Event Planner’s Toolkit: My Top 4 Favourite Tools
At Planit Events Inc., we believe, actually we know, great events start with organization. Behind every seamless wedding, corporate gala, or community festival is a toolkit of resources that keep the details in check and the creativity flowing. Over the years, I’ve tested countless platforms, but there are four that I keep coming back to. Each plays a unique role in bringing events from vision to reality.
1. Motion – Project Management Made Simple
Event planning involves juggling a thousand moving parts: timelines, vendors, client requests, and endless to-do lists. Motion is my go-to project management tool because it helps streamline all of that chaos into clear, actionable steps.
What I love most about Motion is how it automatically prioritizes tasks and schedules them into my day. No more stressing over what to tackle first. It keeps me focused and on track. Whether it’s tracking venue deadlines or building out a detailed event timeline, Motion ensures nothing slips through the cracks.
Another feature I rely on is the ability to assign tasks to team members. This keeps everyone accountable, aligned, and aware of their responsibilities, which is key when managing multiple vendors, clients, and staff at the same time.
2. PheedLoop – Powering Virtual and Hybrid Events
For conferences, tradeshows, or events that need a digital component, PheedLoop is a game-changer. It’s a robust platform designed for virtual and hybrid experiences, and it shines when it comes to features like live streaming, attendee engagement, exhibitor booths, and analytics.
What makes PheedLoop stand out is how customizable it is. Each event feels unique rather than “one-size-fits-all,” and attendees get a smooth, professional experience. With hybrid events continuing to grow, this tool has become essential for offering flexibility and reaching wider audiences.
3. Jotform – Streamline Registrations and Surveys
Every planner knows how much time is spent gathering information. Whether it’s RSVPs, vendor forms, or post-event feedback, Jotform makes this process quick and easy with customizable forms that look professional and are simple for guests to use.
I rely on Jotform for event registrations but there are so many other uses such as dietary requirement forms, and even fun surveys to boost engagement. It integrates seamlessly with other platforms too, making data collection and organization a breeze.
4. Mailchimp – Email Marketing That Works
Communication is key when it comes to events, and Mailchimp is one of my favourite tools for staying connected with clients, vendors, and attendees. Its user-friendly templates and automation features make it easy to send everything from “Save the Dates” to detailed event reminders.
I especially appreciate the analytics Mailchimp provides—open rates, click-throughs, and engagement stats. This helps refine messaging and ensures the right information is reaching the right people at the right time.
Why Hire a Professional Event Planner?
While these tools are powerful on their own, they’re most effective in the hands of an experienced planner who knows how to use them to their full potential. At Planit Events Inc., we combine event planning technology with years of expertise to deliver events that are seamless, stress-free, and unforgettable.
Whether you’re planning a wedding, a corporate event, or a community celebration, we’ll handle the details so you can enjoy the experience. From managing logistics with Motion to powering hybrid events with PheedLoop, we know how to make these tools work together to bring your vision to life.
Ready to start planning your next event? Contact Planit Events Inc. today and let’s make it extraordinary.
5 Ways to Brand Your Event Like a Pro
Discover why event branding matters and how to create a cohesive experience, from signage to swag. Make your next event unforgettable with expert tips from Planit Events Inc.
Spring into Style: 6 Fresh Event Ideas from Your Edmonton Event Planner
Spring into Style: 6 Fresh Event Ideas from Your Edmonton Event Planner
As the snow melts away (and hopefully stays away) and the days grow longer, spring in Edmonton offers the perfect backdrop for events full of life, colour, and creativity. It’s a season of renewal and fresh beginnings — and at Planit Events Inc., we love nothing more than helping clients tap into that energy to create unforgettable experiences.
Whether you’re planning a wedding, corporate gathering, or private party, here are some fresh spring event ideas from your trusted Edmonton event planner.
Embrace the Season: Trending Spring Themes
Spring invites you to get playful with colours, textures, and themes. Some of our favourite seasonal styles include:
- Garden Party Elegance: Think pastel palettes, cascading florals, and elegant table settings. Perfect for bridal showers, baby showers, birthdays, and more.
- Rustic Chic: Combine reclaimed wood, wildflowers, and neutral tones for a laid-back but elevated spring vibe.
- Modern Minimalist: Crisp whites, pops of greenery, and simple lines create a clean aesthetic ideal for corporate events or product launches.
Each theme can be adapted to suit your style, whether you’re planning something intimate or large-scale.
