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Finding the right Event planning is no easy feat. In the annual ranking of stressful jobs, the role of event coordinator closely follows demanding professions like judges, nurses, and transit police. These already substantial challenges were multiplied during the pandemic, when event planners had to rapidly transition from in-person to virtual events. Now, a lot goes into planning and managing a successful event. So before you start selling tickets you need to make sure all your ducks are in a row. This is where event planning tools come into play.
Put simply, event planning tools are specialized software or applications designed to assist event planners in orchestrating events and managing all related activities. From budgeting and scheduling to attendee registration and vendor coordination, these tools streamline operations, reduce manual tasks, and ensure that no detail is overlooked in the event planning process.
The fact is that successfully orchestrating and promoting an event—whether it's planning, choosing the right event software tools, or ticketing and registration—involves a combination of multitasking and organizational prowess. It's unsurprising that event coordinators often feel under pressure!
That being said, a lot of this stress could be avoided.
You just need to use the right tools.
We're currently living in a golden age for streamlining workloads. There's now a huge array of event planning software available, each promising to assist in every step of the entire event lifecycle.
However, with so many event software options it can feel overwhelming - even paralyzing.
That's where we come in.
After all, your primary focus should be devising a water-tight plan and producing top-notch events. When the big day looms, the last thing you want to be doing is chasing information, or getting tangled in the web of intricate software.
Having been working in the events industry for well over a decade, we know a thing or two about how to plan a great event! Our extensive experience has helped us refine our own products, including our white label ticketing platform and robust club membership management system. However, this doesn't mean we're opposed to recommending other tools that can aid your event organization. In fact, we use many of the software listed ourselves.
So, in this article, we'll show you our picks for the top event planning platforms. To make it as easy as possible for you, we've also arranged them according to use case. This will help you make the optimal choice and take some of stress out of the planning process.
Before we dive into the best online event planning tools, we need to cover the basics. In journalism, the 5 W's ensure a story is complete and well-rounded. Similarly, these key questions also serve as your fundamental event planning checklist. From conception to event management to post-analytics, these questions don’t just help you plan but ensure every facet of your event resonates with its core purpose.
So, before you sift through event apps, make sure you've properly addressed the 5 W's below.
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Today, event planning tools have become indispensable for event marketing, offering planners a centralized platform to handle everything from initial concept to post-event analytics. Whether it's for a corporate conference, a wedding, or a music festival, an event planner relies on these tools as the backbone that ensures seamless execution and a memorable experience for event attendees.
Right, now we've covered the fundamentals, let's take a look at the best event planning software according to use case.
Event planning requires meticulous organization and seamless collaboration. Events involve myriad details, from vendor coordination to attendee management, and a slight oversight can throw things off balance. Effective project management ensures that every aspect of the event runs in harmony. Using the right collaboration tools enables teams to work in tandem, ensuring efficient communication and timely execution of administrative tasks. In a sense, the platforms below augment event management systems, ensuring everyone is abreast of project schedules and deadlines.
Aids in organizing and collaborating on event tasks
Fast becoming one of the most popular project management tools, Monday.com is a dynamic work operating system that empowers teams to run projects and workflows with confidence. Serving as an exceptional event scheduling software, Monday.com provides a visual platform for tracking tasks and progress. Its boards, timelines, and automations ensure that everyone remains aligned and informed. Collaborative elements, such as tagging team members and adding comments, coupled with integrations with various event management solutions, make Monday.com an essential tool for meticulous planning.
From managing remote teams to deploying marketing campaigns and centralizing IT processes, Monday.com offers adaptability that meets the diverse needs of organizations. With its ability to seamlessly integrate a range of tools, it can be tailored to specific organizational requirements. The extensive app marketplace further expands its capabilities, introducing users to an array of management software options.
For many in the realm of event planning and coordination, Monday.com is increasingly recognized as an indispensable online tool.
