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Top 10 Event Planning Tools for Successful Events in 2023

From goal setting, budgeting, coordination, and execution, there are numerous activities involved in the run-up to an event. These activities often pose challenges to event professionals worldwide. However, as result-oriented professionals, we don't want these...

From goal setting, budgeting, coordination, and execution, there are numerous activities involved in the run-up to an event. These activities often pose challenges to event professionals worldwide. However, as result-oriented professionals, we don't want these challenges to hinder the success of our events.

Event planners often struggle to deliver their job without using the right planning tools. Whether you're organizing a big or small event, managing all the elements can be tricky. And one of the critical factors of a successful event is using the right event planning tool.

What are Event Planning Tools?

Event planning tools comprise project management tools, communication tools, event management tools, and apps. These tools are usually online software or platforms designed to assist in event planning. Event planning tools help you plan and manage fantastic offline or online events.

10 Best Event Planning Tools

There are essential steps to take when planning an event, and event planning tools can help you take those steps with ease, saving you time and effort. We have compiled a comprehensive guide of the top 10 software tools to ensure the successful planning of your events. Let's introduce you to our top 10 event planning tools based on the 10 stages of the event planning process:

1. Event Concept Creation

Defining your goals and objectives is the first step in planning an event. Many event planners skip this crucial step and jump right into planning. However, setting clear goals and objectives makes planning and managing the event much easier.

Tool 1 for Event Planning: Miro

The Miro whiteboard The Miro whiteboard

Miro is an online collaboration whiteboard tool that allows small to medium-scale businesses to meet and create together anywhere in the world. With Miro, you can brainstorm, design, structure, and create event concepts and ideas. It features a digital whiteboard that enables research, brainstorming, and discussion among remote teams. Miro also allows sharing and exporting of boards in various formats. While it may not be the most affordable option for large work teams, its versatility makes it an essential tool for event concept creation.

Advantages:

  • Easier collaboration
  • Standardized and centralized communication
  • Enterprise-grade security

Disadvantages:

  • Screen sharing has some bugs

2. Define Your Target Group with Event Planning Tools

Identifying and understanding your target audience is crucial for the success of your event. Your target audience consists of consumers who are interested in your product or service. It's important to know their demographics and interests to tailor your event accordingly.

Tool 2 for Event Planning: HubSpot CRM

The HubSpot platform The HubSpot platform

HubSpot CRM is a comprehensive customer relationship management platform that allows you to organize contacts, track interactions, and understand your target audience. It helps you manage your interactions with clients and potential clients through its various product features. HubSpot CRM offers a free plan that surpasses some paid CRMs in terms of capabilities. However, its paid plans may be expensive for small and mid-sized businesses.

Advantages:

  • Free to use
  • Social management features
  • Website integration
  • Communication tracking

Disadvantages:

  • Difficult to change templates
  • Limited reporting

3. Create Powerful Guest Lists with Event Planning Tools

Creating and managing a guest list can be a tedious task, but it's vital for a successful event. You need to estimate the number of attendees and ensure that you invite the right people.

Tool 3 for Event Planning: Sweap Guest List

The Guestlist Management tool from Sweap The Guestlist Management tool from Sweap

Sweap Guest List is a powerful software tool that allows you to import and manage your guest lists in one place. It offers real-time analytics, syncs with your CRM tools, and eliminates the need for manual spreadsheets. With Sweap Guest List, you can easily manage event invitations and attendance, ensuring that your guest list is accurate and up-to-date.

Advantages:

  • Latest and easy to use
  • Seamless collaboration

4. Create Visuals and Creativity for the Event

Graphic design plays a vital role in capturing the attention of your audience and creating an engaging event. Strong visuals can make your event remarkable and leave a lasting impression on attendees.

Tool 4 for Event Planning: Canva

The Canva design platform The Canva design platform

Canva is a free online graphic design tool that offers a wide range of templates, images, and fonts for creating professional graphics for your event. It's easy to use and provides features like text animations, video resize, and image editing. While Canva is free, it may lack some uniqueness due to its popularity. For more customizable options, you can consider Adobe, although it may require more time to learn.

