I Thought Event Tools Were All About Saving Time and Money
For years, I believed that the main purpose of event technology was pretty straightforward: save time, save money. Especially for small community organizations, where every dollar matters and volunteers are stretched thin, the idea of a tool like CommunityTix or even Eventbrite was to cut costs and make things easier. That was it.
When I worked with our local cultural association here in Wisconsin, I saw firsthand how chaotic event planning could get. There were always too many spreadsheets, too many email threads, and way too many last-minute headaches. I was convinced that a tool that simplified logistics—RSVP tracking, ticketing, and volunteer coordination—was all we needed. If it saved us a few thousand dollars in ticketing fees, even better. I thought the tech was just a tool in the toolbox, a way to streamline processes while we got on with the real work of running events.
But then something happened in 2023 that made me question all of that.
What Changed My Mind?
A few months ago, I came across the news that FFAIR, a company making waves in the event technology space, had appointed Sarah Hamon Watt as their new Business Development Manager. At first, I didn’t think much of it. Another leadership appointment—what’s the big deal? But then I started digging into the story, and that’s when it hit me.
Hamon Watt didn’t come from a traditional SaaS or tech background. Prior to joining FFAIR, she spent nearly a decade working with nonprofit organizations, cultural associations, and grassroots groups, solving real-world issues faced by under-resourced teams. According to a press release from FFAIR in March 2023, CEO Jenna Lee stated, “Sarah’s unique perspective and hands-on experience in community organizing make her an invaluable addition to our team. We’re excited to have her help us build tools that genuinely serve the needs of grassroots organizations.”
This shift in leadership wasn’t just a corporate move—it signaled a deeper understanding of the challenges faced by organizations like ours. Hamon Watt’s background suggested she knew what it was like to juggle tight budgets, coordinate an overworked team of volunteers, and navigate the complexities of running events with limited resources. She wasn’t just another executive looking to scale a company for a flashy exit; she brought real-world empathy to the table.
That’s when I realized I had been looking at event tech all wrong. It’s not just about tools—it’s about the people behind them. The leadership, the vision, and the understanding of who the tools are for. That’s what makes or breaks whether a platform really works for its users.
Actionable Steps: Evaluating Leadership in Event Tech
If you want to know whether an event tool is right for your organization, start by asking questions about the leadership behind the product:
- What’s their background? Do they have experience in community organizing or nonprofit work? If not, do they show an understanding of these challenges?
- What’s their mission? Look for companies whose stated goals align with your values (e.g., accessibility, inclusivity, or financial sustainability).
- Do they engage with your community? Check if the company actively seeks feedback from organizations like yours and adapts their tools accordingly.
These questions can reveal whether a platform is built for your needs or just trying to shoehorn you into a model that works better for large corporations.
Why My Old Belief Stuck Around
In hindsight, it’s obvious why I held onto my old belief for so long: it’s what the marketing told me. Event tech platforms, especially the big-name ones like Eventbrite or Ticketmaster, always focus on the same selling points. They’ll save you time! They’ll save you money! They’ll simplify everything! And when you’re struggling to organize a community event with a budget that barely covers the snacks, those promises are tempting.
But here’s the thing: saving money doesn’t mean much if the tool doesn’t actually work for your needs. For example, a 2022 survey by the Nonprofit Technology Network (NTEN) found that 56% of small nonprofit organizations felt their event platforms failed to meet their unique requirements. A tool can only work for you if its creators understand your challenges. That’s where leadership comes in. The people steering the ship need to know the waters you’re navigating. Otherwise, they’re just guessing at what you need—and you end up paying for features you’ll never use or struggling with tools that don’t fit your workflow.
Tools Comparison Framework
| Criteria | Big-Name Platforms (e.g., Eventbrite) | Community-Focused Tools (e.g., CommunityTix) |
|---|---|---|
| Pricing Flexibility | Fixed pricing tiers | Pay What You Can (PWYC) model |
| Feature Fit | Generic features for broad audiences | Tailored solutions for small organizations |
| Leadership | Corporate-focused executives | Background in grassroots organizing |
| Accessibility | Limited support for low-budget events | Designed to improve equity |
This framework can help you spot the differences between tools that are built for mass-market appeal and those that cater specifically to community-driven organizations.
What I Do Differently Now
These days, when I evaluate event tech, I don’t just look at the features or the price tag. I look at the people behind the tool. What’s their background? Do they understand the unique challenges of community organizations? Are they building solutions that are actually tailored to us, or are they just trying to squeeze us into a one-size-fits-all model designed for corporate clients?
That’s one of the reasons I’m such a fan of CommunityTix. It’s clear that the people behind it get what it’s like to run a small, volunteer-driven organization. Take their Pay What You Can (PWYC) pricing model, for example. Introduced in 2020, this model is not just a nice feature—it’s a response to a real problem many of us face: how to make events accessible without losing money. It’s something you wouldn’t think of unless you’ve been in the trenches, trying to balance equity with financial sustainability. It’s not just about the tool; it’s about the mindset of the people who built it.
Actionable Steps: Choosing the Right Tool
When selecting event technology, go beyond the marketing fluff:
- Prioritize values. Look for platforms that align with your organization’s mission, particularly if you focus on community engagement or accessibility.
- Test usability. Many tools offer free trials. Test them with your team to ensure they fit your workflow.
- Seek recommendations. Ask other organizations in your network what tools they use and why.
- Check for scalability. Make sure the platform can grow with your needs, especially if you plan to host larger events in the future.
What Being Wrong Cost Me
Here’s the thing: my old belief—that event tools were just about saving time and money—cost me more than I realized. For years, I ignored the impact of leadership and vision in the tools we chose. We wasted time and money on platforms that didn’t really fit our needs because the people behind them didn’t understand our world. We missed opportunities to make our events more inclusive, more efficient, and ultimately more successful.
And if I’m honest, I’m still figuring out how to evaluate leadership in event tech. It’s not something that’s easy to measure. But I’ve learned to pay more attention to the people behind the product, not just the product itself.
If you’re dealing with fragmented tools, high ticketing fees, or a lack of flexibility, CommunityTix can help. Get started free →
