3 Helpful Tools to Save You Time When Event Planning
/0 Comments/in Event Planning /by Courtney Coulombe3 Event Planning Tools to Save You Time
Planit Events Inc. shares three tools that can save you time and create more efficiency while planning an event.
3 Helpful Tools to Save You Time When Event Planning
If you have planned an event before, I’m sure you know that it can be extremely time-consuming, especially when the events become larger. Throughout my time as an event planner in the Edmonton area, I have learned a few tips and tricks which I am going to share with you to help you save time when you are planning your upcoming events. In previous blogs, I’ve talked about budgeting, picking the perfect venue, and much more, but today I’m going to share some of my favorite tools I use to help my event planning process.
Organization Tool: Trello
Planning any event takes tremendous coordination, especially if you have a team helping you. Each aspect of the event can be split up into tasks that need to be completed by a certain date. Trello is a great project management tool that is great for all sorts of projects, including planning and executing an event, and the best part- the basic plan is free and you can invite your team members to join to help track the progress of the task completions. So how does it work?
Setting Up Your Trello Board
To get your planning running smoothly, first, you need to set up your Trello board. Follow the step-by-step instructions below:
- Create a Trello account, or log in if you already have one.
- Under ‘Your Workspaces’ click on ‘Create New Board’- here you can choose a background, add a title (I suggest the name of your event), and the visibility. If you are working with a team, use the workspace visibility that way you can share the board with your team.
- Once you’ve created your board, you’ll be brought to a blank template. This is where you can start adding in the tasks that need to be completed for the event.
- The ‘To Do’, ‘Doing’, and ‘Done’ lists can all be re-named to the categories you want by double-clicking on the name. You can then start to add cards under each list. The cards you make represent the individual tasks you have in each category.
- Each card can be assigned to a team member, labeled, have an assigned due date, or attachment. You can also add a checklist to cards (tasks) that have subtasks to ensure that you don’t miss a thing.
Here’s an example card to give you a better idea:
Using Trello
Once you have set up your board and invited your team, you can start checking off your tasks when they are completed. The cards will give you a visual representation of what’s been completed, what needs to be completed, and what is in progress so that you can ensure your planning stays on track. You can move the cards into different categories as the planning process evolves. As I’ve mentioned before, planning is the key success factor to your event running smoothly.
Marketing Tool: MailChimp
Marketing tools can be very beneficial to event planning, especially if you are the one in charge of creating the guest list. In cases like trade shows, or promotional events, it’s important to use the right tools to help you along the way.
Email campaigns are a great way to create interest in your event and grow a larger attending audience. Now that we live in such a digital world, almost everyone is checking their email at least once a day. Instead of sending out one mass email from your regular email account, consider using a tool like MailChimp. MailChimp lets you create great emails and actually track the progress of your campaigns! You can track things such as the open rate and the click rate (%) to see how your emails are converting individuals into event attendees.
Ticketing Tool: Eventbrite
It can be difficult and time-consuming coordinating the selling of tickets to your upcoming event. Eventbrite is an easy way to sell your tickets online for a small fee. Eventbrite offers different packages for you to choose from based on the number of events you’ll be selling tickets to and the number of guests your events will host. The great thing about living in a digital era is that many tasks can be delegated to software which saves you time and leaves you to handle the more important details.
Of course, these tools are all just suggestions. You don’t need to use them to have a successful event, but if they can help save you time and create efficiency in your event planning it’s worth a shot. If you’re looking for advice or need some of the weight taken off of your shoulders from event planning, Planit Events Inc. is here to help! I offer numerous event services as well as Decor Crate, a product I launched in 2021. Feel free to reach out, I would love to chat!
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