Outdoor Event Opportunities in Edmonton
Spring in Edmonton means patio season, blooming parks, and stunning natural backdrops — a dream for any event! Some of our favourite outdoor venues include:
- University of Alberta Botanic Garden (opens May 9)
- Hastings Lake Gardens and Events (pictured below)
- The Cornerstone
Of course, with Alberta’s ever-changing weather, it’s essential to have a solid backup plan. As your Edmonton Event Planner, we’ll make sure tents, heat lamps, and cozy touches are ready — just in case.
Spring Florals & Décor Trends
Nothing says spring like fresh florals. In-season blooms such as tulips, ranunculus, and daffodils add beauty and vibrancy to any setup. Some trending ideas this year include:
- Floating floral centrepieces
- Floral installations or flower walls for photo ops
- Mini potted herbs as table accents or take-home favours
For a sustainable twist, we also recommend reusable décor elements like fabric backdrops, glassware, and live plants.
Fresh Food & Drink Ideas
Your menu should feel just as fresh as your theme. Some of our go-to springtime catering ideas include:
- Seasonal salads, grilled vegetables, and fresh fruit platters
- Lemon-based desserts, like lemon bars or tarts
- Spring cocktails or mocktails like lavender lemonade, rhubarb spritzers, or cucumber mint mojitos
We work closely with some of Edmonton’s most talented caterers and bartenders to ensure every bite and sip feels seasonal and on-brand.
Tailoring Spring Events for Any Occasion
Whether you’re tying the knot, hosting a client appreciation night, or launching a new product, spring offers the ideal setting. With the right concept and coordination, even the simplest idea can bloom into something spectacular.
As an experienced Edmonton Event Planner, we tailor every detail — from the guest flow to the colour palette — so your event feels cohesive, thoughtful, and uniquely yours.
Personal Touches Make All the Difference
Want to take your spring event to the next level? Consider:
- Seed packet favours for eco-friendly flair
- Live acoustic performances to set a relaxed and uplifting mood
It’s these personalized touches that turn an event into a lasting memory.
Let Planit Plan Your Spring Event
At Planit Events Inc, we specialize in bringing visions to life — with creativity, calm, and a whole lot of fun. Whether you have a clear plan or just a Pinterest board, we’ll help you shape the details into something amazing.
Ready to spring into your next event? Let us guide the way. Contact us today to get started!
5 Event Trends of 2024 That Will Shape 2025
5 Event Trends of 2024 That Will Shape 2025
As 2024 draws to a close, it’s time to reflect on the trends that shaped the events industry this year and look forward to what’s on the horizon for 2025. Event planning in 2024 saw a blend of innovation and nostalgia as organizers and attendees sought new ways to connect, engage, and create meaningful experiences. At Planit Events Inc., we’ve seen trends emerge, evolve, and redefine the industry. Here’s a recap of the event trends we saw in 2024 that will continue shaping 2025.
Top Trends from 2024
1. Personalization at Every Touchpoint
- The Year of Customization: 2024 was all about personalized experiences, with attendees expecting events tailored to their preferences. From custom welcome kits to curated content and interactive sessions, personalization became an expectation rather than a luxury.
- Audience Segmentation and Data Use: Event planners used audience data to segment attendees and deliver customized agendas, breakout sessions, and activities, catering directly to the specific interests of different groups.
2. Sustainable Practices as Standard
- Greener Events: Sustainability was a driving factor in event planning in 2024. Planners reduced carbon footprints by using eco-friendly decor, minimizing waste, offering plant-based catering options, and choosing energy-efficient venues.
- Green Swag and Digital Alternatives: Attendees increasingly received sustainable or digital swag instead of traditional freebies. Items like reusable water bottles, recycled materials, and e-gifts gained popularity.
For tips on going green in your events, visit our blog for 4 tips to get started.
3. Enhanced Hybrid Events
- Seamless Virtual and In-Person Integration: Hybrid events continued to evolve, with technology that made virtual attendees feel just as connected as those onsite. Real-time polls, live Q&As, and breakout sessions bridged the gap, enabling everyone to participate fully.
- Event Tech Innovations: Platforms and tools introduced in 2024, such as 3D virtual booths and augmented reality interactions, helped bridge virtual and in-person experiences, creating a unified event environment.
4. Wellness and Mental Health Focus
- Mindfulness and Well-Being in Event Planning: A focus on wellness became crucial, with events incorporating dedicated relaxation zones, mental health workshops, and meditation breaks to counter event burnout.
