The event planning tools

Good event planning tools are hard to come by. Event planners constantly need to stay updated on the newest innovations but also continue to innovate throughout their planning processes. The tools that a planner utilizes to manage their events can have a direct impact on their success. Microsoft Excel documents continue to be useful but planners are now turning to modern applications to simplify regular communications, manage multiple projects, and ultimately become more innovative and efficient in their planning process. In this paper, I will discuss several event planner tools that can increase an event planner’s efficiency and productivity.

With the event planning industry growing rapidly, hundreds of event planning tools and software have been saturating the market. These programs range from the basic inexpensive to the complicated software developed specifically for managing high-end shows. One example of this modern program is Eventbrite. With an easy user interface, guests and planners alike can navigate through the web application not only to find events in the surrounding area but also set up an event with ease. Several small business owners have also found that utilizing Eventbrite can enhance overall event attendance (Booker, 2017). It is a platform that is heavily used for its ticketing services. But Eventbrite’s best feature is its onsite check-in process. For large events such as conferences or trade shows, this function can allow the event host to streamline the registration and check-in process. Multiple kiosks can be established with staff employing the use of a smartphone device, laptop, or tablet with this application. Fees are also integrated if an event introduces paid ticketing. Eventbrite also integrates easily with other platforms like Mailchimp, in order to streamline the e-invitation process. Social media can also be connected and set up so that posting event-related content is automatic once the development of the registration page has been completed.

Social media has become an integral part of event planning. Younger generations are now turning to social media to search for events. To stay “on the pulse,” event planners need to conduct more detailed research through the view of their target audience. For example, on university campuses, mobile applications such as Agnes or Eventgrabber are now simplifying the event search and social networking process. With features such as centralizing communications for pre-existing groups, searching for events and social networking are now integrated into one central application that students can use. Finding a concise list of events can feel overwhelming but utilizing a centralized information hub can be beneficial for event planners to better understand the needs and scope of their target audience (Buble, 2017). Event marketing plans also consider social media as a major outlet. “93% of marketers use Facebook to advertise on a regular basis,” (Sawyer, 2017). Event planners now need to become more cognizant of the type of data that is captured through each social media platform in order to hone in on their audiences and dictate the appropriate message. Platforms such as ToneDen or Umbel focus on data management specifically to aid event planners and their marketing teams.

Another tool that is utilized among event planners, particularly in the startup community, is the web platform, YouNoodle. This program helps startup founders get advice, prizes, and opportunities from a wide network of startup competitions. Competitions, particularly startup or new venture competitions are becoming increasingly rampant across the globe. Platforms such as YouNoodle make the application and judging processes easier to manage instead of relying on traditional paper and number scoring by assigning developers to clients to assist in “building” a unique platform for a given competition. An imperative part of managing an event is being able to comprehend the data after an event is over and using that data to steer future programs and events. YouNoodle specifically provides data analytics that can assist with evaluating a specific event and predict the future progress of competition participants based on historical data (Arrington, 2008).

Modern applications aren’t just simplifying the planning process for an event, but they are also seeking to streamline onsite event management. Smartphones are now being used more frequently at events as opposed to tablets and notebooks. Applications such as Boomset allow you to check attendees in using QR codes, print name badges and even create wristbands for an efficient way to get attendees through the entrance of a large event (Bowler, 2017). Events are also now incorporating more creative set-ups for that “Instagram moment” to be captured through a normal smartphone. Applications such as Social Playground, Capsule, Wedding Snap, or Sharypic aren’t just giving guests an easy way to collect or store their own photos but are also doubling as an archive for the event host.

Event planning is a multi-faceted industry that not only requires planners to know the best venues or marketing strategies but also stay updated on current trends. Doing this is crucial for staying at the forefront of the field. Becoming more data-conscious and staying updated on newer innovations can also aid in the continued success of an event. By staying current and utilizing all the digital and non-digital tools, event planners are able to stay in the know, set themselves apart from the competition, and efficiently execute a successful event.

Bibliography

 Arrington, Michael. “The (Highly Controversial) YouNoodle Startup Valuation Predictor Is Coming.” TechCrunch. 5 Aug. 2008. Web. 30 Jan. 2018. https://techcrunch.com/2008/08/05/the-highly-controversial-younoodle-startup-predictor-is-coming/

Booker, Bel. “How Using Eventbrite Helps Boost Small Business Events.” Eventbrite UK Blog, Eventbrite., 26 Jan. 2017. Web. 28 Jan. 2018. www.eventbrite.co.uk/blog/how-using-eventbrite-helps-boost-small-business-events-ds0d/

Bowler, Jessica. “29 of the best smartphone apps for event planning.” Printsome Insights - The Official Printsome Blog, 10 Oct. 2017. Web. 30 Jan. 2018. https://blog.printsome.com/event-planning-apps

Buble, Courtney. “Agnes is revolutionizing campus social networking.” The Rival at George Washington University – Home. 24 Sept. 2017. Web. 28 Jan. 2018. https://gw.therival.news/a/59c081e48bc91a06785c86f6/agnes-is-revolutionizing-campus-social-networking

Sawyer, Katie. “6 Event Startups to Watch Next Year.” Eventbrite US Blog, Eventbrite, 13 Nov. 2017. Web. 31 Jan. 2018.  www.eventbrite.com/blog/event-startups-ds00/