When putting together an event of any size, organization is key. Whether it´s an intimate dinner for the board, or a conference for hundreds, it´s important to know who is doing what, when it needs to be done and how far along in the process you are. There are a million moving parts, and you are in charge of the machine. Thankfully, the days of the Rolodex and Post-it notes are behind us (although I do still love them, especially if it means I can colour code) and there are now incredibly intuitive tools that can help us with almost every aspect of event management, from budgeting, to task management, to sales and guest management and everything in between.
What there isn´t, unfortunately, is one single piece of software that can do it all (any coders out there, here´s an opportunity) so you won´t be able to have absolutely everything in one place, but you can come close. Here we´re giving a breakdown of the top applications you can use to help you with your event management, but remember, one size does not fit all so consider your needs and the scale of the event before you choose!
We´ll start by going over some of the task management tools available, then move on to the customer-facing event management apps out there.
Task Management
1- monday.com:
An all-in-one platform for project management. There are a few options when setting up a monday.com account, but it´s very user-friendly so just let it talk you through what you´re looking for. You can set up dashboards, assign tasks, due dates, budgets and everything in between. It integrates with just about everything, so whether you use Microsoft Office, Google + or anything else, if you use it, you can add it.
The Pros- You can automate a lot. Once you´ve set up your projects, and any integrations you require, then it´s all there on your dashboard. Send emails automatically when task are due, integrate with QuickBooks or Excel, keep details of meetings, create charts, keep details of attendees, you can basically do it all. It´s also very user-friendly, and I am not a techie by any stretch.
The Cons- It integrates with virtually anything, which means that a lot of the processes aren’t built in. You will still need to have accounts for the other platforms (Zoom, Microsoft Office, Quickbooks, Mailchimp etc) and this can feel a little messy when you first set it up. It also means you´re paying for additional software. Unfortunately, there´s no real way around this as of yet, but they are constantly upgrading the platform so it may get there in time.
Free plans are available, although these do limit the number of integrations. Trials are also available for the more extensive plans. To trial it out go here.
2- Trello:
Trello is an amazing visual tool, perfect for small-scale events and brainstorming sessions. Think digital Post-it notes on steroids. You can set tasks, reminders, due dates and add attachments or meeting notes to each individual board. Invite your colleagues or external parties to add to or access the boards, drag-and-drop tasks across boards, in short, it´s an online whiteboard with super easy to use functionality.
The Pros: It´s super user-friendly. It has a simple interface which makes means it´s intuitive to use (even for tech newbies). The way that it´s set out means that you have a clear overview of your tasks and your progress and the drag and drop facility means it´s incredibly easy to update. It can also integrate with external applications so you can import and export data as you need. There´s also a mobile app which means it´s easy to update on the go.
The Cons: It has very limited automation, so you will have to manually update things. This is fine for the smaller scale events, but if you have a large number of guests and you need to track a lot of information it can get cluttered: Large and complex events might become a bit overwhelming, so I wouldn´t recommend it for that.
Free plans are available, with free trials also offered for the more advanced users. To trial it, go here.
3- Zoho:
Zoho is a bit of a powerhouse when it comes to project management, because of it´s incredible amount of inbuilt tools. You can cover all of your marketing, CRM, budgeting, email, messaging and task management requirements from its inbuilt apps, or if you'd prefer to stick with what you know, integrate with Microsoft 365, Google, and all the rest.
Pros: You can have everything in one place, enabling you to work across different tasks with full readability at every point. It is super scalable because of it´s easy to implement automation and workflow process. Whether you have one guest or two thousand, once your processes are in place, Zoho can deal with it. It also has the added bonus of being really customisable, both for your dashboards and your reporting, so you really can adapt it to do what you want.
Cons: Because of the complexity of features on offer, it can be a little overwhelming to set up and run, and it´s certainly not a plug-and-play solution for a one-off event. It´s probably unnecessarily complicated if you´re going to be one of the few people using the project management features and it can be more expensive than some of the other tools out there, but that´s probably understandable given what is available on it.
Sign up for a free trial here.
4- Excel:
Don´t dismiss it just because you already have it. Excel is the spreadsheet master, you´re almost definitely already familiar with it and it´s readily available. It´s an incredible budgeting tool and can be used to create tasks, send emails, create charts and even integrate with your calendar to set up your meetings. Think endless rows and columns to organize your event planning like a pro.
