Ten Event Planning Tools to Help You to Organise Your Events Efficiently

Akriti AroraEvent Management, Event Planning

Have you ever wished for a better way to organise your lists and tasks, to record all the important information so you don’t lose out on any if it, and to communicate with the possible attendees while planning your event?

If you are in the event organising industry, you’d know that a multiple factors come into play in making an event successful. The process involving reaching out to sponsors, marketing the event, managing event registrations and ticketing, selecting the venue and executing the event, is quite cumbersome. For carrying out your event smoothly and successfully, you need to plan your event well in advance and have all your processes in place using the various available event planning tools.

We’ve put together a list of 10 event planning tools to help you during three different stages of event planning – before your event, during your event and after your event.

Event Planning Tools to Help You Before Your Event:

1. Trello – Trello helps to plan and assign event-related tasks to different team members. This tool makes sure that all the team members are on the same page as the status of the task is shared with everyone. Further, you can have different boards for different teams such as marketing, finance, administration, bookings etc. Your teams will stay focussed on their respective tasks to be completed while you as the event manager can track the progress of all the teams.

2. WordPress – It’s a great platform to have your own event website without any coding or technical skills. If you plan to publish blogs regarding your events to reach the right audience and to spread a word about your event, or maintain a website for your event, we suggest you to use WordPress. WordPress helps you to maximise your reach by targeting the right keywords and suggesting edits. It also offers you multiple customisable themes and designs to put down all your content. This enables you to publish all the content relevant to your events effectively.

3. Slack – While organising any event, communication plays the most important role. Though, Whatsapp is a great way to communicate with your volunteers, team members etc. but it can be chaotic at scale. So, we recommend trying out Slack. Whether you’ve to communicate with your team regarding any updates or changes in organising the event, Slack can help you to communicate seamlessly. It helps you to get things done. You can share messages, files, and you can also integrate all your social media channels with Slack.

4. Planning Pod – For beginners and small businesses, Planning Pod can help to create itineraries, plan and promote your event. It is a business management software that manages tasks, calendars, finances and administrative details.

5. Buffer.com – The easiest way to reach your target audience is to have a presence in various social media channels. Even if you’ve got the logistics of your event right, it is very crucial for you to have a good visibility online through event marketing. Buffer.com helps you to increase your reach by giving you the access of all your social media channels in one place. This helps you to not only post your content but also track the progress and performance of your posts.

Event Planning Tools to Help You During and After Your Event:

6. Airtable – For those of you obsessed with maintaining lists on spreadsheets and databases, Airtable is the tool for you! It offers custom event planning, event marketing, and event sponsorship templates. This tool can be used for tasks as simple as making shopping lists and for complex functions such as Customer Relationship Management, and project and inventory planning. The tool has recently gained popularity and is also used by organisations like Tesla and WeWork.

7. Intercom – If you have your own website or app and would like to analyse information about your website visitors, communicate with your prospective attendees personally, then we strongly recommend intercom. This tool will help you to understand your attendees better, know where they are from, what are their backgrounds etc. You can answer their questions with targeted content. These features will help you close your leads and retain your attendees.

8. Townscript – For the ticketed & paid registration events, we will be biased towards Townscript as we spend every minute making your events successful.  Townscript, an event registration and ticketing platform that helps you sell tickets for all types of events – one time or recurring, small or big, free or paid. Townscript is one of the highest rated platform and is highly customisable with 20K registered events already. Townscript is the best bet for you to register and sell tickets for your events as it is most cost effective and also provides the option of embedding a sales widget within your website to sell tickets on your website instead of being redirected to different pages. Also, the customer support is right on point.

9. Google drive – To have all your documents, files, videos and other data in one place, we recommend you to use Google Drive. It will also help you to have a backup of all your data for any future use. You can also use google spreadsheet, docs and slides to record your information and content. Google drive is very user friendly and the information is easily accessible. It is a great tool to keep a record of all your files and folders.

10. Dropbox – In case you need to share any information post event with your team members or with the attendees such as pictures of the event or event videos, you can use dropbox to share them all. It is an amazing platform to share heavy files with multiple people.

Although there are multiple event planning tools out there to organise your efforts, what matters the most is that you have a clear plan and you use the smartest tools to organise your event efficiently. This will increase your productivity and help you to focus on the more important things while planning your event and during your event. In order to keep your attendees engaged during and after the event, you can refer to this guide here. It has worked well for a lot of our event organisers.

Thanks to the innovation in technology, majority of your event management problems are taken care of by various event planning tools and softwares!