Event tools – how to choose the right tool for your event
An event tool is a digital system that helps you plan, market and run events – from the registration page and invitations to participant lists, reminders and follow-up. The same thing is sometimes called an event system; the terms overlap and are treated together in this guide. Which tool is best depends on the type of event: a congress platform for the big gathering, a simple form for the breakfast seminar, or a unified platform where events, email and SMS are connected. Here we compare five systems on the Swedish market – including our own.
Contents
How we made the comparison
We compared the tools on what matters in practice: what type of solution it is, who it suits best, whether email and SMS are included for the communication around the event, whether participants can pay directly when they register, and whether you can start for free.
Paloma is one of the tools in the comparison. It is our own platform, so we are open about where the others are stronger – if you are organizing a scientific congress with thousands of participants, a specialized congress platform is a better choice than us. The information about the other tools was checked against the providers' own websites in September 2026. Prices and features may have changed – always check the current terms with each provider.
The quick version – which tool suits whom?
You organize recurring events and want registration, email and SMS in the same system: Paloma or Ungapped. Both are Swedish platforms where the event is connected to the rest of your communication. Paloma also has payment directly at registration with Swish, card and invoice, and a free tier for up to 80 participants per event.
You are organizing a large congress or conference with complex logistics: Invajo or Trippus. Invajo is built for scientific congresses with abstract management, multi-track agendas and hybrid events; Trippus's profile is the large on-site corporate event, with an event app, check-in and badge printing.
You are a larger organization that manages many events in a structured way: Lyyti, a Nordic platform focused on participant experience and measurement, part of the CRM company SuperOffice since late 2025. The license model makes it most relevant for larger organizations.
You only need to collect registrations for a single small event: then a simple form tool is often enough – but expect to fill in manually with mailings, reminders and lists.
Comparison: event systems and event tools in Sweden 2026
| System | Best for | Type of solution | Email + SMS included | Payment at registration | Free tier |
|---|---|---|---|---|---|
| Paloma | Companies, associations, municipalities and organizations with recurring events | Events + newsletters + SMS + automation in one platform | Yes, both | Yes – Swish, card and invoice | Yes, up to 80 participants per event |
| Invajo | Large congresses, conferences and hybrid events with complex logistics | Specialized congress and event platform | Yes, both | Yes – card and Swish | No, plan after a demo |
| Trippus | Larger corporate events with check-in and an event app on site | End-to-end event platform | Yes, both | Yes – including invoice | No, quote |
| Lyyti | Larger organizations that work with many events in a structured way | Event platform focused on participant experience | Yes, both | Yes, in higher plans | No, license |
| Ungapped | Smaller companies that want to combine mailings and simpler events | Email + SMS + event feature | Yes, both | See provider | See provider |
The information comes from each provider's own website in September 2026 and may have changed.
The tools in detail
Paloma – for you who want events and communication in the same system
Paloma's strength is that event management is connected to the rest of your communication: registration pages, participant lists, email, SMS reminders and follow-up in one and the same tool, with data stored GDPR-compliantly on Swedish servers and personal support in Swedish. It suits you especially well if you organize recurring events – breakfast seminars, customer events, training sessions, member meetings – and already send newsletters or want to start. The pricing is adapted to small and medium-sized organizations, and you can start for free.
Invajo – for the big congress
Invajo is a Swedish platform specialized in large and complex events: scientific congresses, abstract management, multi-track agendas, hybrid events and streaming, with check-in via QR code and badge printing on site. For anyone organizing a congress with thousands of participants, it is a strong solution – for everyday corporate events, it is often more than you need.
Trippus – for the large on-site corporate event
Trippus has been around since 2000 and is an established end-to-end platform with a clear profile: an event app, check-in and interaction on site. It suits larger corporate events and trade fairs where the experience during the event itself is at the center.
Lyyti – for the organization with many events
Lyyti is a Nordic event platform, part of the CRM company SuperOffice since late 2025, built for organizations that manage a large number of events in a structured way, with a focus on participant experience and measurement. The license model makes it most relevant for larger organizations.
Ungapped – for simpler needs
Like Paloma, Ungapped combines email, SMS and events in the same tool, with invitations, registration, cancellations and check-in. An alternative for smaller companies with simpler event needs.
What features should an event tool have?
Which features matter most depends on the type of event you work with. At the same time, there are some parts that are often decisive, regardless of industry.
Registration page
A clear registration page makes it easy for participants to understand the event and sign up. The page should contain information about the time, place, agenda, target audience and practical details – and be easy to update when something changes. Read more in our guide to registration pages.
Participant management
It is rarely enough just to collect names and email addresses. You often need to sort participants, see registration status, handle cancellations and keep track of different groups of participants. The more participants, the more important this is. Here you can read more about participant management for events.
Digital invitations and mailings
An event tool should make it easy to send invitations, confirmations, reminders and follow-ups. For some events email is enough, while others also need SMS mailings to get through quickly. Read more about how to create a digital event invitation.
Automation
Automated flows make a big difference: a confirmation right after registration, a reminder the day before and a follow-up email afterwards – a better experience, less administration. Read more about how marketing automation can be used in event flows.
SMS reminders
SMS has a dramatically higher open rate than email and works especially well shortly before the event. An automatic SMS reminder can noticeably reduce the number of no-shows.
Overview and follow-up
You should be able to easily follow how many have registered, who has opened your mailings and how attendance is developing – both during an ongoing campaign and when the event is evaluated afterwards.
Event tool, event system or event platform – what is the difference?
The terms are often used as synonyms, but there are nuances in how they are usually understood.
Event tool is often used as a broader or more practical term when someone is looking for a solution, comparing alternatives or trying to understand which features are needed. It can refer to anything from a simple form tool to a complete system.