- Prioritizing Work-Life Balance: Many organizers adjusted schedules to respect attendees’ work-life balance, leading to shorter sessions, more interactive formats, and extended breaks.
Ready for tips you can incorporate in the new year? Visit our blog on reducing stress and burnout.
5. AI-Driven Event Planning
- AI for Efficiency and Engagement: Artificial intelligence played a significant role in 2024, streamlining event logistics and enriching attendee experiences. From AI chatbots answering attendee questions in real time to personalized event agendas based on attendee interests, AI helped event planners enhance engagement.
- Content Creation and Analysis: AI tools were also widely used to generate content, analyze event data, and gather post-event insights, giving planners valuable feedback to improve future events.
For tips on how you can integrate AI into your process, visit our blog!
What to Expect in 2025
The trends from 2024 remind us that events are about connection, personalization, and sustainability. In 2025, we anticipate even more immersive, engaging, and personalized experiences. As the industry continues to evolve, planners who embrace these trends will be able to create unforgettable, impactful events. Whether you’re looking to host an intimate gathering or a hybrid event with global reach, Planit Events Inc. is ready to help you plan and execute a cutting-edge experience that will leave your guests inspired.
Here’s to another exciting year in the events industry—let’s make it unforgettable!
8 Tips to Take Event Photos Like a Professional
8 Tips to Take Event Photos Like a Professional
Capturing stunning photos at your events doesn’t always require a professional photographer. Whether you’re organizing a corporate gathering, birthday party, wedding, or fundraiser, DIY event photography can be a cost-effective way to capture memories and key moments. With some preparation, basic gear, and a few techniques, you can achieve quality shots that truly capture the event’s atmosphere. Here are our top DIY tips to make your event photos shine.
1. Plan Your Shots Ahead of Time
- Make a Shot List: Before the event, outline the must-have shots. Think about key moments like speeches, special announcements, or group photos. Also, consider capturing close-ups, crowd reactions, candid interactions, and any special decor or design details.
- Scout the Location: Visit the venue in advance if possible, especially to check lighting conditions, backdrops, and potential spots for your key shots.
2. Work with Lighting, Not Against It
- Natural Light is Your Best Friend: Whenever possible, rely on natural light. Position your subjects near windows or open spaces to use soft, natural light that reduces harsh shadows.
- Avoid On-Camera Flash: Flash can create washed-out images, especially if used directly on your subject. Instead, if you need additional light, consider an external flash with a diffuser or bounce it off the ceiling for a softer effect.
- Bring Portable Lighting Options: Small LED lights or clip-on lighting can help, especially for darker indoor spaces or evening events.
3. Composition is Key
- Use the Rule of Thirds: Imagine a grid over your frame and place your subjects along the lines or at the intersections. This technique creates a balanced and visually pleasing composition.
- Get Close and Capture Details: Don’t hesitate to get close to your subjects for detail shots, like hands in action, decorative elements, or a plate of food. Details add a unique, personal touch to your photo collection.
- Capture Candids: Some of the best event photos come from natural, unscripted moments. Be ready to snap pictures of guests laughing, chatting, or interacting naturally with one another.
4. Pay Attention to Backgrounds
- Declutter the Frame: Be mindful of backgrounds and avoid cluttered or distracting elements. If possible, angle your shot to remove unnecessary items or crowds.
- Use the Environment Creatively: Make use of any scenic, well-lit areas, decorations, or branded event setups. For example, photographing attendees against a flower wall, photo booth, or well-designed space adds personality and style to your shots.
5. Focus on People First, Environment Second
- Get Portrait Shots: Capture a mix of solo portraits, group shots, and pairs. Zoom in for some close-up shots of faces and expressions, and step back for wider shots to get the full picture.
- Tell the Event Story: Think of yourself as a storyteller—capture the venue, setup, the crowd, the food, and any highlights to create a well-rounded album that represents the whole experience.
6. Make the Most of Editing Tools
- Use Mobile Editing Apps: Editing can make a big difference in the quality of your images. Simple adjustments in brightness, contrast, and colour can elevate a photo from good to great. Apps like Snapseed, VSCO, or Lightroom Mobile are easy to use and perfect for quick edits.
- Stick to a Consistent Style: When editing, try to keep the tone consistent for all images to create a cohesive look for the entire event album. Choose similar filters or colour balances for a polished effect.
