4 Event planning tools every event manager should use

Event planning tools
  • In this article, you’ll learn:
    • About four tools you can rely on to simplify event management.
    • How to organize, simplify, and manage your events.
    • How to engage attendees and build relationships.

This is a guest post by Rachel Grate, content strategist and editor at Eventbrite.

Event planning is a stressful business. In fact, on CareerCast’s annual list of most stressful jobs, event coordinator lands just after police officer, airline pilot, and firefighter. You might not be saving lives or fighting crime — but it certainly feels like it sometimes.

Getting an event out the door requires serious multitasking and a Ninja-skill level of organization. Which is why there are so many apps on the market today — tools that can help you with just about every aspect of event organization.

Too many, in fact.

You want to spend your time focusing on doing great work, not on managing tools. The goal is to figure out which problems you’re trying to solve for, and use the right tools (and only those tools) to make it happen.

Here are the four tools you can rely on to simplify event management and become more productive. They work on their own, and they’re even better together.

Salesforce & Hubspot: Organize attendee information and maintain strong relationships

There’s no more important tool than a CRM (customer relationship management tool) for any business that cares about customers — which is every events business. With a world-class CRM like Salesforce or HubSpot, you keep all your attendee information organized.

Your CRM is particularly critical if one of the goals of your event is to generate sales or fundraising leads. Once you have customer information stored in your CRM, you can track and manage each customer’s journey over time.

But a good CRM also helps you manage vendor, sponsor, and partner relationships. So this tool can be your central hub for organizing every human aspect of your event.

Eventbrite: Simplify your ticketing and registration to drive attendance

Chances are you’re already using an online platform to sell tickets or collect registrations — but not all solutions are created equal.

Your online ticketing platform should go beyond transactions to help you manage your event end-to-end. It should also supply you with valuable data and reporting you can use to make strategic decisions at the right times. And it should help you drive attendance by integrating with attendees’ favorite apps like Facebook and Instagram.

If you use Eventbrite, you’ll get detailed insight about the people attending your event with access to visual analytics, charts, and reports. Plus the Eventbrite Organizer app helps you track ticket sales on your phone in real-time, facilitate mobile event check-in, and stay up to date with live attendance tracking.

Your event management tech should also sync automatically with your entire event planning toolkit, including…

Emma & Mailchimp: Engage potential attendees with email

73% of event professionals say email is a top marketing strategy to improve in 2019, according to a new Eventbrite survey. To get (and stay) in touch with potential attendees, there’s no better channel.

At the same time, 52% of event professionals say they think it will be more difficult to drive sales via email in 2019. That’s why an email marketing platform is critical to track your efforts and improve your sales.

Emma and MailChimp are two of the best email marketing services out there. Using them, you can:

  • Create on-brand, well-designed email campaigns
  • Organize your email contact lists by category (potential attendees versus registered attendees versus repeat attendees, for instance) and target customized messaging to each group
  • Schedule and automate the sending of emails

Bonus points if your email platform syncs with your event ticketing platform, as both Mailchimp and Emma do with Eventbrite. That way, when people buy tickets to your event, they’re automatically added to your email lists, saving you an important manual step (and preventing mistakes or the risk you’ll forget).

Asana: Manage every single detail of your event planning

This list wouldn’t be complete without mentioning our go-to tool for tracking all the moving parts of event planning, Asana. Asana is a work management tool that helps users plan better projects, track what’s important to their team, and produce better work, faster.

Use Asana to create a project for each event you manage and populate it with every step in your workback schedule. Then, share the project (and it’s workflows, roles, and deadlines) with anyone within your organization who touches the event, so they know who’s doing what by when, and can monitor progress as you plan.

Whether you’re in a big organization or a team of one, Asana even has customizable event planning templates to track to-dos and progress specific to event workflows. You can also integrate the tech with your other go-to tools like MailChimp and Salesforce.

Event planning tools are just the start

When you handpick event planning tools that integrate well together, you get more than your money’s worth from each. For more ideas on how to stay productive and focused this year, read The Event Professional’s Ultimate Guide to Productivity: 2019 Edition.

Start managing projects in Asana today.

Explore Asana

Asana is the easiest way for teams to track their projects and tasks, so they can get results.

Marketing Campaign

Marketing Campaign

Product Launch

Product Launch

Company Goals

Company Goals

Mission to the Moon

Mission to the Moon

Organize your work

Set clear tasks and milestones to give your team clarity on what needs to be done.

