It goes without saying that you need to be organized in order to be a successful event planner. All the logistics, client interaction, and physical setup can get quite hectic, and things don’t always go as planned. Make your job a tad easier by using event planning tools.
Here are seven event planning tools that belong in every event planner’s smartphone or tablet.
Social Tables brings planners the best of venue sourcing, event diagramming, guest management, and check-in. The platform of free event planning tools enables users to accurately create to-scale diagrams in mere minutes, mapping out all of the important pieces down to the smallest detail and share them with venues, clients, and collaborators. Event planners can also easily manage guests — from VIPs to special meal requests — and visually seat them in the diagrams they create.
Tripleseat is a perfect event planning tool for unique event venues. It’s a web app for sales and event management built mainly for restaurants, hotels and venues. With Tripleseat, you can easily increase event sales and streamline the entire planning process. You’re able to capture event leads, convert leads to bookings, create contracts and BEOs, and more. For the event professional who is crazy about data, Tripleseat also gives you a myriad of reporting options to measure ROI.
Use Regpack to effortlessly customize registration forms and create unlimited attendee types. You can check in guests from a mobile device or have them check themselves in. The program can be embedded into your website of signup page. Features include group registration and a payment processing method with SSL 256-bit encryption. Users can also add a cart and express checkout if they choose to sell products in conjunction with the event. After the event, use the systems customize survey feature to collect feedback and comments from attendees.
Event Mobi has been used by world-known enterprises, including Intel, Motorola, IBM, and Johnson Johnson. Use this event planner tool to engage with guests before, during, and after the event. Start with a 14-day trial and take advantage of features like gamification, live polling, and activity feeds via live display. Private chat is also available, so users can contact specific attendees like VIPs and cater to their individual needs.
Member Solutions was founded in 1991. It’s a popular service among yoga, martial arts, and other fitness organizations. The company was initially a service for processing membership registrations. It has since expanded to include various event planning tools.
Its event registration feature makes it easy to create signup forms, liability waivers, and other necessary paperwork using a vast library of pre-existing templates. All forms are whitelabeled and can be branded by simply copying and pasting your company logo. For the event professional who dabbles in marketing, their email marketing feature is also included to keep attendees up to date on the latest event updates and industry news.
Caterease’s interface is nearly identical to applications from Microsoft Word and Excel. This means you can jump right into the system with a short learning curve. This app is designed with a heavy emphasis on the catering portion of event planning.
With Caterease, you can create highly visual food menus, or an ingredients and food prep list for the cooks if preparing your own food for the guests. Guests can enter their own food selection. Use the resulting data to determine food and beverage quantities needed. Use this service if your event has a strong emphasis on the catering and meals.
Fonteva lets you manage an unlimited number of events, free or paid, with a single annual fee. This is a good choice if your event is anticipating overseas guests. The system has over 100 payment gateway options available, enabling attendees to pay for tickets and other items without undergoing any confusing currency conversions. Users can also set up temporary event microsites and provide forums, contests, and other activities to keep guests engaged in the days leading up to the event.
This service is especially popular in the hospitality industry. Westin Hotel, in fact, is one of its regular users.
If you’re a corporate conference manager, it can sometimes feel like you’re always chasing down programming info for your event. But the reality is, you don’t really have the time to. Enter in Hubb, a way to get the content you need for your events quicker. By empowering speakers to upload their own information, Hubb has proven to reduce admin time at an event by 67%. Imagine what you could do at an event if you had 67% of your time back!
These seven management tools represent the latest in event planning tools. What tools are you using? Share them with us in the comments or on Facebook!
Dan McCarthy is an Event Manager at Venueseeker, an event management company based in the UK. Dan has 6 years of event project management under his belt. He has worked on many successful events, and currently, he shares his knowledge by writing on the company blog. Follow him on Twitter @DanCarthy2.