Handy Apps & Tech to Help Event Planners Get The Job Done

Event Planners are notorious for working on the fly, managing multiple projects at once and needing to communicate with multiple stakeholders quickly and efficiently. With so many tasks and so many contacts, how does an Event Planner stay on top of it all?

Well, we’re here to say “there’s an app (or bit of tech) for that!"

Sure, there are a tonne of specific event apps and event management software products on the market – you no doubt use a one or two to help plan your events – but there are still a few great multi-purpose tech products we think Event Planners would find super handy to get their job done.

We’ve done the research for you and found a bunch of handy apps and online products that are guaranteed to help Event Planners stay on top of their game. 

Check out our list below – some you will know and may already use, and some might be your new best friend… 



What does it do?

Trello is a collaboration project management app that can be accessed via mobile and desktop.
Picture the whiteboard in the office with sticky notes all over it – Trello brings that all online! It allows you to post “cards” (aka sticky notes) onto a main board for team members to collaborate and work on. You can add additional images, due dates, check lists and notes to each “card” making it the ideal place to map out your entire project pipeline in one place. You can add a team of people to a board for collaboration.

How much does it cost?

There’s a FREE option (Bonus!) or you can sign up for $10 USD per user per month for a more customisable version.

How can you use it for event planning?

Trello is great for organising your event and making sure that everyone in the team knows what they are doing. Have columns or projects for accommodation, speakers, venue, entertainment, website, post event etc. Each column can have multiple cards and each card can have multiple tasks sorted by due date.

Want to see how Trello suggests Event Planners use their system, check out their Conference Planning board which you can customise: https://trello.com/b/ZBlOEih9/conference-planning

Other Project Management Tools you might like to try include:

monday | Asana 



What does it do?

Slack is a communication platform that allows small teams to entire companies to connect, collaborate and make overall communication organised and accessible. Use it for private messaging, video chat, to
create specific group channels, integrate apps and send gifs.

How much does it cost?

They offer a Free trial option, as well as a free option for small teams. Paid subscriptions start from $6.67 USD per user per month.

How can you use it for event planning?

Use Slack to keep communication simple and everyone on the event in the know – no more cc’ing everyone or forgetting someone, simply create the group and everyone gets updates automatically.
Slack is brilliant because it can also be used for all event attendees too. Use it to share documents and information to session attendees as well as polls and questions during a session. Update guests with last minute schedule changes and give your guests a sense of community. Use it for post event follow up or read through comments and conversations to get an idea of what could be improved next year.

Other Communication Tools you might like to try include:

Telegram | Whatsapp 



What does it do?

The only reason why you haven’t heard of Spotify is because you’ve been living under a rock. This music streaming software has millions of songs and over 190 active monthly users.

How much does it cost?

Free for streaming with ads or $11.99 AUD per month to play any track and listen offline with no ads.

How can you use it for event planning?

This one is a no brainer. You can create playlists or use existing ones to add music to your event. Whether that be as the background music at a dinner or between sessions at a conference.
Be the DJ!

Other Music Playlist Tools you might like to try include:

Amazon Music  | Apple Music 



What does it do?

CamCard scans and captures business card information and saves it for you. You can also add notes and reminders to your contacts.

How much does it cost?

$5 USD per user per month or $12 USD per user per month for a business account.

How can you use it for event planning?

CamCard is great for networking! You’ll not only save your pockets from being full of cards, but save the environment as well. There is now no need to keep business cards on file or have to go through and enter them into a CRM when you get back to the office. Keep them organised in one place, plus add notes and reminders to follow up. You’ll be a pro- networker in no time!

Other Business Card Reader Tools you might like to try include:

ABBYY Business Card Reader | ScanBizCards 



What does it do?

This handy little tool is a great way to plan meetings and events where you need multiple people to attend at once. Forget trying to coordinate a date via endless e-mails, instead create a simple poll of dates/ times in Doodle and send it to everyone to respond. Participants then select the date and time that works best for them. At the end, you can easily see what time will suit everyone (or at least the majority).

How much does it cost?

Free for family and friend invites (or small groups). There are affordable paid options for casual users ($49 USD/ year) or for extra branding, multiple users and customised invitations it’s $69 USD per user per year.

How can you use it for event planning?

Doodle is an easy way to find the best time for a night out with friends, send invites to a party or to get the team on board for a meeting. This is a great app for keeping track of your meetings and coordinate appointments with others.

Warning – once you try it you will forevermore be asked by friends to arrange the date for a group dinner “because you have that cool poll thingy”.

Other Date Planning Tools you might like to try include:

Boomerang Calendar  | Calendly 

Zello PZelloT Walkie Talkie


What does it do?

A push-to-talk mobile app just like a walkie talkie – how cool! Use private or public channels and never miss a call and unlike the traditional cubby house walkie talkie it can be used worldwide over WiFi or data services.

How much does it cost?

Free for personal use or $6 USD per user per month, plus extra for maps and live location tracking.

How can you use it for event planning?

Contact Sam at the registration desk, ask Jo to fix the AV in room 1 and let Alex in the kitchen know that there is an extra dietary requirement for lunch. All without having to stop setting up the furniture.

Other Walkie Talkie Tools you might like to try include:

Two Way: Walkie Talkie Android / ios | Voxer 

TopTop Tble Planner Table Planner


What does it do?

Top Table Planner is an app for arranging seating plans. Add tables to your floor plan and then play around with arrangements of guests until you feel like you’ve got it just right.

How much does it cost?

Free to try. Then $22 USD for 6 months or $33 USD for one year each with 5 seating plans saved at any time.

How can you use it for event planning?

Seating plans can be time very consuming. An app that gives you the option for a floor and seating plan is an organisers dream!

Other Table Plan Tools you might like to try include

AllSeated | Perfect Table Plan 

Paperless PostPaperless Post


What does it do?

Paperless Post is a super easy-to-use e-invite system. It allows you to design and email your invitations to your chosen guest list, then track deliverability after sending, manage RSVPs and then send thank you cards after. Paperless Post collaborates with fashion and lifestyle designers (Kate Spade New York, Oscar de la Renta) meaning they have great designs to choose from

How much does it cost?

It’s free for many designs and send to up to 2,000 email addresses. There is a cost for some designs and premium customisable options.

How can you use it for event planning?

Who doesn’t love the ease of an online invite?! This easy-to-use system makes sending attractive invitations and tracking RSVPs super easy. You can send follow up reminders and thank you cards, which will make you as the host look extremely professional.

Other Table Plan Tools you might like to try include:

Pingg | Greenvelope 

What other apps and websites do you use and recommend to get your event done? We’d love you to share in the comments below…