Key info | Price: From $8/seat/month Free Plan: No Support: Available through email, chat, and dedicated help center
Best for | Event planners and teams looking for comprehensive event management tools to seamlessly plan, track, and collaborate on events, both live and virtual
Pros | + Comprehensive event planning capabilities from budgeting to registration + Real-time data input through form integrations and powerful automation + Suitable for solo planners and small teams with a variety of templates and real-time messaging
Cons | - Needs refinement in core features, such as reporting and dashboards - Subscription options might not cater to all, especially smaller teams - Can be overwhelming with frequent email notifications
Integrations | Over 200 integrations, including Zapier, PandaDoc, and Zoom
Features for managing event planning tasks and team collaboration
In the vast landscape of event planner tools, ClickUp has carved a significant niche for itself. One of the most essential productivity tools available, it excels with its adaptive nature, allowing users to switch between customizable task views, whether they're in the form of straightforward lists or intricate Gantt charts. Especially for those coordinating online events, this flexibility ensures every detail, from speaker schedules to tech checks, is perfectly orchestrated.
Beyond just task management, ClickUp reinforces collaboration, a vital component for any event management venture. With features like shared docs, chat, and goal tracking, the platform guarantees that all team members, regardless of their role, remain aligned and well-informed. As online events become the norm, such management tools are pivotal in ensuring seamless execution and team synergy.
Key info | Price: $24/year or $2/member, per email account Free Plan: Available Support: Email & chat
Best for | Event planners seeking versatile views, offline functionality, and efficient virtual event integration
Pros | + Turn staff comments into actionable tasks + Seamlessly host virtual events with Zoom integration + Utilize powerful mind maps for comprehensive event planning
Cons | - Extra charges apply for using payment processors other than the internal one - Limited differentiation between the paid and free app versions - The form view lacks font design variety, template options, and flexible spacing
Integrations | Over 200 integrations, including Zapier, PandaDoc, and Zoom.
Utility in note-taking, idea storage, and collaboration for events
Evernote is unique among event management tools, serving as a digital notebook designed for the modern event planner. Whether you're jotting down fresh ideas, saving vendor contacts, or sketching out potential event layouts, this tool ensures every piece of information is stored and easily accessible. Its advanced tagging and search features mean that even amidst the hustle and bustle of planning multiple events, retrieving specific details becomes a breeze.
But Evernote's capabilities extend beyond solo note-taking. Its shared notebooks feature serves as a collaborative platform, allowing entire teams to merge their insights and ideas. This ensures that each member is consistently updated and aligned, fostering seamless coordination for all events. Whether you're managing a corporate seminar or a festive gala, Evernote ensures everyone is on the same page.
Key info | Price: Paid plans start at 14.99 per/month Free Plan: Available Support: Email & chat
Best for | Event planners looking for centralized note-taking, organization, and inspiration sourcing
Pros | + Centralize notes with an "event" notebook and ensure real-time sync across devices + Efficient tagging system to categorize notes like "schedule" or "venue details" + Web Clipper extension allows easy capturing of inspirational ideas from the web
Cons | - Occasional sync delays and potential saving errors, especially offline - Windows version can be unstable, requiring improvements - Interface can feel clunky and overwhelming; lacks a sleek design ideal for event planning
Integrations | Google Drive, Salesforce, Slack, and more
Knowledge sharing and onboarding
Guru offers an effective platform for building a reservoir of training materials and knowledge guidelines, readily accessible to all team members. Whether it's for efficient upskilling or seamless onboarding, Guru stands out. Its prowess is further magnified with browser extensions and third-party integrations, seamlessly automating many collaborative tasks. This seamless knowledge-sharing, combined with the ability to have crucial event details and marketing information at your fingertips, positions Guru as an indispensable tool in the expansive landscape of event planning.
Key info | Price: From $10 per month Free Plan: Yes Support: Phone, email, and chat
Best for | Effective knowledge sharing and collaboration, especially for events with various moving parts
Pros | + Reduces time on training and retraining + Excellent for task outlining in the browser + Efficiently organizes all marketing information, ensuring productivity
Cons | - Interface requires improvements, although updates are frequent - Challenges in discovering some items in the database - Notable learning curve, especially when finding specific info
Integrations | Salesforce, Hubspot, Google Drive, and more
Centralized communication hub
The go-to system for most businesses, Slack has revolutionized team communication. Heck, we even use it ourselves! With dedicated channels for different event aspects – from logistics to marketing – it ensures clear, real-time communication. Incredibly user-friendly, it's perfect for scheduling meetings and keeping your team up to speed with your event program. What's more, Slack's integrations with other tools make it even more powerful, centralizing notifications and updates in one platform.
