Planning and coordinating an event can be time consuming. Before you know it, you have forgotten or misplaced something. Or the to do list just gets longer and longer, and you start to lose track of things.
Whether it’s a small or big event, just you or a team working on it, here’s our list of our favourite event tools. So get organised, focused, back on track and get time back when planning your next event.
This app is not just a to-do list – it’s a mini event management tool. You can organise task lists for yourself or collaborate with a team. Gather tasks, information, notes and files all together. Create tasks and sub tasks from scratch or create templates to duplicate for recurring events. Organise your list with hashtags, set up notifications and track progress to ensure every detail for your event is covered. Download to your phone or desktop, or for more functionality, it can be accessed from your web browser.
This notebook tool is great for organising events. In addition to creating templates and to do lists, it works well for capturing notes from brainstorming, researching and meetings, as well as collating pictures, links and resources. Write draft content and speeches, and create your event brief and running sheet. The search capacity for this note taking and archiving app is made easy with tags. Share notebooks and collaborate, and you can access from your phone, desktop or web interface.
Easily accessible and secure, this app is great for sharing files and images. It’s easy to use replicating your computer folder system and with its cloud storage is accessible from your phone, desktop or web interface. There is file recovery and version history, and with Office 365 integration you can edit documents easily online.
There are a few different event listing and registration websites. It does pay to do your research for the suitability. It is easy to use, it ranks well on search engines and it handles ticket registrations and payment. The Event Organiser app means you keep track of your sales and check in attendees on your phone at the event. It integrates with Mailchimp and Facebook. Whilst there is a credit card fee for paid events, you can pass these fees onto the purchaser or incorporate in your ticket price.
Creating a Facebook Event is quite simple, but there is a lot more you can do once you have mastered the basics. It’s more than having your event information on your Facebook page. Whilst all the detail will make it easier for people to find information about your event, the power is behind working on the added extras to increase your reach. Co-host with other Facebook pages (extend your reach!), add additional schedule dates, integrate with ticketing systems (eg. Eventbrite), extend your organic reach and of course, Facebook advertising. Delve even deeper with event insights to improve your targeting and campaigns.
Mailchimp is our go to email newsletter campaign and subscriber tool. Use for invitations, regular event updates, follow up after your event with a thank you note and gather feedback from surveys. Recent enhancements have made it even easier to use and more powerful with the addition of a Marketing CRM – improved tags, segments, automation and campaigns. This is an event planner’s dream all in one marketing tool, and there are further exciting enhancements to come as well. It integrates with Eventbrite, Canva, Survey Monkey and of course social media platforms.
Instagram only lets you have one link in your bio, but with Linktree you can create a single link with multiple links. Your followers can easily sign up to your mailing list, purchase event tickets, connect to other social media profiles. The possibilities are endless.
Creating beautiful event graphics with Canva is easy, and addictive(!). From invitations to social media and email marketing, event signage and presentation slides. as well as printed marketing materials, it is easy to use. As they say. a picture is worth a thousand words. Add in your brand colours, organise your design folders and create templates, it will save you time. This tool will raise the profile of your event and take it to the next level with cohesive marketing collateral.
Share user generated content from your event with Repost for Instagram. It makes it easy to share videos and images from attendees. Always seek their permission first, send a quick Insta message, and it will accredit the user. Plus copy the caption across for your to edit and share with your followers.
This is an important app and used in the one step of event planning that often gets missed – event feedback! No more paper feedback sheets required, send a link to your online survey. This time saving app integrates with Mailchimp, and you can share the URL on social media platforms too. The insights and metrics can then be used as part of your review, and used in planning for your next event.
Each of our favourite ten tech tools are time saving and will help you improve the bottom line of your event. Use them together, and it will take your event to the next level, adding value to the event experience and creating positive memories for your attendees.
Haven’t got the time to learn to implement these apps, work with us, we’ll show you how, or even better incorporate in your event for you. Get in touch now!
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