Event Planning     |     25 March 2025

11 Questions You Should Ask When Searching for Event Ticketing Platforms

The essential guide to finding the right solution for your fundraising and event needs

15 minute read

Planning an event is no small task, especially when it’s not part of your regular routine. For many volunteers, organizing a fundraiser, raffle, or gala can feel like an overwhelming responsibility. Between juggling time constraints, managing expectations, and ensuring everything runs smoothly, it’s easy to feel stretched thin.

One way to lighten the load is by choosing an event ticketing platform that does more than just sell tickets. The right platform can simplify the entire process, from ticketing to communication and beyond. Let’s explore the most important questions to ask before committing to a platform. When you better understand your needs and what’s available, you’ll feel more confident in your choice and more focused on the cause you’re supporting.

How to choose the right features for your event

Selecting an event ticketing platform goes beyond just ticking boxes; it’s about ensuring the platform aligns with your specific goals and challenges. To make an informed choice, take a moment to identify the features that will have the biggest impact on your event’s success.

Consider your audience’s preferences

Your attendees are at the heart of your event, so it’s essential to understand how they prefer to engage. Are they tech-savvy and likely to use mobile-friendly tools, or do they need access to more traditional options like paper tickets or on-site check-in? Some platforms specialize in one format, but the best event ticketing platforms can cater to both digital and traditional preferences. 

Think about your team’s capabilities

Your event team is likely made up of volunteers or staff with varying levels of tech expertise. A platform that’s too complicated to use can lead to unnecessary stress and mistakes during critical moments. Look for intuitive systems that minimize the learning curve, and don’t forget to prioritize platforms with accessible support teams that can guide you through the setup process. 

Focus on what will save you time

From customizable templates to automated emails, features that streamline repetitive tasks can make a huge difference when you’re managing an event. Platforms with built-in marketing tools, reporting dashboards, and automated notifications allow you to spend more time focusing on your cause rather than juggling logistics

Understanding your event needs

1. What type of events are you hosting?

Every event has its own unique challenges. A black-tie gala with a seated dinner will have different needs than an online auction or a casual raffle at a community fair. Some events may focus entirely on ticket sales, while others need features for managing donations, auctions, or sponsorships.

Start by mapping out what your event will require. Will you need tools for managing guest seating? Is it important to include options like raffle tickets or buy-it-now items? Many platforms can handle a wide variety of events, from simple fundraisers to more complex auctions with mobile bidding options, so ensure the platform you choose is adaptable to your specific goals.

2. How many attendees are you expecting?

Event size is another important factor to consider. Small fundraisers might only need basic features, while large-scale galas or auctions could demand more advanced tools to manage hundreds or even thousands of guests.

Some platforms are better suited for smaller groups, while others can scale effortlessly to handle large audiences. Silent Auction Pro, for example, is designed to accommodate events of all sizes, making it a flexible choice whether you’re organizing a school raffle or a citywide fundraiser. Be sure to ask about any ticketing or registration limits and whether the platform’s pricing structure changes based on attendance numbers.

Core features to evaluate

3. Does it support both in-person and online events?

The ability to manage hybrid events has become increasingly important. Many organizers now want tools that work seamlessly for in-person and online attendees, allowing them to reach a wider audience.

Look for platforms that offer features like online registration, mobile-friendly bidding, and live-streaming capabilities. A platform with mobile bidding tools is a great example: this feature allows attendees to participate in auctions or fund-a-need donations from wherever they are, ensuring everyone feels included.

4. What ticketing options are available?

Not all events are created equal, and neither are their ticketing needs. For example, a fundraiser might require options for general admission, VIP packages, sponsorships, and even merchandise sales. Having flexible ticketing options ensures you can meet the expectations of your audience while maximizing revenue.

A strong event ticketing platform will allow you to customize ticket types, include add-ons like meal choices or t-shirt sizes and even sell group packages. You may need something that helps you set up multiple ticket types while keeping everything organized under one system.

5. Does the platform offer marketing and communication tools?

Promoting your event is just as important as running it. Platforms with built-in marketing tools can save you time and effort by automating outreach. Features like email templates, automated reminders, and personalized messages ensure your guests stay informed and engaged.

A platform that includes these tools makes it easy to send updates about ticket sales, donation progress, and other key details. You’ll also want to check for features that allow you to segment your audience, so your messages are customized for specific groups like ticket holders, sponsors, or donors.

User experience matters

6. Is the platform user-friendly for both attendees and organizers?

When it comes to event ticketing platforms, ease of use should be a top priority. A complicated system can frustrate both your attendees and your organizing team, leading to wasted time and energy. For attendees, the platform should make ticket purchasing straightforward, whether they’re registering for a fundraiser or buying a raffle ticket. Features like intuitive navigation, mobile-friendly interfaces, and clear instructions can make all the difference in creating a positive experience.

For organizers, user-friendliness translates to simplified workflows. Tasks such as setting up events, tracking attendees, or managing auction items should be straightforward and easy to execute without a steep learning curve. Consider your volunteers and team and their familiarity with technology. An affordable system with awesome features that’s too complicated for a layperson to use is more of a liability than an asset. 