Key info | Price: Paid plans start from $7.25/month Free Plan: Available Support: Email, chat & phone support
Best for | Teams and organizations looking for real-time communication, collaboration, and integration capabilities
Pros | + Real-time messaging supports direct, group, and channel communication + Facilitates easy file sharing and integrates seamlessly with many cloud storage providers + Rich integration ecosystem, enhancing the platform's capabilities
Cons | - The vast number of channels and messages can be overwhelming for new users - Searching for older messages can be cumbersome in the free version due to the 10,000 message limit - While Slack offers video and voice calls, it may not be optimal for larger video conferences compared to dedicated solutions
Integrations | Integrates with over 2600 apps
In the high-stakes world of event management, first impressions are paramount. Planning a smooth registration and ticketing phase is essential, as it's often an attendee's initial touchpoint. A seamless experience here not only sets the tone for the rest of the event but also reinforces the value of a robust event app. Leveraging sophisticated event management software tools ensures accurate data collection, streamlines check-in, and provides insights invaluable for refining future events.
With the right tools in place, organizers can elevate the attendee experience from the very beginning. There are many event registration systems to choose from, but we've narrowed it down to handful best suited to event planning. That being said, don't hesitate to explore your options so you can pick the optimal software.
Pioneering event management software
Eventcube makes registration and taking bookings for your event a breeze. Whether you're planning a music festival, overseeing sponsor management, supporting corporate event management, or fine-tuning event websites, the platform will likely be the right fit. Having been the driving force behind thousands of successful events, the all-in-one platform boasts cutting-edge event technology that caters to a plethora of needs.
No matter the type of event - virtual, in-person, or hybrid events - Eventcube offers an impressive suite of features. These include a wide variety of ticket options, fast and secure online event registration, and a host of promotional tools for event promotion. What's more, Eventcube's slick, user-friendly design elevates the entire event experience for both organizers and attendees.
The interface is also customizable to your needs, so you can refine and streamline your planning process. You can also create fantastic event pages that display your custom event information clearly displayed. It's not just efficient; it's budget-friendly. Eventcube is a cheaper alternative to platforms like Eventbrite (even more so now since they've raised their costs), empowering event managers to deliver memorable events without breaking the bank.
Affordable, easy to set up, and feature-rich, Eventcube is one of the best event management software available, and a favorite of creators across the globe. Request a free demo today and find out why.
Key info | Free Plan: Yes Support: Via Email & chat
Price | Standard Plan - £0/month with 5% transaction fee Eventcube Pro - £35/month with 3% transaction fee Enterprise - Get in touch
Best for | Suitable for concerts, festivals, galas, fundraisers, and conferences
Pros | + Zero initial expenses - charges apply only on ticket sales + Instant payments on ticket sales, enhancing event financial planning + Smooth integration with other Eventcube solutions, including ticketing and virtual events + Full control over customer data, with no marketing interference from Eventcube + Intuitive design with a user-friendly interface + Transparent pricing, adaptable to diverse event types including singular, recurrent, or sequential
Cons | - Lacks advanced features like conditional workflows for automating tasks and segmenting ticket buyers - Some functionalities might feel limited for large-scale, intricate events
Integrations | Integrates with Seats.io, QFlow, Stripe, MailChimp, snd more
Transforming ticketing and registration
Eventzilla is a versatile event management platform, suitable for anything from fundraising and sports events, to speaker management and real estate conferences. catering to both in-person and virtual events. With its comprehensive suite of tools, organizers can efficiently manage registrations, check-ins, promotions, and more. The platform consistently evolves, emphasizing efficiency and regular quality enhancements.
Integration with leading payment gateways, including PayPal, Stripe, and the increasingly popular Authorize.net, places you firmly in charge of your billing processes. This seamless integration ensures smooth and secure payments, especially on an mobile app due to Authorize.net's user-friendly design.
Eventzilla also features a flexible schedule builder, accommodating multiple concurrent sessions. Its intuitive dashboard makes monitoring straightforward, and data can be easily exported with just a single click. Eventzilla also offers comprehensive conference management software, especially useful for multiple sessions, or a mix of virtual and in-person components.
In our view, for non-profits, SMB's, and educational institutions especially, Eventzilla is a viable event management solution.
