Event Planning Blueprint

The life of an event organiser is a busy one. When you’re not researching venues and drawing up budgets, you’re promoting events and networking with industry leaders and possible attendees. Understandably, this can sometimes boggle the mind of even the most seasoned event organiser and has led to the development of countless apps for mobile devices and desktops, to help lighten some of the event planning load.

There are so many in-fact that they could even add to your confusion, so I’ve rounded up five of the very best for you to take a look at.

1) Eventbrite

Eventbrite themselves state that “Eventbrite empowers you with simple-to-use but powerful tools to manage, promote and sell out your event,” and they’re right. It’s something of an all-round app that can be utilised to help promote all kinds of events – from a marketing conference to a wedding fair – as well as sell tickets and check in attendees on the day. In addition, the app provides fantastic reporting capabilities, an attendance tracker and the ability to invite people to your event who you think may be interested.

One of Eventbrites main accolades though is the fact that events uploaded to the app are publicly searchable, taking the hassle and expense out of advertising. It can even integrate with your social networks of choice for that bit of extra exposure.

Best for:

A whole range of events, from digital marketing conferences and wedding fairs to festivals and charity events.

Available on:

Android and Apple devices.

5 Best Apps For Event Organisers

2) CheckInEasy

If you’re looking for a smart way to check in guests that doesn’t rely on reams of unnecessary paper, then CheckInEasy is the event app for you. It’s even passed the Google seal of approval, being used to successfully check in 2600 guests at their Christmas party.

All you need to do to use CheckInEasy is upload your guest list and you’re ready to go in under a minute, you just need to tap the ‘Check In’ button next to the guest’s name to tick them off the list. However, organisers of larger events may want to note that although you’re given 50 free check ins to try out the app, the first 500 check ins after that come at a price of $99.

Best for:

Smaller events that don’t require as complicated a registration process or name badges.

Available on:

iPhone and iPad.

3) Zerista

Similar to Eventbrite, Zerista is an all in one solution that B2B Marketing Magazine recently rated as a top choice. As well as attendee planning and management there are features allowing event personalisation, social media integration and, among others, a clever ‘matchmaking’ feature that lets you help attendees to meet the right people and talk to the right exhibitors.

It’s a fantastic way to turn your group of event attendees into an interactive community that can network even before the event starts, providing them with conversation points and plenty to talk about on the day.

Best for:

A wide variety of events, from smaller networking dinners to large conferences.

Available on:

Android and Apple devices.

4) Xpense Tracker

Xpense Tracker does exactly what it says on the tin. When you’re organising an event, no matter how big or small, keeping track of where your budget is going can prove quite difficult, which makes simpler apps like these just as important to event organisers.

But Xpense Tracker doesn’t stop there, you can also export your expense report to your desktop, take quality pictures of your receipts so you can add figures in later and back up all of your data to ensure you never lose track of what you’ve spent.

Best for:

Any kind of event where there are lots of outgoings to keep track of.

Available on:

iPhone and iPad.

5) Event Espresso

Perhaps one of the most well-known event apps, Event Espresso is a WordPress plugin for event registration and ticketing that can transform your standard blog or website into a fully-fledged event management site. It even comes complete with custom registration forms and emails, seating plans, multiple pricing options, discount codes and even printable tickets to ensure you don’t miss out a crucial element of a successful event.

Event Espresso is also a great way to get organised, as you can control or automate every aspect of your event right from the app, as well as store all the details of your attendees (such as the events they’ve registered for and how much they’ve paid) in one easily accessible place.

Best for:

Event organisers who are putting together multiple events of almost any type, from classes and workshops to fundraisers, conferences and networking events.

Available on:

iPhone, iPad and desktop.

As you can see, there are a whole variety of tools out there to help you better organise your events and keep your head above the sea of ticketing options, budgets, seating plans, attendee lists and new delegate registrations, ensuring your events run without a hitch.

Have you tried out an app that I haven’t mentioned here? Tell us about it in the comments below.

Author Bio

Jo Egan has been a Partner at Hotel Desk, a free UK based venue finding service, for 11 years. Prior to that Jo worked on events on the client side for corporates including RBS and Volvo Cars.

Photo Credit: anna one