Advantages:

  • Ease of use
  • Free design platform

Disadvantages:

  • No source file and local file storage

5. Market the Event

Promoting your event to the right audience is crucial for maximizing turnout. Effective communication and targeted marketing strategies are essential at this stage.

Tool 5 for Event Planning: Sweap Email Communication Tool

The Sweap Email Builder The Sweap Email Builder

Sweap Email Communication Tool helps you draw the attention of your target audience and drive sign-ups through automated and personalized email campaigns. It offers beautiful designs, insights, and reporting to enhance your event marketing efforts.

Advantages:

  • Personalized email messages
  • Attractive email designs

6. Host the Event

Hosting an event, whether in-person or virtual, can be challenging. However, with the right tools, it can be a seamless process that leaves a positive impression on attendees.

Tool 6 for Event Planning: Sweap Virtual Event Platform / Sweap On-site Feature

Sweap's Virtual Event Platform Sweap's Virtual Event Platform

Sweap's Virtual Event Platform is an all-inclusive tool that streamlines the hosting of virtual events. It offers features like live streaming, video calls, breakout sessions, and virtual networking. For in-person events, Sweap provides smooth on-site guest check-in features, ensuring a seamless guest experience.

Advantages:

  • 100% GDPR compliant
  • Endless integrations
  • Easy to manage guest entries

7. Engage Participants at the Event

Engaging participants at your event is crucial for creating a memorable experience. Technology can play a significant role in enhancing engagement without distracting attendees.

Tool 7 for Event Planning: Slido

The Slido template The Slido template

Slido is a user-friendly polling and Q&A platform that allows you to engage your audience and establish a connection between speakers and attendees. It offers features like event privacy, feedback surveys, and question moderation.

Advantages:

  • Easy setup
  • Safe and secure
  • Easy access for attendees

8. Event Planning Tools for Live Streaming

Live streaming allows you to extend your event's reach and engage both in-person and remote attendees.

Tool 8 for Event Planning: Ecamm Live

The Ecamm live stream The Ecamm live stream

Ecamm Live is a powerful live streaming tool and video production software that allows you to create professional broadcasts. It offers features like adding titles, logos, and graphics, making it ideal for successful live streaming of events.

Advantages:

  • Helps create professional live stream broadcasts
  • Enables customization of videos

9. Event Planning Tools for Virtual Networking

Networking events, whether offline or online, are essential for building professional relationships and expanding your network.

Tool 9 for Event Planning: Wonder

The Wonder networking area The Wonder networking area

Wonder is a virtual events platform that facilitates networking and conversations among attendees. It offers features like text chat, broadcasting, and icebreakers to make networking natural and fun.

Advantages:

  • Advanced online networking
  • Allows group collaboration and chats

10. Community Building Event Planning Tools

Building a community around your event is essential for long-term success. Community building tools help you connect with your audience and promote your brand or service.

Tool 10 for Event Planning: Tribe

The tribe community platform The tribe community platform

Tribe is a customizable community platform that allows businesses to build a loyal customer base. It offers features like content creation, discussions, and feedback collection to engage your audience and drive registrations.

Advantages:

  • Customizable platform
  • API, Apps, and widgets

Now that you're familiar with these ten event planning tools, you can leverage their power to enhance your event planning game. In a digital age where connectivity is prevalent, it's crucial to utilize these tools for successful, digitally-enabled events. Be sure to check our blog for more insights and industry updates.

If you have any questions, please don't hesitate to contact our sales team.

Recommended for you:

  • The Miro whiteboard
  • The HubSpot platform
  • The Guestlist Management tool from Sweap
  • The Canva design platform
  • The Sweap Email Builder
  • Sweap's Virtual Event Platform
  • The Slido template
  • The Ecamm live stream
  • The Wonder networking area
  • The tribe community platform
  • 4,9/5 ★ on Capterra
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