8 Outstanding Event Planning Tools and Software to Increase Productivity

7 minute read | January 2023

Event planning tools can be highly beneficial in different scenarios in life. Whether you want to organize an event or want to sort your daily tasks, a suitable event software can make it a thousand times easier for you. In fact, research has shown that the use of event management software causes a 27% increase in productivity and a 20% increase in attendance. More specifically, they help you manage your time, prioritize tasks, and make it easier to achieve your goals. In this article, we’ll look at a few popular event software and the solutions they deliver for a wide range of needs.

Benefits of Event Planning

Event planning tools can help you organize your to-do lists, schedule your daily tasks, make sure you are aware of the tasks, and so on. When you have a well-organized plan, your productivity is known to increase drastically. Moreover, you can manage time a lot more fruitfully with the help of a event management tool. You don’t always have to stress over things you need to do and try to remember what else must be done.

Using an event software tool, you can plan a week, a month, or even a year in advance. It can help you in setting and achieving your goals. You can also put as many details as you want to ensure the highest efficiency. Apart from having your tasks scheduled, you can also mark important matters and developments such as budgets, PR planning, event registration, and so on.

In addition to gaining higher productivity for event organizers and planners, event software tools are a great help when it comes to managing bigger events. These bigger events usually require more to be done in a professional and efficient way. As a result, the higher number of tasks increases the risk of missing steps and delivering a lower standard than expected for attendees.

These event planning tools can be helpful for project management, managing guests, seating arrangements, managing customers or vendors, check-ins, event marketing, organizing virtual events, managing budgets, sponsorships, speakers, etc. Some event planning tools or software provide an overall solution for event management while others are targeted for some specific type of tasks.

Choosing the Right Event Planning Tool

Choosing the right type of event planning tool based on your requirement is essential. Otherwise, you can get overwhelmed with the extended features of event planning software and end up thinking they are not helpful. Then again, if you pick a simple to-do list type of event planning tool for your corporate event with multiple participants, you will be disappointed. Therefore, there are a few things that you need to ask yourself to choose the most suitable event planning tool or software.

What to consider before choosing an event planning software

• You need to understand what type of event you are planning. You should choose an event planning tool depending on the type of event being planned. It could be for a business event that requires both in-person and virtual audience management, or for a sports event that requires the selling of multiple ticket types for the same event. Whatever the case, you need to know your most important needs that will make the event successful.
• You should also consider different platforms if you want to have the event planning tool accessible. You can choose a tool that is mobile-friendly in order to always have them in hand. Also, if a number of people involved in the planning, it’s better to choose a tool or software that is supported on various devices as different people have different preferences for devices.
• You need to also consider the adaptability or how easy the tool is to use. You do not want to invest a lot of time only to understand how to use the tool as you want it to save you time. also, if a lot of people are going to be incorporated into the planning tool, it is best to have a tool that is easy to use by anyone.
• Lastly, you need to also consider reviews and the cost of event planning tools. You can find both paid and free event planning software with a variety of features. Some of the features might not be necessary or useful so it is better to have a look at the reviews.

8 Best Event Planning Tools and Software

We have combined the 8 best event planning tools and software to cover a wide range of requirements. Whether you are looking for an event planning tool for a festival, business, or sports event, you will surely find something on the list.

1.      Eventbrite

Eventbrite is a ticketing planning tool that helps with managing participants for small to large events. It is mostly suitable for entertainment events where buying a ticket is necessary. This system can be accessed from both mobile devices and computers. Through this tool, you get to save a lot of time on manual ticketing. Guests can check in without any hassle. Moreover, this tool allows you to customize some features. You can choose to send emails, confirmations, updates, etc. to the attendees. All these amazing features do come with a price. There is an initial cost for the tool and then it charges for each ticket. Nonetheless, this is a very useful tool for on-site entertainment events, corporate events, or general event planners.

2.     Zoom Events

Zoom has become extremely popular for virtual meetings, classes, and so on. In addition to that, Zoom has introduced a few features for Zoom Events. It allows you to organize and execute a small-scale event in a hassle-free way. It is great for webinars as well. You can host a session, live stream or record a session, share events, invite people, and so on. If you are looking for an event planning tool for your small-scale corporate or professional events, Zoom Events is a good option. It is also compatible with various devices and easy to understand.

3.     Cvent

If you are looking for an all-in-one type of event planning tool or software, then Cvent will be the perfect fit for you. This all-inclusive event management platform gives you the opportunity to plan an event from the very beginning to the end. This event and hospitality management platform allow you to host and manage a wide range of events. You also get to execute in-person, virtual, or hybrid events with the help of Cvent. Cvent offers a variety of features for planning an event, executing it successfully, promoting the event as well as following up with your attendees.

4.     Trello

Trello lets you organize your events using the Kanban Board method. You can list all your tasks, add details, organize by what stage they are on, and so on. You can also assign tasks to different people. This is a wonderful event-planning tool for both personal and professional use. You can organize all your personal tasks. Additionally, it is a great event management tool for larger events with staff members to manage, as you can assign tasks and see their progress. In this tool, you can create tasks like cards, and you can move them into different columns. It is a free event planning software that provide options to upgrade to paid plans.

5.     Social Tables

Social tables can help you save a tremendous amount of time on venue management and guest management. This tool provides help with venue sourcing and creating details for the venue. You can create diagrams depicting details of the events, and how things need to be done. You can share these details with other collaborators, attendees, and so on. This tool is incredible for attendee management as well. It offers features for attendee check-ins, VIP management, special meal requests, seating arrangements, etc. This amazing tool is widely used by hotels, venues, events, etc. Furthermore, this is a free event planning software.

6.    Setster

In your worried about your time management skills for event planning, Setster is one to consider. It is a widget that can be incorporated into websites for event management or time management. You can schedule services on the website through this widget. Moreover, the visitors can also use the widget, to book an appointment, and so on. This tool can also incorporate iCal, Google Calendar, and Outlook. After using it, it also sends confirmation emails.

7.     Evite

Evite provides electronic invites. You can send invites for your events through Evite in minutes. They have a huge collection of designs for the invites. You can pick your design from the hundreds of available options. You can customize them according to your preference, share photos, include gifts, add polls, etc. In addition to inviting, you can also track attendees, RSVP, track their comments, etc. Evite is also offered as a free event planning software with limited features. In order to get all the features of the tool, you can pick from their different packages.

8.    Whova

Whova is another useful all-in-one event planning tool. This award-winning tool provides a solution for almost every event planning need. This internationally popular event-planning software is being used around the world, including in the US, UK, Asia, and Australia. It is ideal for large events, corporate events, concerts, festivals, and  more. Some of the features include pre-registration, ticketing, check-ins, sponsor and exhibiting opportunities, and so on. It works wonders for physical, virtual, and hybrid events. Apart from the desktop software, it can be used through a mobile app as well. It’s easy to use, saves a lot of time, and makes event execution a thousand times easier. Furthermore, Whova offers event marketing solutions as well.

To Conclude

Besides our picks for the best event planning tools and software, there are a lot more options you can find. You might have to do a bit of research to find the most suitable event-planning tool for your need. The most important element in your search is to decide exactly the nature of your event and what your priority needs are. Regardless of what you land on, the event software tools discussed here are amazing for organization, time management, and productivity. If you can utilize these tools, you surely will notice positive changes in your event execution in no time.