Key info | Price: Starting at $1.50 per registration Free Plan: Yes Support: Real-time messaging supports direct, group, and channel communication
Best for | Event planners looking for comprehensive registration and promotion solutions
Pros | + Provides 24/7 customer support + Allows the creation of personalized email marketing campaigns + Enables users to embed registration widgets on any part of their website
Cons | - The text editor requires improvements - The payment interface can be challenging to navigate - Initial setup can be confusing for beginners
Integrations | Integrates with over 500 applications via Zapier
Comprehensive event management software
Cvent is a heavyweight in the events sphere, renowned not just for its size but for its comprehensive capabilities. The platform's scalable suite of tools - including personalized task lists for event staff, scheduled to-do-list emails, and customizable admin rights - makes it a good choice for corporate events. Cvent ensures each guest has a personalized experience, from tailored registration paths to high-speed, touchless pass and badge systems.
Beyond software solutions, Cvent demonstrates its commitment to enhancing the overall event experience, both online and offline. Its event marketing capabilities and attendee engagement tools showcase its expertise in managing digital audiences. Yet, this focus on streamlining every guest interaction isn't confined to the virtual realm. Features such as touchless systems highlight Cvent's dedication to practical, real-world solutions. Moreover, its venue exchange—a vast database of spaces and sites—provides event planners with an extensive array of venue options.
Cvent also provides an advanced event website builder, and can also integrate with Wordpress via Zapier.
Given this holistic approach to event planning, and coference it's easy to see why this event management platform has such a stellar reputation.
Key info | Price: On quotation Free Plan: Build event registration and gain access to tools for free Support: 24/7 customer support
Best for | Corporate event management
Pros | + Comprehensive event management software for extensive event planning and collaboration + Offers robust financial management tools + Provides excellent customer service, including calls, chats, and email support
Cons | - The email design capabilities can be limited, lacking features such as A/B testing - New product updates can be slow and require manual workarounds - Pricing is on the higher side when compared with other event management tools
Integrations | Salesforce, Hubspot, and more
Enhancing event management efficiency
Ideal for businesses that revolve around memberships and recurring events, Member Solutions provides a robust system packed with useful event planning and registration tools. With features tailored for classes, webinars, workshops, and other membership-based events, it streamlines the process of getting participants signed up and engaged.
Many dread the task of creating paperwork, and finalizing those documents can be even more daunting. This is where Member Solutions also serves as a valuable partner. This distinctive event planner software specializes in handling fine details, offering considerable time savings for organizers, particularly those without expertise in legal and ethical matters.
The standout feature is an event registration system that provides a collection of templates, from signup forms to liability waivers. Users simply choose the right format to create solid documents safeguarding both attendees and organizers. Additionally, an integrated email marketing feature allows easy creation and management of databases for newsletters, significantly aiding in enhancing audience engagement.
Key info | Price: $79 per month Free Plan: No Support: Phone, email, and chat
Best for | Not specified
Pros | + Designed to optimize event registrations, combining simplified registration, lead generation, and sales. + Flexible contract system allows custom contract creations and adjustments to legal terms. + Provides a variety of pricing and payment options to maximize event revenue.
Cons | - Lacks modern features expected in a comprehensive virtual event management system
An event's success extends beyond its physical boundaries. Audience engagement, particularly on social media platforms, amplifies your event's reach, fuels discussions, and cements its position in the attendees' memories. This can drastically elevate an event's profile, fostering community and driving future attendance. Conversely, a lack of engagement can render an event forgettable, underscoring the critical importance of this facet. Below are some essential event planning tools to help you create that all-important buzz.
Real-time social media displays to boost engagement
Everwall taps into the power of social media by curating and displaying real-time posts related to the event. This interactive element not only celebrates active participants but also encourages more attendees to join the conversation, creating a loop of heightened involvement.
Staying atop the social buzz
With myriad conversations buzzing across different platforms, Hootsuite offers event professionals a consolidated view. By monitoring mentions, scheduling event-specific posts, and analyzing engagement metrics, organizers can fine-tune their strategies and maintain a strong digital presence before, during, and after the event.
Visual inspirations for event management & planning
Pinterest has emerged as an invaluable tool for the industrious event planner. Its visual boards serve as repositories of inspiration, brimming with ideas from décor to themes. Not only can planners derive inspiration, but they can also create boards to share visual concepts with clients or collaborators, ensuring everyone's on the same page.
