Built for Erasmus+, Horizon Europe, CERV, Interreg & Creative Europe

Run EU-Funded Events Without Spreadsheets

Manage registration, participant records, travel, accommodation, and reporting for grant-funded projects in one platform.

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Trusted by NGOs, institutions, and international organisations

Renew EuropeUNDPWorld Jewish CongressISS

How these events run today

Running an EU-Funded Event Takes Six Separate Tools

Registration, travel, accommodation, and reporting each live in a different place. Everevent keeps them in one system.

What teams use today

  • Spreadsheets
  • Long email threads
  • Disconnected forms
  • Shared folders
  • Manual travel coordination
  • Separate mailing tools

What it creates

  • Duplicate data entry
  • Inconsistent participant records
  • Missing travel information
  • Difficult reimbursement tracking
  • Poor visibility across teams
  • Reporting headaches before deadlines

The full participant journey

One Platform for Registration, Travel, and Reporting

Registration & forms

Registration With Review Built In

Build multi-step forms that collect dietary requirements, passport details, travel plans, and GDPR consent. Set the labels in the language your participants read, then approve, reject, or verify each submission before it reaches your participant list.

  • Conditional logic and custom fields
  • Approve, reject, or verify each submission
  • GDPR consent collected at sign-up
Registration form with custom fields and submission review
Participant record with status and history

Participant management

One Record per Participant, Across Every Event

Track status, approvals, and attendance for every participant in one database, then export it whenever funders ask.

  • Status tracking and approval workflows
  • Tags and grouping
  • Exports ready for reporting

Communication

Send Confirmations, Reminders, and Travel Details

Email segmented groups from the platform: approval confirmations, reminders before departure, and arrival instructions.

  • Segmented sends by group
  • Travel instructions and reminders
  • Post-event follow-ups
Email campaign builder with segmented sends
Accommodation and transport overview

Travel & accommodation

Rooming Lists and Transfers in One Place

Coordinate arrivals, departures, and shared rooms for participants travelling from several countries, then export the rooming list for the hotel.

  • Track arrivals and departures
  • Room availability and assignments
  • Rooming list exports

Sub-events & programme management

Multi-Track Programmes With Per-Session Eligibility

Run gala dinners, parallel workshops, and partner-only sessions as sub-events, each with its own participant list.

  • Parallel sessions and study visits
  • Per-session eligibility
  • Optional activities
Sub-events and breakout session management
Data export and reporting view

Reporting & exports

Exports Ready for Funder Reporting

Export attendance, travel, and rooming data in Excel or PDF for funder and internal reporting.

  • Attendance and registration exports
  • Travel and rooming data
  • Reimbursement support exports

Programme fit

Built Around How Funded Projects Operate

Multi-country participants, structured data, travel reimbursements, and records you can audit.

Erasmus+

  • Youth exchanges
  • Training courses
  • Mobility & staff training
  • Strategic partnership meetings

Horizon Europe

  • Consortium meetings
  • Dissemination events
  • Stakeholder workshops
  • Advisory board meetings

CERV / Interreg / Creative Europe

  • International seminars
  • Public engagement events
  • Cross-border collaboration
  • Capacity-building activities
Not sure where your programme fits? Talk to us →

Why teams choose Everevent

Spend Less Time Chasing Participant Information

Reduce Operational Overhead

Replace spreadsheets and repeated manual coordination.

Keep Participant Data Structured

Hold every participant record in one place instead of across forms and inboxes.

Improve Participant Experience

Give participants one registration flow and clear instructions at each step.

Stay Organised for Reporting

Attendance, travel, and registration data stays exportable at any point.

Coordinate Multi-Country Events

Participants, travel, accommodation, and schedules for every country in one place.

Before and after

What Changes When You Move Off Spreadsheets

Before Everevent

  • Registration in Google Forms
  • Travel in spreadsheets
  • Accommodation in separate documents
  • Communication in Mailchimp
  • Attendance tracked manually
  • Reporting assembled from multiple sources

With Everevent

  • One participant database
  • Integrated workflows
  • Centralised communication
  • Travel and accommodation in one view
  • Export-ready data
Large-scale conference or event

Customer testimonial

From heads of state to delegates across 100+ nationalities and 1,000+ participants, our events demand precision at scale. Standard tools fall short. Everevent is mission-critical to making it all work.

Morgan Meldrum
Morgan MeldrumCTO, World Jewish Congress

Compliance & security

GDPR-Conscious Participant Management

EU-based hosting and structured controls, built for organisations that answer to funders and auditors.

GDPR-conscious and EU-hosted
  • Role-based access
  • Consent collection
  • Centralised participant records
  • Reduced spreadsheet sharing
  • Export controls
  • Audit-friendly data structure

Questions

Frequently Asked Questions

Can Everevent support multiple events within one project?
Yes. Run recurring or related events under one project and keep participant records connected across all of them.
Can we collect travel and reimbursement information?
Yes. Configure your registration form to collect travel details and the information your reimbursement process requires.
Is Everevent suitable for international events?
Yes. The platform handles participants travelling from several countries, along with their travel, accommodation, and schedules.
Can different team members collaborate?
Yes. Your team works from the same participant list and event data, with role-based access.
Can we export data for reporting?
Yes. Export participant, attendance, travel, and accommodation data for funder and internal reporting.

Ready to Run Your Next EU-Funded Event?

Book a Demo