Run EU-Funded Events Without Spreadsheets
Manage registration, participant records, travel, accommodation, and reporting for grant-funded projects in one platform.
Trusted by NGOs, institutions, and international organisations
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
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
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
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
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
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.
Compliance & security
GDPR-Conscious Participant Management
EU-based hosting and structured controls, built for organisations that answer to funders and auditors.
- 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?
Can we collect travel and reimbursement information?
Is Everevent suitable for international events?
Can different team members collaborate?
Can we export data for reporting?
Ready to Run Your Next EU-Funded Event?
Associations, NGOs, and institutions run their Erasmus+, Horizon Europe, and CERV programmes on Everevent.
We built this because we've run these events. We know what funders ask for at reporting time.
