Frequently asked questions about event technology

Eventool is an event technology platform for in-person, hybrid and virtual events. A single dashboard brings together the event website, invitations, registration forms, the attendee app, QR check-in and badges, the virtual venue and attendance certificates. You choose the modules you need, for one event or for many.

It has been built since 2013 by a multidisciplinary team and works with organisers in nearly fifty countries.

• Explore the platform

Eventool is a product of Infobox Solutions, a technology company based in Spain. It started more than ten years ago when two engineers joined forces, and today development, design and project management sit in the same team: the platform and the support you get come from the same place.

• Meet the team

Eventool is designed for anyone running professional events with registered attendees and a programme: agencies and professional congress organisers working for third parties, marketing, communications and training departments, associations and scientific societies, and pharmaceutical companies. It works just as well for one event a year as for dozens.

• Medical congresses
• Conventions and corporate events
• Incentive trips
• Courses, workshops, and conferences

Eventool runs medical and scientific congresses, corporate conventions and internal meetings, incentive trips, training courses, workshops and conferences, as well as industry forums and networking events. Sizes range from sessions with a few dozen people to congresses of more than a thousand, such as the 9th Spanish Forestry Congress, with 1,019 attendees.

• Success stories

Because with Eventool you don't just buy software: you get a team. We have been working alongside congress, convention and conference organisers since 2013, and every event has taught us something that is now part of the platform. You focus on your event; we make sure the technology is up to it.

It all started more than ten years ago, when two engineers set out to make life easier for event organisers. Since then Eventool has grown at the pace organisers asked for: from the attendee app we moved on to the event website, registrations, badges, virtual events and certificates, all in the same dashboard.

Today we work with organisers in nearly fifty countries and with brands such as Google, Pfizer and Volkswagen, but the way we work hasn't changed: behind every project there are real people who know your event and answer when you need them.

• Meet the team
• Success stories

Eventool isn't the right tool if all you need is to sell tickets for a concert or a large consumer event: a specialised ticketing service fits better there. If your event has registered attendees, a programme and content to communicate, tell us about it and we'll say honestly whether we can help.

• Tell us about your event

Yes. Eventool works with organisers in nearly fifty countries. Its website is available in six languages (Spanish, English, French, German, Italian and Portuguese) and the attendee app in nine. Its international references include the International Economic Forum on Latin America and the Caribbean and Brazil's Companhia de Pesquisa de Recursos Minerais.

• Success stories

An event management platform brings together what would otherwise be scattered across spreadsheets, emails and suppliers: publishing information, collecting registrations and payments, sending communications, controlling access, running the sessions and measuring results. With a single dashboard, each attendee's data stays consistent from start to finish.

• Explore the platform

It depends on what happens during the event. The website informs and collects registrations beforehand. The app starts to pay off when there are parallel sessions, last-minute changes, networking, live voting or documents attendees need at hand. Many events use both, fed from the same dashboard.

• Event website
• Apps for events

A native app is downloaded from the App Store or Google Play and can be published under the event's own name and icon. A web app opens in the browser from a link or a QR code, with no download, which makes access easier for occasional audiences. Eventool offers both.

The choice depends on your attendees' profile and on how much time you have.

• Apps for events

Not always. If the audience is occasional, or a download might put some attendees off, the event can run on a web app opened from a link or a QR code. When the native app adds value and is communicated well, adoption is high.

At the 2025 International Economic Forum on Latin America and the Caribbean, 98% of attendees used the Eventool app.

• Apps for events

At an in-person event the whole audience is on site; at a virtual one, everybody takes part remotely; and at a hybrid event the two groups coexist, so the programme, questions to speakers and networking have to work the same for both. Each format calls for different technology, and Eventool handles all three from the same platform.

In-person events need badges and access control; virtual ones need an online venue with live streaming; hybrid events need both, connected to each other.

• Virtual events

QR check-in cuts queues and mistakes and gives you real-time data. Each attendee gets a unique code; at the door you just scan it to validate the registration, print the badge if needed and record the arrival time. The organiser always knows how many people are in.

It also lets you control access to rooms or workshops with limited capacity.

• Badges and check-in

One-to-one networking means short, pre-arranged meetings between attendees, or between attendees and exhibitors, requested and accepted in the app before or during the event. Each person browses the profiles, asks for a slot and gets their own meeting schedule, on site or by video call. In Eventool this feature is called Meeting Planner.

