EventReception

Overview

EventReception is event-management software for hotels, venues, caterers and event professionals who need seating plans and guest check-in in one system. Its combination of offline check-in, device syncing and seating tools is useful for busy event operations, but its per-event guest and device caps and monthly package costs deserve close attention.

Key features

Seating and guest lists

Excel guest-list imports, RSVP and group management, and seating assignments for tables or chairs cover the practical work of building a guest plan. Table lists export to Excel or PDF, while floor-plan import, event diagrams and real-time collaboration support teams coordinating a layout. There is no 3D view, so planners who need to visualize a room in three dimensions should consider another tool.

Check-in and reporting

The e-GuestList app supports online and offline check-ins, imports guest lists from Excel and syncs across devices in real time. That offline capability is valuable at venues with unreliable connectivity. Reports break down attendance coverage, no-shows, walk-ins, activity by minute and device, with PDF and Excel exports.

Connected services and data handling

EventReception supports SMS delivery, online venue navigation maps and payment checkout through Viva, alongside Excel and PDF import or export workflows. The check-in app says data are SSL-encrypted and held in an ISO/IEC 27001:2022-certified three-tier data center. Its privacy policy says user data are not sold or rented, and sensitive card details are handled by the payment provider rather than accessible to EventReception. Guest mobile numbers and email addresses are automatically deleted 15 days after events.

Pricing

A free check-in account allows unlimited events, but caps each event at 30 guests. The full software demo comes with a 14-day trial, giving prospective customers a short window to assess the broader package before committing.

For a single event, MAX-150 costs 19.00 € per once, billed per event, and covers one event with up to 150 guests and two tablet devices. It is the clearest fit for a small event needing check-in without a monthly commitment; the 150-guest and two-device ceilings make it unsuitable for larger or more distributed entry teams.

The monthly plans are:

• Event Diagrams: 90.00 € per month, billed per month, for one user, event diagrams, management platform, seating charts, SMS seating, navigation map and check-in app.
• Diagrams & Seating: 155.00 € per month, billed per month, for one user and the same listed package components as Event Diagrams.
• All Solutions: 190.00 € per month, billed per month, for one user, up to five check-in users and up to 700 check-ins per event, plus the diagrams, management, seating, SMS, navigation and check-in tools.
• Unlimited: 570.00 € per month, billed per month, for unlimited users, check-in users and check-ins, with the same core event and seating components.

The listed contents for Event Diagrams and Diagrams & Seating are identical, so their different prices are difficult to evaluate from the package descriptions alone. All Solutions adds explicit check-in user and event-volume allowances; Unlimited removes those stated ceilings at a substantial monthly premium. Check-in package limits apply per event, and purchased event credits expire 12 months after purchase unless extended by request. Combo packages include 365-day support, and an online product tour is offered.

Platforms

EventReception is available on Android, iOS and the web, allowing teams to use mobile devices as well as a browser-based workflow.

Who it's for

It is best suited to venues and event professionals that need guest seating, diagrams and entry management together, particularly where offline check-in and multiple-device syncing matter. The free check-in account can suit small events with no more than 30 guests apiece. Larger operations should compare per-event caps and user allowances against their staffing and attendance needs before choosing a monthly plan.

Pros and cons

• Pros: Offline check-in and real-time device syncing help maintain entry operations when connectivity is poor or several devices are in use.
• Pros: Seating, guest-list management, check-in and detailed attendance reporting span planning through arrival.
• Pros: The free account has no event-count cap, while the 14-day trial covers the full software demo.
• Cons: The free account's 30-guest event cap and MAX-150's two-device limit constrain event scale.
• Cons: The monthly packages begin at 90.00 € per month, and the listed contents of the two lowest monthly tiers do not explain their price difference.
• Cons: Purchased check-in credits expire after 12 months unless an extension is requested.
• Cons: No 3D view is available for planners who require three-dimensional room visualization.

Alternatives

For a broader comparison of event-diagramming products, browse Event Diagramming Software.

A Seat Awaits is a web option with a free plan and paid per-event passes, worth comparing if a single-event seating workflow is the priority. EventDiagram offers a free plan on web and API platforms for readers considering a freemium diagramming alternative. OnePlan has a free plan and a 25-object cap on its free tier, making it a potential starting point for smaller diagrams. SeatPlan.io offers a free web plan with guest-list import and an AI floor-plan import trial, but no saved work or PDF export on that tier. SeatPlanning has a free web plan limited to one project, 40 seats per project and five tables. Cvent is a paid web and mobile alternative whose registration product can be tried for free. 3D Event Designer is worth considering when 2D and 3D diagramming are required, with paid plans across mobile, desktop and web platforms. Visrez Floor Plan Builder is another web-based freemium option.

Verdict

EventReception is a strong fit for hotels, venues and event teams that want seating, guest check-in and reporting under one roof, especially when offline entry and multi-device syncing are essential. Its breadth is the main reason to choose it; the monthly cost, per-event check-in limits and unclear distinction between its two lower monthly tiers are good reasons to compare alternatives first.