People assume that event planners have a simple job. Getting paid to make plans? Sounds so easy! But the reality is that event planning is extremely hard work. If you’ve ever planned an event, you know how much time and effort goes into it. Luckily, there are apps that has made it easier to plan and manage events, no matter how large! Today, we bring you our top five apps that every event planner needs to ease the process.
For much larger events, Boomset is an amazing application for managing guest check-in. This app is the perfect tool for checking in registered conference guests. With fast check-ins and a walk-in registration feature for attendees who have not pre-registered, lines will definitely be reduced. You can even print customized badges or wristbands for your event by using the Boomset web platform.
Bizzabo is a bunch of event planning tools all wrapped in one. Targeted towards medium-to-large-sized businesses, Bizzabo is ideal for planning large events with a lot of tasks. The application allows you to build event websites for registration, emails for marketing, and agendas for event management, great for concerts or fundraisers!
For planning smaller events, 24me is the best handy little personal assistant to help you stay on task with planning. The app includes integrated calendars, to-do lists, and notes. It automates events by keeping your tasks and schedules in one place and by sending you reminders for them when necessary.
Communication with your team is key for running your event smoothly, so being in touch at all times is necessary. HeyTell is an app that turns your smartphone into a walkie-talkie. When you need something even snappier than texting or email, get the app, choose a contact and start talking. This makes it easier to communicate and avoid any confusion during your event!
Nothing is worse than an overcrowded venue, exceeding a budget due to over staffing or any other problems you might face while planning your event. Super Planner offers calculators for venue capacity, staffing, and catering to avoid these kinds of issues. Use this app to stay on budget and execute all the details to perfection.
If you’re interested in learning more about events we’ve done for other San Francisco startups or other Fortune 500 companies, click here.
#TechTuesday highlights the best and brightest ideas in the tech world. Today’s #TechTuesday features the 10 best event organization apps to help you stay sane and organized as an event planner!
There’s a new iphone / ipad app on the scene that is garnering a lot of buzz…and for good reason. Super Planner is an event industry app developed by Howard Givner, and is one of the most in-depth mobile tools on the market today.
It is a digital encyclopedia of industry calculators convenient enough to carry with you everywhere in your purse or pocket. Just as a good measuring tape, hotel directory, business calendar and frequent flyer miles are mainstays for the planner, so too should be the Super Planner.
This app acts as a personal assistant to help you stay on task with your planning. It includes integrated calendars, to-do lists, and notes. 24me keeps track of your tasks and schedules all in one place and sends you reminders for them so you don’t forget. The app also reminds you about bills and other important information, as it connects to your financial institutions, service providers, and social networks. This app is especially great for smaller events!
Asana is a great way to keep everyone on your event planning team in the loop! It lets you assign tasks to different team members while keeping track of who’s doing what. Asana gives you the ability to easily monitor what’s getting done and who’s getting it done.
Boomset helps speed up the registration process by allowing you to check people in using QR codes, print bases and create wristbands. It also integrates with other platforms you might already be using for your event, so it makes registration simple!
CamScanner basically transforms your phone into a scanner. It’s great for digitalizing contracts, agreements, marketing material and other important documents you need to send to clients. It also has the ability to convert documents into PDFs. Now that’s convenient!
Timebridge makes scheduling fast and simple! The app collects information about everyone’s availability, takes into account preferences, and then automatically arranges a good meeting time. This is a great way to arrange meetings or even events with a lot of people without having to deal with the long back and forth of emailing!
This event organization app helps simplify communication between the event planner and the client. It allows you to create a card system detailing different sections of the project, so everyone knows what stage each part of the event is at. There’s even a client review card so the client can approve the final step!
Sometimes it can be hard to find events you want to attend. Luckily, Eventgrabber can help! It matches people with the types of occasions they’ll likely be interested in. They can look at the top events going on, see the most popular events with locals, and even order a taxi or an Uber to take them to the next party. As an event planner, this app is extremely useful for attracting guests who would genuinely be interested in your type of event!
This app essentially turns your smartphone into a walkie-talkie, making communication with your event staff easy! There’s no need to hang on to multiple devices, and it prevents you from having to physically locate various members of your crew during the actual event!