Pros: It´s readily available and you probably already have a basic knowledge of how to use it. It is incredibly customizable, so if colour coding and pie charts are your thing then you can go nuts. Furthermore, if you have some knowledge of Power Automate, then you can link your excel files with almost every other Microsoft 365 programme, so presentations, emails and calendar management can all be used to aid with your planning. An additional bonus is that it can be used offline, so if you ever manage to get out of the reaches of your wifi, you can still see your plans and modify them.
The Cons: It requires significant time to set it up to do what you want. Data entry can be complex and cumbersome (although again, Power Automate and data entry from different sources can help with this) and not everyone will have your skills. Whilst you can, of course, share spreadsheets, the level of skill required to maintain them correctly can take it out of the running if you´re working with others that don´t have your skills.
Free options available, and with a licence (and some know-how) it can do more than enough to manage your event. Find it here.
5- Google Workspace:
Google Sheets is Excel's cloud-based equivalent, offering similar spreadsheet capabilities but with a collaborative twist. You can work with your team in real-time, accessing your plans from any device. Like Excel and Microsoft 365, Google Workspace can allow you to connect your email and diary across its platforms.
The Pros: You probably already have access to it, and if you don´t you can access the basic feature for free. As with many of Googles work tools, it´s pretty user friendly and the chances are that whoever you´re collaborating with has already used it too, so working as a team will be easier.
The Cons: It does have some limited functionality, lacking automation, reporting, and other features that can be helpful. Depending on the complexity of your event, having to do everything manually may well not be feasible.
Find the link for Google Workspace here
Event Management
1- Eventbrite:
Eventbrite is the king of event registration and ticket management. I´m sure you´ve heard of it, the chances are you´ve probably used it to attend events yourself. You can sell tickets, manage customer correspondence, market your event and have a dedicated page set up for your attendees.
Pros: You can manage ticket sales, attendee information, and seating charts. You also have the benefit of being able to market your event, as well as the not inconsiderable bonus of having payments taken through a known and trusted portal. You also have the advantage of vast marketing tools available through their portal as well as detailed data tracking and reporting.
The Cons: Whilst it´s a great platform for the sales and marketing side of an event, it´s much more limited when it comes to the intricacies of the actual planning. Additionally, the per-ticket fees can add up so unless you´re expecting a hefty return, it may not be worth it.
To find out more about Eventbrite please visit here.
2- Eventee:
Think of Eventee as a master of ceremonies for events. This platform allows you to create your own branded apps for your event, with networking capabilities built in, push notifications for the attendees, live schedules and the ability to be used for both live and virtual events, bringing webinars, live streams, and interactive sessions to life. Think engaging workshops where attendees are actively participating, not just staring at screens.
The Pros: It provides a platform for both live and virtual events, including live streams, webinars, and breakout sessions. It has great interactive features such as polls, Q&A, and chat functionalities which help to enhance audience engagement. Streamlined registration and ticketing procedures simplify the attendee experience. Comprehensive analytics and reporting tools facilitate performance analysis and inform future event strategies.
The Cons: Eventee's focus on virtual events comes with some limitations for physical events. Additionally, once again there are no task management capabilities within the platform, so it´s really to be used for the customer or attendee-facing side of your events. Additionally, pricing packages might be on the higher end for smaller or infrequent events compared to alternatives, and navigating the interface may require some initial learning curve for users less familiar with the platform.
A no cost trial is available, but there are no free user plans in place. Have a look at what´s available here.
Remember, there's no one-size-fits-all solution.
Choose tools that suit your event needs, budget, and team preferences. Mix and match if you need to and don´t assume that you need to cover all of your bases from just one application. Figure out what works for you and your company when deciding which app might be of benefit. Don´t be afraid to access their free trials (although PLEASE remember to cancel your trials at the end of the free period!) and have a play to see which you like. Remember also to take into account how much time you can save when you use the appropriate tools. $15.99 a month may seem like a lot per user, but if it´s saving you ten hours a week, it´s worth it.
What do you think? Any obvious ones I´ve missed that you think I should know about?
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