• Apps for events

Technology replaces much of the paper — programmes, handouts, surveys, certificates — with digital content that updates instantly. On top of that, registration and check-in data help you match materials and catering to the number of people who actually turn up. Several Eventool clients single out having done away with printed documentation at their meetings.

• Success stories

Artificial intelligence is starting to help draft communications, recommend sessions or contacts to each attendee, summarise talks and analyse surveys. But how useful it is depends on something that comes first: having the event's data tidy and in one platform, rather than scattered across spreadsheets.

In Eventool you'll find it, for instance, in the automatic translations into different languages from the management dashboard.

Yes. You can take on Eventool for one specific event, paying only for the products you'll use and with no annual subscription. If you run several events a year, there are also plans that cover multiple projects and make the investment easier to plan.

• Features and prices

Yes. Eventool's products are modular: you can start with a registration form, a website or access control, and add the app, the virtual venue or the certificates when you need them. Since everything is managed from the same dashboard, attendee data moves from one module to the next without re-importing anything.

• All the features

As a rule of thumb, for an event with registrations, an app and badges it's best to start six to eight weeks ahead. That leaves room to open registration calmly and, if there's a native app, to complete its publication in the stores. For simpler needs there are express options that can be ready in 48 hours.

Content can keep being updated right up to the last minute.

Both can. The dashboard lets the organising team create and update content with no technical knowledge, and Eventool's project team guides the setup, reviews everything before it goes live and answers questions along the way. If you'd rather delegate more, Eventool can take on a larger share of the work, up to a fully managed service.

• Tell us about your event

Eventool doesn't offer a self-service free trial, because every project is put together around the event itself. The way to see it is a personalised demo: the team walks you through the platform with a worked example and answers your questions on timings, scope and budget.

• Request a demo

Three things are enough to start: the basic event details (dates, venue and format), your visual identity (logo and colours) and a first draft of the content. Speakers, sponsors or guest lists can be added later, because all the information can be updated in real time.

Attendees carry the whole event on their phone: a personalised agenda, speakers, maps, documents, last-minute notices and their badge or personal documents, such as tickets and itineraries. They can also vote, send questions to speakers and get in touch with other attendees. The Eventool app has more than 30 sections that the organiser switches on to suit each event.

• Apps for events

By giving the audience easy ways to join in from their phones: sending questions to the speaker, voting live, answering quizzes with a leaderboard or posting on a social wall. Seeing the results on the screen encourages even those who would never raise their hand, and the moderator decides which questions get read out.

• All the features

Visibility and measurable leads. Sponsors can be featured on the website and in the app, and exhibitors can capture the details of everyone who visits their stand by scanning the QR code on their badge — what's known as lead retrieval. Afterwards, the organiser can show the return on each sponsorship in figures.

Yes. The Eventool app is available in nine languages, among them English, French, German, Italian, Portuguese and Spanish. It makes a real difference at international congresses, where each attendee can read the programme and the notices in their own language.

• Apps for events

It's common, and there are ways around it. It helps to offer access by link with no downloads, to explain how to get in as part of the pre-event communications, and to set up a help desk at the venue. On top of that, check-in still works if someone arrives without their QR code, because the welcome team can find them by name.

An attendance certificate proves that someone took part in an event. It's often needed to account for training hours, meet professional requirements or acknowledge the work of speakers and moderators. Going digital saves printing and sending documents one by one: each attendee gets theirs by email, in the app or from the website.

• Certificates of attendance

Each event's data belongs to the organiser, and Eventool only processes it to provide the service you've contracted: it is never sold, nor used for our own commercial purposes. The platform follows the GDPR, encrypts connections and stored documents, and shares data only with the providers the service cannot do without, such as hosting or payments.

• Privacy policy

With Eventool you're never on your own. Every event has a project team with you from the first setup to the last attendee checked in, by phone, video call or email. And when you'd rather sort something out yourself, there are manuals and resources in the dashboard.

Support is included in every licence and adapts to each stage of the project:

• At the start, we show you the dashboard and set the event up together.
• Before going live, we review the app, the website or the registration form with you so that everything turns out as you expect.
• On the key days the team stays close and, if the event calls for it, can support you remotely or on site while it takes place.

You always talk to people who know your project.

• Contact

When it's over, the organiser has the registrations, the actual attendance (per session too, if room access is controlled), app usage, participation in votes and surveys, the networking meetings and the exhibitors' leads. With that data it's easier to justify the event's return and improve the next edition.

• All the features