There can be a lot of work involved in organizing and planning events. The events team must ensure they stay on top of all event planning elements, from the event concept to the check-in process. You need the best online event planning tools in your stack to keep all the plates spinning so your life is as easy as possible.
According to experiential marketing statistics, online event planning tools increase attendance by 20%, productivity by 27%, and profit margin by 20-30%.
Several online event planning tools are designed to help you with the various aspects of the event management process. With the right online planning tools for events, you can streamline the event management process, save your time and resources, and significantly help you plan and manage a successful event.
What are Event Planning Tools?
Event planning tools are software, applications, or systems that help event planners manage and organize their events more efficiently. They can cover a wide range of tasks, including but not limited to:
- Ticketing and Registration: These tools help you manage event registration and ticketing, keep track of attendees, and sometimes even facilitate online ticket sales.
- Event Marketing: Some tools offer features that help you promote your event, such as email marketing, social media integration, and SEO tools.
- Scheduling: This could involve creating detailed itineraries, setting reminders, and assigning tasks.
- Budgeting: These tools can help you set a budget for your event and track expenses against it.
- Vendor Management: These tools can help manage relationships with vendors, such as caterers, venue owners, and AV providers, and help keep track of contracts and payments.
- Venue Selection: Some event planning tools offer features that can help you find and compare venues.
- Event Website Builder: These tools allow you to build a dedicated website for your event with no coding required.
- Event Analytics: Post-event, these tools can provide detailed analytics and reports on various aspects of your event.
- Surveys and Feedback: These tools allow you to collect and analyze attendee feedback.
- Seating Arrangements: Some tools even offer features for managing seating arrangements or floor plans.
How to choose the best online event planning tools?
Choosing the best online event planning tool involves careful consideration of several factors:
Different tools specialize in different aspects of event planning, so the best tool for you depends largely on your specific needs. Are you looking for an all-in-one solution, or do you need a tool that specializes in one aspect, such as ticketing, marketing, or vendor management?
Make a list of your most important features and prioritize them.
Ease of Use:
If the tool is too complex or not user-friendly, it can create more problems than it solves. A tool that is easy to navigate and understand will save you time and frustration.
If your events vary in size or if you expect your events to grow in size in the future, you’ll want a tool that can scale with you.
Make sure to thoroughly understand the pricing structure. Some tools charge a flat fee, while others may take a percentage of ticket sales. Consider your budget and which pricing structure makes the most sense for your events.
Does the tool integrate well with other software you use? For instance, can it sync with your email marketing software or CRM system?
Good customer service can make a huge difference, especially when you’re dealing with event-related emergencies. Check if the provider offers support through multiple channels (email, phone, chat), if it’s available 24/7, and what existing customers say about their support experience.
Check reviews and ask for recommendations. You want a tool that’s reliable and won’t let you down in the middle of an event.
Post-event analysis is critical for future planning. The tool should provide comprehensive data on ticket sales, attendee behavior, marketing campaign performance, etc.
Look for tools that allow you to customize various elements like registration forms, ticketing, emails, etc. to provide a personalized experience to your attendees.
Trial Periods or Demos:
Many tools offer free trials or demos, which can give you a good idea of whether a tool is right for you before you commit to purchasing it.
Remember, the best tool for you will depend on your unique needs and circumstances. There’s no one-size-fits-all solution, but with careful research, you can find the tool that best meets your needs.
Top 10 Online Event Planning Tools
10times is an end-to-end event management solution platform that automates and simplifies all elements of event planning. Event planners can use 10times for creating, promoting, and managing the entire life cycle of an event – pre, during, and post-event stages.
This online event planning tool helps organizers boost their event’s visibility on the internet, create event websites, launch browser-based event apps, generate leads, get event analytics and insights, foster networking opportunities between attendees, and do on-site registrations, badge printing, and more.
It’s hard to choose just one project management system, but Monday.com is our top pick for breaking down silos, increasing productivity, boosting transparency, and getting more done. The cloud-based Monday.com is an online event planning tool that helps you centralize your entire event planning operation in one place.
In addition to removing human error and saving time, Monday.com offers endless automations. You can customize Monday for any collaborative project, from conferences to festivals, to get all your event vendors on the same page, whether supervising an in-house planning team or working with event vendors.
Trello is a potent tool for event planners. It is essentially an advanced to-do list that lets you drag and drop cards to a shared board, creating a visual space for collaboration that is intuitive and easy to use.
Make your own Trello board, lists, or cards to effectively collaborate with your fellow event organizers. Utilize the free mobile app to organize tasks, customize and manage projects, and collaborate with others.
Communication and collaboration software is famous for a variety of reasons. They are intuitive, easy to use, affordable (even the free version is usable), and reliable with a long list of features.
In addition to being a group chat app, Slack is a potent tool for planning and managing events and assisting you during the big day.
Slack allows you to create different channels within the same workspace, facilitating collaboration between different event committees. You can also set up a public Slack channel for attendees to facilitate engagement and interaction.
5. Google Forms
Google Forms comes with a built-in Event Registration Tool, although you must have a Google Business Plan, which starts at just $6/month.
The Google Event Registration Tool makes creating intuitive registration forms for prospective attendees easy. With drag-and-drop form builders, you can customize your forms and add images, videos, and custom rules.
Google Event Registration Tool is an easy-to-use online registration tool that you can embed on your website.
There is no doubt that Wix has become a top-rated website builder platform in recent years due to its aggressive marketing campaigns. Still, it has also proven to be an intuitive, easy-to-use, and reliable website builder with a visual-drag-and-drop interface that lets you customize everything.
It offers free hosting, an unlimited number of pages, and more than 100 templates in its free plan, while its premium plan starts at just $4.5 per month, making it an excellent choice for building your event website.
The affordability and ease of use make it impossible not to have a well-designed, functional event website.
7. Wild Apricot
Besides offering basic event planning features, Wild Apricot provides the option to create a mobile app for event check-ins and email automation features for promotion.
Wild Apricot’s event registration tool is straightforward: create an event, and the event will be automatically added to the real-time calendar. If you embed Wild Apricot on your website, prospective attendees will be able to register from anywhere.
A free plan from Wild Apricot is entirely usable, and premium plans are available for $48 a month.
With Slido, you can easily incorporate live polls and Q&A into your virtual and in-person events to encourage attendee engagement. The Slido Analytics feature also allows you to compile all of your event and activity data to get valuable insights from your events and activities.
Slido offers free basic and premium plans starting at $8/month, which are helpful for smaller events.
With Reclaim.ai, you get a virtual assistant who takes care of everything. All you need to do is connect your personal and work calendars to Reclaim, tell it what you need time for, and the software will handle the rest.
Do you want to spend more time reading? Taking a lunch break? Want to take a moment to meditate? Reclaim helps you avoid overbooking, prioritize tasks, and get more flexibility out of your schedule. And the best part? Your calendar automatically shifts from “Free” to “Busy” as soon as it begins to fill up.
Digital tools that facilitate collaboration are a must for modern event professionals in an age when teams are more spread out than ever.
For event planners who prefer whiteboarding, Miro might make a solid addition to their toolkit. With Miro, you can visually organize event components, collaborate with your team, and coordinate many moving parts.
Additionally, Miro provides event planners with an event planning template with a visual checklist and an event map for organizing macro and micro details.
With this list of the best and most popular event planning tools available in the market today, you can reevaluate your needs as an event planner and select the tools that are best suited to your needs.
It is also important to remember that every event is unique, so a solution that works well for one event may not work well for the next. Using the right event planning tool can make your job as an event planner much easier, and our list above can help you decide which tool is right for your event.