There’s no question that event planning can be quite a juggling act, from the immense list of to-dos you take care of to the challenges of consistently creating memorable, successful events.
It only makes sense to use the many event management tools available today to free up some of your time, simplify your tasks, and in many cases, up your game as a planner.
Here’s a look at some of the technological solutions at your disposal and the benefits they offer.
Event Planning Software
This can be a generic, catch-all phrase for any software you use to support your planning efforts for a wedding, wedding-related party, or special event. It can include software for developing an event timeline; determining staffing needs; and managing budgeting, invoices, and expenditures.
Benefits:
-Makes you more efficient, saving you money and freeing up time to focus on big-picture goals.
-Helps you prevent tasks from slipping through the cracks.
-Facilitates collaboration and task delegation.
-Improves your ability to communicate with team members, attendees, vendors, and the event host (if it’s not you).
-Allows you to analyze what you’ve done and improve your performance.
-Helps you develop and strengthen relationships with event attendees.
-Allows you to monitor progress and team members’ efforts.
Event Management Apps
In addition to software designed specifically for event planning, there are also many helpful mobile apps that can assist with organizing and running events smoothly.
Benefits:
-Provide mobile accessibility for managing events and tasks on the go.
Help coordinate communication and collaboration among event staff and vendors.
Allow event planners to handle last-minute changes or issues in real-time during the event.
Offer features like interactive floorplans, guest list management, vendor contacts, invoicing, expense tracking, and more.
Help streamline event day activities like registration, attendee check-in, surveys, ride-shares, and sharing photos/updates.
Some provide guides, checklists or timelines for key event planning milestones.
Many apps can automatically sync data with existing event software and platforms.
Enable gathering instant feedback and reviews from attendees via the app.
Allow easy distribution of schedules, maps, speaker info and other event details to attendees.
Having mobile event management apps can provide you with greater flexibility and accessibility to coordinate successful events from anywhere. The right apps help you stay organized, collaborative, and informed throughout the entire event planning and execution process.
Registration Software
Event registration software allows attendees to sign up for conferences, parties, workshops, and other events online. These systems accept attendees’ names, contact information, and payment. Some options offer special features, including professional name badge designs, logistics management, and the ability to create an event app.
Benefits include:
-It saves you and attendees time. Instead of waiting in line to register in person, attendees complete the process online.
-If you need to add or update event information, you can easily share it with everyone who has registered, which reduces the chances of mishaps and miscommunication.
-Depending on the software you use, you can strengthen the event host’s brand by adding its logo and selecting the color theme.
-Your attendees benefit by having an easy way to send questions to the event’s designated contacts. You can request notifications about questions and respond promptly, which will enhance attendees’ experience and perception of the event host.
-In many cases, the software provides logistics data that you and your team will need to requisition supplies, make seating arrangements, enhance safety and comply with local codes and regulations. The software can help you gather information from attendees, including menu preferences and accessibility requests. And over time, it can help you get a feel for event-planning approaches that worked best, from event days and times to promotions and discount codes.
Event floorplan software
This technology allows you to work collaboratively, or individually, to map out your physical event space, including seating, food stations, vendor areas, and more.
Benefits:
-Using this technology is more time effective than attempting to draw event diagrams on paper.
-This technology allows planners to work collaboratively to map out the physical event space, including seating, food stations, vendor areas, and more. In most cases, the software is cloud-based, so planners can work collaboratively, and often features drag and drop capabilities so users can “move” furniture, audio-visual equipment, displays, and other elements.
-Some solutions can integrate with other tools, including event registration software, making it easier to assign guests to tables and seats.
Event marketing software
Helps you promote a brand, drive awareness and interest in your event, and boost messaging. This technology can be used to design event and product webpages, create and share social media posts, design and distribute invitation emails, and more.
Benefits:
-Helps you keep your messaging consistent.
-Can help you identify target audiences.
-Can provide analytics so you can refine your efforts—or change your approach when necessary.
-Can often be integrated with other tools, including budgeting and event management software, to increase your efficiency.
The Bell Tower on 34th is an event venue with onsite security, multiple rooms, and valet parking.
Our Houston venue is in the Garden Oaks neighborhood, close to downtown.