In the intricate web of event management, efficiency is paramount. Automation allows professionals to delegate repetitive tasks to digital tools, freeing up time and reducing human errors. By integrating various software and automating workflows, planners can ensure a seamless operational flow, optimizing resources and guaranteeing a higher level of execution precision.
Efficiency through task automation
IFTTT, which stands for "If This Then That", is a service that enables users to create chains of conditional statements called applets. For event managers, this can mean automated task sequences, such as sending reminder emails or updating guest lists, ensuring that no detail falls through the cracks.
Unified tool integration
The realm of event planning often requires the orchestration of multiple tools. Integrating with a wide variety of event management software, Zapier serves as a bridge between these tools, allowing them to "speak" to one another. This interconnectedness can greatly streamline workflows, ensuring that data flows smoothly from one application to another, enhancing the coherence and efficiency of the event planning process.
For businesses hosting events, a CRM (Customer Relationship Management) platform is indispensable. It's not just about collecting attendee data; it's about forging and nurturing relationships pre and post-event. The meticulous organization of attendee data and tracking of their interactions can offer insights into event ROI, demonstrating the tangible impact of each event on business growth.
Seamless relationship management
In the world of CRM solutions, Salesforce stands as a powerhouse. With its extensive integration capabilities, it not only helps businesses organize attendee data but also empowers them to cultivate meaningful relationships. From lead generation to post-event follow-ups, Salesforce ensures that every interaction contributes to achieving event goals.
Comprehensive CRM for all
Hubspot might not carry the same tech giant label as Salesforce, but it doesn't hold back on features. It boasts a robust CRM, a wealth of integrations, and the valuable Hubspot Academy. What sets it apart is its free version, allowing users to explore its potential without financial constraints. An invaluable accompaniment to your event management system, Hubspot can help you nurture leads or analyze post-event data, offering a versatile solution for every event organizer.
Trello, while not strictly an event management tool like Cvent or Eventcube, stands out with its visual task management approach. Utilizing boards, lists, and cards, it aids event planners in breaking down tasks effectively. Its intuitive drag-and-drop interface, combined with integrations like Power-Ups for tools such as Google Calendar and Slack, make it invaluable. Trello offers a flexible platform ideal for both brainstorming and tracking event details.
Planning Pod is an event management software that centralizes event coordination, integrating plans, schedules, and tasks effortlessly. Boasting features from budgeting to floorplan design, it captures every event detail. The software's ability to align plans and schedules optimizes planning. Crafted for venues and planners alike, features like the client portal enhance collaboration. For those juggling schedules or refining plans, Planning Pod is a go-to tool for event perfection.
That wraps up our picks for the best event planning software in 2023. In this digital-driven age, the value of having the right tools shouldn't be underestimated. If you're preparing to plan a live or virtual event, choosing the right event registration and coordination software can significantly streamline and enhance the planning process. The sheer scale of event management software options might seem daunting, but with clarity on specific needs, making the right choice becomes intuitive.
An event manager is often the heart of every successful event, acting as the bridge between vision and realization. Their success often hinges on the strength of their chosen tools—just as an architect leans on precision instruments to bring designs to life.
Make sure you thoroughly address your 5 W's and you'll be well placed to choose from the tools highlighted in our list. They'll serve as invaluable companions, aiding every event manager in weaving together memorable experiences seamlessly.
As the world evolves, event planning continually refines and redefines itself. Challenges are a given, but with the right event management tools in hand, they become stepping stones to excellence. For both seasoned professionals and those new to the field, remember that in the world of event planning, your tools can be your strongest allies.
Invest in them wisely, and let every event showcase your expertise.
We cover all things events on the Eventcube blog, from virtual to hybrid and beyond. Take a further read of some of our related events management guides below. Enjoy!
Disclaimer: The reviews on this blog represent the independent opinions of our writers and are for educational purposes only. We are not affiliated with any of the companies mentioned. All trademarks and registered trademarks are property of their respective owners. Pricing information is accurate as of the time of writing, based on the public pricing pages of the reviewed products; however, prices are subject to change by the product owners. We recommend checking the companies’ websites for the latest pricing.
