15 Event Planning Tools To Help You Organise Your Event

Andrew Stuckey | Posted on Wed 1 May 2019 at 12.00PM
Categories: Tips

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We’ve collated a list of 15 great online event planning tools to help you manage your to-do list as efficiently as possible and make your life as an event organiser a whole lot easier.

It doesn’t matter if you’re organising a local fair or a full-scale arena event; planning an event can sometimes be overwhelming. There are many individual elements that you need to think about to pull a successful event together, from organising the venue to getting people through the door.

The easiest way to plan an event is to manage your to-do list as efficiently as possible, and there a number of incredibly useful online tools which can help you streamline your planning process. We present our list of the top fifteen tools to help you manage your task list, collate and organise any documents and promote your event too.

  1. Trello

Source: Trello

Trello is an innovative free project management tool which lets you build boards that you can share with your team, upon which you add lists and fill them with tasks so that you can monitor the progress of your event. You can assign tasks to members, set deadlines, and move your tasks quickly from one list to the other, giving everyone a great oversight of the project at hand in a simple and flexible way.

You could create separate lists for each individual element of your event organisation, adding the autonomous tasks assigned to each specific area to the designated list. You could also have a list for completed tasks and tasks in progress so that the development of the project is clear for all to see.

  1. Google Drive
While Google Drive might not initially seem like a tool that could help you with planning an event, it’s a great way of organising and collating word documents, files, PDFs and spreadsheets.

Not only does it let you quickly and easily organise your relevant files into specific folders and colour coordinate them if you need to, but you can easily share files amongst your team, allowing you to work on documents simultaneously and have access to important information without needing to email large files across.

Google Drive also has a handy mobile app so that you can access any information you might need while on the go, which is very handy when in between event meetings.

  1. Evernote
Evernote is an incredibly handy notes app which lets you collate notes in a variety of different formats, from voice notes to doodles, PDFs and pictures. You can sort your specific notes into notebooks and you can add a range of tags too. 

It’s free for the majority of the functions and is incredibly useful for keeping track of multiple ideas or jotting down quick notes that you can add to their relevant folders when you’re on the go, which is particularly convenient in the initial planning phases of event organisation.

Evernote is also compatible with a range of other different apps, helping you to pull together and collate information from a whole host of sources in one place.

  1. Pocket

Source: OMGChrome

Pocket will be the event planning tool you’ll never know how you lived without in the research stages of event organisation.

It’s a completely free resource which lets you save any articles you’ve seen online, storing them in one place so that they’re ready to read when you have the time.

When you’re in the initial concept stages of planning your event, Pocket is particularly helpful for gathering as many informative articles and resources that you can in one place so that you can make informed decisions when you’re planning, and refer back to the various articles throughout the process.

  1. Grammarly
Grammarly is a free grammar tool which does the hard work so that you don’t have to. If you’re planning an event which requires lots of email communication to potentially attract sponsors, to engage with your audience or to inform the media, Grammarly will be your best friend.

It’s a handy plug-in that you add to your Google Chrome toolbar which lets you know if you’ve made any spelling or grammatical errors within any piece of writing, helping you to ensure that you’re communicating in a seamless and professional manner at all times.

  1. Slack

Source: Slack

Gone are the days of dozens of long email threads relating to each individual element of your project. Slack is a fast-paced instant messaging app which lets you organise your conversations by specific topic or by team.

On Slack, not only can you chat quickly, share files and organise your team into sections, giving everyone an overview of any important discussions they need to see, but you can also send gifs to boost morale and add a little humour into your event planning which is always welcome.

  1. Feedly
Feedly is a particularly handy online tool for those who organise events because it helps to bring useful sources together into “feeds” and will automatically update them when new articles, blogs or videos are released.

You can collate feeds based on keywords, topics, trends, individual channels, brands, publications or tweets, and filter through them to quickly assemble a shortlist of content that is relevant to what you’re looking for.

