event planners to efficiently handle registrations, abstracts, and scheduling, along with other aspects of events under a single system.
The system offers customized event schedules with drag-and-drop features, real-time scheduling conflict management process, and personalized agendas for attendees help make the work easier. It helps host physical, virtual, or a combination of the two types of events, including live streaming and recording, and interactive discussions.
The mobile event app allows attendees to experience the event and access the schedule while on the go!
2. 25Live by CollegeNET
The solution, called 25Live, was specifically built for the higher education industry and could prove beneficial to universities, as it helps in centralizing space requests, approvals, and bookings, to ensure that these university spaces are utilized without conflicts. This solution also has good integration with student information systems.
It allows the departments to define their own forms and resource requests. Also, the live conflict alerts option helps to make sure that two events cannot be booked in the same room or at the same time.Â
3. iVvy
iVvy handles venue and calendar management for the event venues on the campuses. It streamlines the process by reducing contract and equipment management work. The platform helps coordinate the room availability, contract and resources such as audiovisual equipment, and ensures that every scheduled event has the necessary infrastructure. iVy is especially suited for institutions that host a mix of internal academic events and external bookings.Â
4. EventsAir
EventsAir allows universities to host hybrid and virtual events, enabling registration, QR check-ins, badge printing, and sessions, along with other features that track and engage attendees. It is designed so that organizers can schedule sessions, assign the virtual or physical rooms and track attendance using the QR codes provided. The platform makes sure that the scheduling information is consistent throughout the online and offline components. This makes it ideal for conferences that include both virtual and in-person participation.
5. idloom
The scheduling and registration tool provided by idloom has deep integration capabilities with university systems, making operations more streamlined. It provides flexible scheduling and registration capabilities that can be used as per the requirements of the university. The platform allows the organizers to control session availability, manage time slots, and limit capacity based on registration data. Its integration capabilities make sure that the data syncs with other institutional systems and reduces manual work. It is a strong option for universities that need customized scheduling workflows and control over the event programming.Â
6. Cvent
Cvent is a well-known organization that provides several facilities to various big universities. Cvent also offers other facilities such as advanced registration, mobile events, agendas, event analysis, etc. It is a robust enterprise-level platform that is used by many large universities and academic institutions.
Universities can manage complex event structures, parallel sessions, and speaker schedules. The software also provides advanced reporting and analytics that allow universities to evaluate a session’s performance and attendance trends.Â
7. Eventleaf
Eventleaf is a friendly interface for scheduling sessions, registrations, and interactions with the audience. It offers affordable membership plans with mobile capabilities, ideal for campus situations. It offers a simple and cost-effective approach to event scheduling for universities and enables organizers to manage registrations, publish agendas and access the data of the event throughout the event.Â
8. Eventtia
Eventtia effectively manages physical or virtual event schedules, including strong support for registration and publishing to sites. This is particularly well-suited for organizing detailed academic program schedules with personalized attendee tools. The platform supports personalized attendee data and integrates registration and communication tools with scheduling. The software works best for institutions that host mixed-format events and need flexible scheduling.
9. Momentus
Momentus is a unified platform for campus event management and scheduling. It handles event requests, venue bookings, and real-time space availability so that organizers can coordinate programs from one place. The automated workflows and shared calendars help universities streamline event planning and make it easier to communicate across all departments.
10. Coursedog
Coursedog is a powerful scheduling platform that is designed for higher education institutions. It supports event scheduling and classroom scheduling. It also provides a unified view of the campus activities. The system presents room conflicts by showing real-time availability and supports approval of custom workflows based on university policies.Â
How to Choose the Right Scheduling Software
It is important to select an effective event scheduling system depending on your university’s goals and objectives. The factors to be considered include:
Scope of Events: Small department meetings need vastly different tools than international academic conferences.
Integration Needs: Are integration capabilities with student information systems or CRM applications a requirement? Well-rounded software should have strong integration capabilities.
Hybrid and Virtual Support: For hybrid and virtual activities, Dryfta, EventsAir, and Eventtia provide strong support.
Budget Support: Pay-as-you-go options can help support the adoption of various scheduling tools by smaller programs.
Final Thoughts
Event planning and scheduling software is no longer a luxury; it’s a necessity, particularly to those academic institutions that wish to incorporate the precision of planning, the power of engaging attendance, and the wisdom of data analysis. What sets Dryfta apart is that it integrates scheduling, abstract management, registration, hybrid events, and engagement tools that can be used by academic institutions at any stage of the process.
Bring order and clarity to your university events with our event scheduling and management solution. Request a free demo Today! See how Dryfta can help you streamline event scheduling, create better attendee experiences, and take your university events to the next level.