Organize your work

Help your team hit their deadlines

Let each marketer know exactly what work they’re responsible for with clear assignees and due dates.

Help your team hit their deadlines

Hit your deadline

Map out your campaign plan to visualize how all the pieces fit together, spot potential issues, and keep work on track.

Hit your deadline

Have actionable conversations

Ask questions or give updates with the work that’s being done, so conversations turn into actions.

Have actionable conversations

Attach files to your work

Tie shared docs, design files, and budget spreadsheets together so your team isn’t searching for info.

Attach files to your work

View work at a glance

Look at work on a calendar to keep an eye on timing and rally around important dates

View work at a glance

Track your progress

Keep up to date on project progress and quickly spot when things are off track.

Track your progress

Work on the go

Whether you’re meeting with a vendor, at a conference, or out of office, stay connected with Asana for mobile.

Work on the go

Run successful programs, every time

Asana helps marketing teams plan, manage, track, and launch initiatives that engage their audience.

Run successful programs, every time

Map out each step

Map out critical steps—from development to launch—so everyone has clarity on the roadmap.

Map out each step

Know who’s got the ball

Give clear owners and due dates for each piece of the launch, so you can release on time.

Know who’s got the ball

Launch on time

See how the pieces of your plan fit together so you can make adjustments and keep work on track.

Launch on time

Keep everyone up-to-date

Make sure important updates and conversations don’t get buried in email threads by connecting them to your work.

Keep everyone up-to-date

Store work in one place

Attach files to your project, so everyone knows where to find the correct info.

Store work in one place

Track dates and milestones

Keep an eye on important dates by viewing launch plans on a calendar.

Track dates and milestones

See what’s on track, and what isn’t

See how work is progressing to make sure you’re on track to hit your deadlines and goals.

See what’s on track, and what isn’t

Stay connected, wherever you are

Stay up to date on how your launch is progressing no matter where you are with Asana for mobile.

Stay connected, wherever you are

Ready, set, launch!

Asana helps product teams hit deadlines—so they can launch great products.

Ready, set, launch!

Map out priorities

Create tasks for each goal so everyone has visibility into company-wide objectives.

Map out priorities

Determine the right point person

Assign each goal to the appropriate person, so everyone knows who’s responsible, and who to go to with questions.

Determine the right point person

Make a plan to hit your goals

See how each milestone ladders up to your goals so you can feel confident you’ll hit your targets.

Make a plan to hit your goals

Share info and give updates

Keep stakeholders up to date on the latest info and progress, with updates and comments tied directly to your goals.

Share info and give updates

Attach important files

Integrate Asana with your file sharing tools to keep all your important docs in one place.

Attach important files

Keep an eye on important dates

Look at your initiative deadlines and milestones on a calendar to make sure you’ve nailed the timing.

Keep an eye on important dates

Track company progress

Understand what objectives are on track, and what needs your attention so you can hit your goals.

Track company progress

Stay in the loop

Get updates and weigh in on important decisions wherever you are, with Asana for mobile.

Stay in the loop

Hit your goals

Asana gives your team visibility into your organization’s goals, so everyone stays focused on what matters most.

Hit your goals

Get ready for the mission

Map out each step of your mission, so you don’t forget anything as you shoot for the stars.

Get ready for the mission

Know who’s in charge

Assign clear owners for each task, so your pilot, commander, and flight engineer know what they need to do.

Know who’s in charge

Map out each step

Create a launch plan so you can chart your course from start to finish, share it with your team, and modify it as conditions change.

Map out each step

Make sure all systems are a go

Ask important questions, have conversations, and give status updates to get your crew ready for launch day.

Make sure all systems are a go

Tie it all together

Connect Asana to the other tools you need for your mission, so all your information lives in the same place.

Tie it all together

Keep your eye on the prize

View each milestone on a calendar, so you can track important dates leading up to takeoff.

Keep your eye on the prize

Track your progress

See what’s on track, and what isn’t, so you can be sure you’re ready for launch day.

Track your progress

Work from anywhere

Keep up to date whether you’re in the office or on the moon, just make sure you have internet connection!

Work from anywhere

3, 2, 1… blastoff!

With Asana, your crew can shoot for the moon, and get there. All it takes is one small step…

3, 2, 1… blastoff!