You can share feeds with your teams, while Feedly also integrates with Slack, helping you to quickly fire useful content in your team’s direction in the space of a few clicks.

  1. Hootsuite
Hootsuite is an incredibly beneficial tool to have in your arsenal when planning events for more reasons than one.

Firstly, it lets you schedule social media content across multiple channels from one easy-to-use interface, allowing you to share and promote your event regularly as it draws near. You can bulk upload your social media content too, saving you valuable time when the deadline draws near.

Hootsuite also incorporates social listening, providing you with feeds of content based on what your prospective customers are talking about. You can search for hashtags, keywords or phrases, or even listen in on what people are saying about your brand or event, making it easy to find out exactly what your customers want.

  1. Pinterest
A great tip that event organisers might not have heard before, is to use Pinterest to help you plan an event. Pinterest is an image sharing social media platform which lets you build digital scrapbooks and pin images into relevant boards.

When planning the concept for your event, you’ll be astounded how useful a resource Pinterest can be. You’ll be able to create boards for your event decor, themes, browse images and infographics to help you plan, browse invite and ticket designs, social media graphics and poster designs too.

Pinterest will help you visualise your event concept in the early planning stages.

  1. IFTTT

Source: ComputerWorld

IFTTT, or If This Then That, is an effective tool which lets you utilise free “recipes” that will automate those bothersome tasks for you and make your event planning life a whole lot easier.

It lets you enable recipes that will automatically share pictures in the correct format across all social media channels, build a spreadsheet of any new followers you attain, email yourself notes quickly, sync your Instagram content to a new Pinterest board and a lot more too.

  1. Evvnt
Evvnt is an online platform which lets you promote your event with ease. You simply upload your event listing, and it will automatically distribute it across ‘thousands of sites’, including Eventful, Touch Local and Yahoo, amplifying your prospective audience.

The good news is that if you utilise TicketSource to manage your event, it will automatically upload your event to Evvnt for their consideration, doing the hard work for you and helping you to put your event in front of thousands more potential attendees.

Read more: 15 Top Free Event Listings in the UK 

  1. StayFocusd
When your event planning deadlines are looming, the StayFocusd Google Chrome extension will help you to maximise productivity and get everything you need sorted on time.

It’s a productivity-based tool which works by limiting the amount of time you spend on websites, helping you to stop procrastinating.

You can designate yourself an allotted time per website, and once that time is used up, the site will be inaccessible for the rest of the day. You can block specific websites, pathways or URLs, putting yourself in control and helping to stamp out distractions so that you can focus on planning your event.

  1. Prezi
Prezi is a free online presentation tool which is valuable for any event planner throughout the cycle of organisation.

You can create dynamic and visually engaging presentations by taking advantage of a host of unique designs, presenting your vision to:

  • Your team

  • Potential investors

  • Local committees you would like to be involved

  • Local press

Don’t settle for an average visualisation of information when Prezi can help you bring it to life in style for free.

  1. MailChimp

Source: GSuite.Google

MailChimp is an email marketing platform which makes keeping in contact with your prospective event attendees a breeze.

You can create unique email marketing campaigns utilising a host of templates that are completely customisable, marketing directly to your prospective customer base.

With TicketSource’s MailChimp integration, you can send targeted email campaigns to those who have bought tickets, broadcasting information and communicating regularly.

Read more: How to write effective promotional emails for your event 

  1. TicketSource
Last but certainly not least is, of course, TicketSource, an imperative online event planning tool for any event planner. TicketSource lets you create an event completely free of charge and enables you to digitally sell tickets online. TicketSource acts as your online box office and enables you seamlessly manage each of your events.

Upon request, TicketSource’s telephone box office service can take booking calls from your customers wanting to buy tickets for your events, saving you valuable time.

Not only that, but it has a set of built-in tools that will help you promote your event too. You’ll be able to set up social media advertising, direct email campaigns and create exciting discounts and deals all through TicketSource, acting as the foundation for your event management and planning.

Read more: Why TicketSource is a fantastic FREE Eventbrite alternative

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