Pingg is a great tool for running your events, as it lets you create invitations, guest lists, and thank you messages for your attendees all in one place! Not only this, but you can also add a gift registry, schedule reminders, and search for local services for your event as well. This handy app let’s you keep all the little details of your event organized!
What event organization apps do you use to stay sane when planning events?
Event planning can be extremely stressful and overwhelming, and these tools are guaranteed to help simplify your job! Which apps you use? Are there any we missed? Let us know in the comments below or on Facebook and Twitter!
Registration for large events can be quicker and more steamlined thanks to new event tech on the rise. This is crucial for massive events because it allows improvement of the guests experience in terms of a fast and easy check-in, instant data collection, and even payment options. ABCey will explore 5 different registration programs and the strategies some of these top companies use to check in thousand of guests!
1. RFID tech
What is RFID tech? RFID stands for radio-frequency identification which utilizes electromagnetic fields in order to transfer data to objects with tracking tags that hold even more electronically stored information. A Montreal based company Connect & Go is a leader in the in this tech. In a project they did for WE day, they created bracelets embedded with tech that allowed for guests to register before the event and could also connect the bands to their email, facebook, and twitter. And of course, take selfies at event kiosks and instantly save them.
2. Online Registration Software
Custom online registration software allows users to implement ones own registration creation. Etouches is an online registration software and tracking platform that allows the user to implement the registration questions, agenda, and check in while also being able to creatively tailor the fonts, colors, and logos so that they are cohesive with your event. You can print badges with bar and QR codes for your guests.
3. Mobile Check-In App
Since everyone has their phones on hand mobile check in seems like the most obvious choice, especially with the rise of new mobile applications that can personalize and simplify the event check in process. One such mobile app called Boomset assists the event manager with just that. You can make a variety of registration adjustments straight from your phone and can even collect guest selfies upon check in to immediately print badges or store for your records!
4. WordPress Event Registration
WordPress has a function that allows admin users to curate their own event check-in guest list as well as offers editing features for detailed transcripts on registered guests and easy payments. There are multiple WordPress plugins you can utilize for event management. Event Manager has all these features and is even integrated with Google Maps.
5. Event Marketing Companies
Try an all in one event marketing company that merges multiple tech aspects to get the job done. Make your event registration as high tech as possible like the company FISH! They offer a “Live Event Operating Systems” which means they offer a multitude of registration options including pre-registration, mobile, and onsite registration.
With all this new technology on the rise the future of registering and data sharing for events is endless! Tell us which tech seems the most effective to you in the comments below, or find us on facebook or twitter!
It’s hard to tell just how much you’ll be spending on a big event, let alone what exactly you’re spending it on. ABCey breaks down how to build an event budget so you can tackle the production head on, and outline what you need and where you’ll need it!
1. Set an overall budget amount (estimate)!
- Don’t get too stuck on the exact budget for all line items upfront. Use placeholders room for growth but be realistic.
- Decide on a budgeting tool you want to use, or just build your own in google sheets, which allow for easy collaboration and transparency with your clients. We like the Productify app, because it gives ready made templates that are easy to manipulate, saving you time creating one. They also offer walk through budget tutorials for the beginning event planner making things easy and accessible.
2. Set up columns and categories for line items
Columns and categories are essential for clearly organizing any and all information on the items in your budget. Make sure to include as much detail as possible.
- Item title
- Item description
- Assigned vendor
- Budgeted amount
- Negotiated amount
- Actual amount (cost)
Helpful budget templates can be found here (all free!).
3. Set up line items
Use your designated budgeting tool to fill in the categories with each corresponding item so you’re creating a subgroup! Here are some examples:
- Food & Catering: Food, Beverage, Cakes, Staff Fees, Service Charge
- Venue Expenses: Space, Room Rental, Parking, Security, Connectivity
- Floral & Decor: Floral Displays, Rentals, Signage, Room Decor, Table Decor
Once you have set these items into place, you can set percentages for each category that will represent the cost of your event in a more accurate way. You can then decide what you would like to focus on, or downsize depending on your events needs.
Things to remember:
- Get a few quotes from at least 2 vendors for each service before you commit!
- Always update your information with the budget tool when there is a change so you don’t lose track
Once you follow these simple 3 steps, the event planning process should be well underway! Did you find this helpful to creating your event budget? Let us know with a comment or find us on Twitter and Facebook!