Event system emphasizes the whole: a system where registrations, participants, communication and follow-up are connected. Someone looking for an event system often wants to replace manual work in lists and emails with one unified way of working. A specialized event registration system is a step along the way – an event system also covers the communication around the registration.
Event platform is usually understood as the most complete solution, where several parts of event management are gathered in one system – sometimes with an event app, check-in and streaming.
If you work with digital events or webinars, you often need support for both registration and communication before and after, even if the broadcast itself takes place in a separate tool – read more about webinars and how they differ from other types of events.
For most small and medium-sized companies, a unified platform is the smoothest solution: specialized tools give depth in one area but require several systems to work together, while an all-in-one solution gives one unified flow and less administration.
How to choose the right event tool
The best event tool is not always the one with the most features. What matters most is that the tool suits your way of working, your target audience and the type of event you organize.
Start from your needs
Should the tool mainly collect registrations, or do you also want to send invitations, manage participants and follow up on results? The answer decides whether a form is enough or whether you need a system.
Think about ease of use
The tool should be easy both for you and for the participants. If it is cumbersome to create pages, send mailings or manage lists, the gain quickly becomes smaller than you expected.
Look at the whole flow
Many choose a tool based on registration alone. Instead, think about the whole chain: invitation, registration, participant management, reminders and follow-up.
Choose something you can grow with
What is enough for a small breakfast seminar does not have to be enough for larger corporate events, several target audiences or more mailings. A tool that lasts over time gives continuity and less duplicated work.
Think about integration with your other communication
If you already send newsletters or work with marketing automation, it is an advantage to choose a tool where the event is part of the same flows – then all channels share the same contact list.
Checklist when you compare alternatives
- Can you create a clear registration page?
- Can you collect the right information from participants?
- Is it easy to manage participant lists and status?
- Can you send confirmations and reminders automatically?
- Is there support for both email and SMS if needed?
- Is it easy to update information before the event?
- Can you follow up on registrations and attendance?
- Does the tool suit both small and larger events?
- Is it easy to get started without unnecessary hassle?
- Does the tool give participants a professional experience?
- Is the data stored GDPR-compliantly?
- Can you take payments directly through the tool?
Common mistakes when choosing an event tool
Choosing too narrowly
Many start from registration alone and forget the rest of the event work. The result is more supplementary tools, more manual steps and more administration.
Underestimating the communication
The communication before and after the event often decides both attendance and the experience. A tool that only collects registrations but does not help you with reminders and follow-up is rarely optimal.
Not thinking about the participant experience
If the registration flow feels unclear or unnecessarily complicated, the risk increases that participants drop out before they have even registered.
Working in too many separate systems
When information about participants, mailings and follow-up is in different places, things easily get messy. A unified way of working saves time and reduces the risk of mistakes.
How Paloma works as an event tool
Paloma helps companies work with events in a more structured way by gathering several important parts in the same place. With Paloma you can:
- create professional registration pages with drag-and-drop
- collect registrations and manage participant lists automatically
- send invitations, confirmations and reminders by email
- add SMS mailings for better reach
- take payment directly at registration – with Swish, card or invoice
- automate flows before, during and after the event
- follow up on registrations and attendance in real time
- integrate the event with your newsletters and other mailings
All data is stored GDPR-compliantly on Swedish servers, and you have personal support if anything goes wrong. Read more about Paloma's event platform and how it can be used as an event tool for businesses.
Frequently asked questions about event tools
What is an event tool?
An event tool is a digital system that helps you plan, market and run events. It can include features for registrations, participant management, mailings and follow-up.
What is an event system?
An event system is a unified system for event management where registrations, participant lists, communication and follow-up are connected. The term is often used as a synonym for event tool, but emphasizes the whole rather than a single feature.
Which event tool is best?
It depends on your needs. For simpler events a basic tool can be enough, but for recurring or larger events a more complete solution that handles the whole flow is often better.
What is the best event system in Sweden?
It depends on the type of event and the organization. For large congresses, specialized platforms such as Invajo or Trippus fit. For companies, associations and organizations with recurring events, a unified system like Paloma is often the smoothest choice, because events, email and SMS are connected in the same tool.
What is the difference between an event tool and an event platform?
An event tool is often a broader term and can refer to a specific feature, for example registrations. An event platform is usually a more complete solution where several parts of event management are gathered in one system.
Do you need an event tool for smaller events?
For smaller events, you can often manage without advanced tools. But even for smaller events, an event tool can save time and give participants a better experience.
Are there free event tools?
Yes, there are both free and paid alternatives. Free tools work well at the start, but often have limitations in features and automation. Paloma offers a free tier with up to 80 participants per event.
Can you take payments through an event tool?
Yes, many event tools have a built-in payment solution so that participants can pay directly at registration – for example by card, Swish or invoice.
Is an event tool GDPR-compliant?
It depends on the provider. Always choose a tool where data is stored within the EU and that clearly explains how personal data is handled. Paloma stores all data on Swedish servers.
Can you use the same tool for several types of events?
Yes, many event tools work for different types of events, such as webinars, customer events and internal meetings. It is an advantage to choose a tool that is flexible over time.
What should you consider before choosing an event tool?
The most important thing is to start from the whole event process. Make sure the tool supports registrations, communication and follow-up, so that you do not have to work in several different systems.
Create your next event in Paloma
Registration page, participant list, invitations, SMS reminders and payment – the whole event flow in the same tool. The free tier covers up to 80 participants per event, enough to try the whole flow before you pay anything.
Create a free accountThis guide compares event tools and event systems on the Swedish market: congress platforms, end-to-end solutions and platforms that bring together events, email and SMS. If you want to go deeper into the event work itself, there are guides to corporate events, digital invitations and how to succeed with your event among our guides.