7. Gear Up, But Don’t Overdo It
- Invest in a Good Camera or Smartphone: If you’re not ready to invest in a DSLR, high-end smartphones with good cameras are more than capable of producing excellent images. Consider purchasing a tripod or handheld stabilizer for sharper, steadier shots.
- Consider Accessories: Simple accessories like a portable ring light, external microphone, or clip-on lenses can enhance your photography without requiring complex equipment.
8. Practice and Be Patient
- DIY photography takes practice. Try to take photos regularly and experiment with new techniques or different lighting conditions. With time, you’ll improve your skills and become more comfortable capturing event moments effectively.
DIY event photography is an accessible, budget-friendly option that, with a bit of preparation, can yield impressive results. Remember, capturing memorable moments and telling the story of the event is the ultimate goal, not just taking perfect photos. So, relax, enjoy the event, and snap away!
If you’re looking for more event guidance or professional photography options, reach out to us at Planit Events Inc. We’re here to help your events shine, whether you’re capturing memories on your own or bringing in the pros.
7 Expert Tips for Last-Minute Event Success
Discover 7 expert tips for pulling off a successful event on a tight timeline! Whether you’re planning a wedding, corporate event, or special celebration, these last-minute event planning strategies from Planit Events Inc. will help you stay organized, prioritize key elements, and leverage trusted vendors to make your event a success.
Event Planning for Corporate Social Responsibility: 8 Ways to Make a Positive Impact
Discover 8 impactful ways to plan corporate social responsibility (CSR) events that align with your company’s values and create positive change. From sustainability practices to employee engagement, Planit Events Inc. shares insights to help you make a lasting impact.
Mindful Event Planning: 7 Strategies for Reducing Stress and Burnout
Discover 7 mindfulness strategies to reduce stress and avoid burnout in event planning. Learn how intentional planning, communication, and delegation can help you create more successful and balanced events.
How to Attract Event Sponsors: Building Mutually Beneficial Relationships
How to Attract Event Sponsors: Building Mutually Beneficial Relationships
Securing sponsorships is a pivotal component of successful event planning. Sponsorship not only provides essential funding, but also enhances the event’s visibility and credibility. At Planit Events Inc., we know the importance of crafting strategic partnerships that benefit both parties. Here’s how to build mutually beneficial relationships with event sponsors.
1. Understand Your Audience
Before reaching out to potential sponsors, it’s crucial to understand your event’s audience. Detailed knowledge about your attendees’ demographics, interests, and behaviours allows you to match them with sponsors who share similar target markets. This alignment increases the attractiveness of your event to potential sponsors.
Planit Events Inc. Example: When planning the Alberta Health and Safety Conference each year, we first identify our target audience—health and safety professionals—and then reach out to organizations aligned with this field. The organizations that choose to sponsor the conference are committed to innovation, workplace safety, and supporting the industry’s growth.
2. Identify Potential Sponsors
Make a list of companies and organizations that align with your event’s theme and audience. Look for businesses that have sponsored similar events, or have a vested interest in your industry. Research their sponsorship history to understand their preferences and expectations.
3. Craft a Compelling Proposal
Your sponsorship proposal should clearly outline the benefits for the sponsor. Highlight your event’s reach, audience engagement, and the unique opportunities for brand visibility. Include various sponsorship levels and customizable options to cater to different budget sizes. Make sure to articulate the return on investment (ROI) the sponsor can expect.
4. Offer Exclusive Opportunities
Sponsors are more likely to commit if they receive exclusive benefits. Offer unique opportunities such as speaking slots, branded event areas, or exclusive access to attendee data. The more tailored and exclusive the opportunity, the more valuable it becomes to the sponsor.
5. Build Long-Term Relationships
Sponsorships should be viewed as long-term partnerships rather than one-time transactions. Engage with sponsors throughout the year, not just during the event planning phase. Keep them informed about your event’s progress and involve them in key decisions. This ongoing relationship can lead to sustained support and collaboration.
6. Provide Value Beyond Visibility
While brand visibility is a significant draw for sponsors, providing additional value can set your event apart. Offer networking opportunities with key industry leaders, access to exclusive content, or data insights from the event. These added benefits can enhance the sponsor’s experience and justify their investment.
7. Leverage Digital Platforms
Utilize digital platforms to enhance sponsor visibility before, during, and after the event. Social media shout-outs, website banners, email marketing, and live-streaming opportunities can extend the sponsor’s reach and engagement. Digital platforms also provide measurable data that can demonstrate the sponsor’s ROI.