7. What customer support is available?

No matter how user-friendly a platform is, questions or issues can arise, particularly in the high-pressure environment of event planning. That’s why accessible, reliable customer support is a must-have. Before committing to a platform, investigate the level of support offered. Can you reach a live person when you need help? Does the platform provide assistance during the event itself?

Silent Auction Pro sets itself apart with its high-touch customer support. Their event coaches offer proactive guidance throughout the entire process, from onboarding to troubleshooting during the big day. Users often share stories about how support staff have gone above and beyond, whether it’s answering last-minute questions or providing on-site assistance. 

They also offer extended regular hours (9 am Eastern - 7 pm Pacific, Monday through Friday and 12 pm Eastern to 5 pm Pacific on weekends) with a free night of support that extends to the end of your event, even if it goes beyond the normal company hours. This hands-on support helps alleviate stress, allowing organizers to focus on the event rather than technical hiccups.

Financial considerations

8. What are the costs and fees?

Budgeting is a huge factor when selecting an event ticketing platform. Costs can vary widely, including subscription fees, per-ticket charges, and additional expenses like payment processing or add-on features. To make the most informed decision, compare platforms not just on their price points but also on the value they deliver. A slightly higher fee might be worth it if the platform includes comprehensive features that save time or increase fundraising potential.

Look for platforms that offer transparent pricing options, allowing you to understand what you’re paying for upfront. The last thing you want is hidden fees that eat away at the money you raise for your mission. Consider the total cost of ownership, so you can choose a platform that fits your budget while meeting your event’s needs.

9. Does it support secure payment processing?

Security is non-negotiable when handling transactions. Attendees need to feel confident that their payment information is protected, and organizers benefit from the convenience of integrated payment systems. Look for platforms that either offer or partner with payment processors with features like secure credit card processing, PCI compliance, and data encryption. Bonus if your event ticketing platform allows options like text-to-give or recurring payments. 

Reporting and analytics

10. What kind of reporting tools are included?

Data is key to understanding the success of your event and planning future initiatives. Comprehensive reporting tools can provide valuable insights into ticket sales, donation trends, and overall performance. These metrics help you identify what worked well and what could be improved, making each event more successful than the last.

Silent Auction Pro offers detailed reporting and analytics features that keep you informed at every stage. For example, you can track ticket sales by type, monitor bidding activity in real time, and analyze donation breakdowns. Post-event reports make it easy to evaluate your success and share results with stakeholders, giving you the information needed to build on your achievements.

11. Can the platform track donations and sponsorships?

Beyond ticket sales, tracking donations and sponsorships is crucial for fundraising events. A good event ticketing platform should allow you to organize and document contributions, ensuring you can acknowledge donors and sponsors appropriately. Accurate records also make it easier to comply with any reporting requirements. Simplifying donor management helps you strengthen relationships with supporters and maximize your fundraising impact.

Choosing a trusted partner

12. What do other users say about the platform?

When deciding on an event ticketing platform, feedback from real users is one of the most reliable ways to gauge its effectiveness. Reviews and testimonials provide insight into how the platform performs in real-world scenarios, shedding light on strengths, weaknesses, and overall user satisfaction.

Silent Auction Pro has consistently earned high praise for its intuitive design and exceptional customer support. Users frequently highlight its ability to simplify the event planning process, increase fundraising potential, and handle complex features like mobile bidding and donor tracking with ease. Testimonials often emphasize how the platform helps alleviate stress for volunteers, thanks to hands-on guidance from event coaches and quick access to tech support during events. These positive experiences can offer valuable peace of mind when selecting a partner for your event.

13. Does the platform grow with your organization?

Your organization’s needs today might not be the same as its needs in the future. That’s why it’s essential to choose a platform that’s flexible and scalable, allowing you to adapt as your events evolve. Whether your next project involves a larger audience, additional fundraising features, or new types of events, the platform you choose should be able to accommodate those changes. Choosing a platform that evolves with your organization means you’re investing in a long-term solution that supports your mission at every stage.

Empower your next event with the right tools

Choosing the best event ticketing platforms isn’t just about convenience; it’s about giving yourself and your team the tools needed to make your event a success. By asking these key questions, you can identify a platform that saves you time, reduces stress, and ensures a simplified experience for both organizers and attendees. From user-friendly features to top-notch support, the right platform can make all the difference.

As you evaluate your options, keep in mind that your event planning journey doesn’t have to be a solo effort. Platforms like Silent Auction Pro simplify the technical side of event management and offer dedicated support to help you every step of the way. Whether you’re hosting a small fundraiser or a hybrid gala, Silent Auction Pro provides the tools you need to focus on what truly matters: your cause.

You wouldn’t buy a new car without asking the right questions and taking it for a test drive, right? Request a free demo of Silent Auction Pro today and see how it can transform your event planning experience. With the right platform in place, you’ll feel confident and prepared to make your event a memorable success.