8. Ensure Seamless Integration
Sponsors want to be integrated into the event in a way that feels natural and adds value. Avoid overly commercial presentations that can alienate your audience. Instead, weave sponsor branding and messaging into the event seamlessly, ensuring it enhances rather than detracts from the attendee experience.
9. Measure and Report Results
Post-event, provide sponsors with detailed reports that measure the impact of their involvement. Include metrics such as brand exposure, audience engagement, and any direct feedback from attendees. Demonstrating tangible results reinforces the value of the sponsorship and builds trust for future collaborations.
For tips on evaluating your event, check out our blog post!
10. Show Appreciation
A little gratitude goes a long way. Publicly acknowledge your sponsors during the event and on your digital platforms. Send personalized thank-you notes and gifts as a token of appreciation. Showing sponsors that they are valued partners can strengthen the relationship and encourage ongoing support.
Building mutually beneficial relationships with sponsors is key to the success of any event. By understanding your audience, offering exclusive opportunities, and providing measurable value, you can attract and retain sponsors that align with your event’s goals. At Planit Events Inc., we specialize in creating strategic sponsorship partnerships that drive success for all parties involved. Contact us today to learn how we can help secure the perfect sponsors for your next event!
A 10-Step Guide to Event Planning for Startups
A 10-Step Guide to Event Planning for Startups
Event planning is a crucial part of a startup’s journey, from launching a new product to hosting networking events that can attract potential investors and customers. At Planit Events Inc., we understand that startups often operate on tight budgets, so we’ve compiled a guide to help you plan successful events without breaking the bank.
1. Define Your Objectives
Before diving into the details, it’s essential to define your event’s objectives. Are you aiming to attract investors, launch a product, or build community engagement? Clear objectives will help you focus your resources and make strategic decisions that align with your goals.
2. Create a Detailed Budget
A detailed budget is the foundation of successful event planning, especially when funds are limited. Break down your budget into categories such as venue, catering, marketing, and miscellaneous expenses. Allocate funds based on priority and necessity, and always leave a buffer for unexpected costs.
Looking for budget-friendly decor ideas? Visit our blog!
3. Leverage Free and Low-Cost Marketing Tools
Marketing is crucial to attract attendees, but it doesn’t have to be expensive. Utilize social media platforms, email marketing, and your company’s website to promote the event. Collaborate with influencers or industry partners who can help spread the word to a broader audience.
Visit our blog for tips on using social media marketing for event success.
4. Choose Cost-Effective Venues
The venue is one of the most significant expenses for any event. Consider alternative venues such as community centres, co-working spaces, or even outdoor locations. These options can be more affordable than traditional event spaces and offer unique experiences for attendees.
5. Negotiate with Vendors
Don’t be afraid to negotiate with vendors to get the best deals. Many vendors are willing to offer discounts for startups or package deals that include multiple services. Building relationships with vendors can also lead to long-term partnerships and better rates for future events.
6. Utilize Technology
Technology can streamline event planning and reduce costs. Use online registration tools, digital invitations, and virtual event platforms to save on printing and postage. Additionally, consider hybrid or fully virtual events, which can significantly lower costs associated with physical venues and logistics.
7. Seek Sponsorships and Partnerships
Sponsorships and partnerships can provide additional funding and resources for your event. Reach out to local businesses, industry leaders, or larger companies that align with your event’s theme. Offer them visibility and promotional opportunities in exchange for their support.
8. DIY Where Possible
Embrace the do-it-yourself approach for certain aspects of your event. Whether it’s designing your marketing materials, setting up the venue, or managing the registration process, DIY can save money and give a personal touch to your event. However, be mindful of where professional help is essential to ensure quality.
9. Focus on Networking Opportunities
For many startup events, networking is a key objective. Ensure your event includes ample opportunities for attendees to connect, such as structured networking sessions, interactive workshops, or casual meet-and-greet spaces. Facilitating meaningful connections can increase the perceived value of your event.
10. Gather Feedback and Analyze Results
After the event, gather feedback from attendees to understand what worked well and what could be improved. Analyzing this feedback will help you refine your approach for future events, ensuring continuous improvement and better outcomes.
About Planit Events Inc.
Planit Events Inc. is a full-service event planning company dedicated to creating memorable and successful events for businesses of all sizes. With a focus on innovation, creativity, and attention to detail, we provide customized solutions to meet our clients’ unique needs. Whether you’re planning a small networking event or a large conference, we’re here to help you every step of the way. Contact us today to learn how we can support your next event!