Great events are born when an excellent idea meets a passionate team with limitless energy. But in event management, passion and energy are not enough. You also need the right tools to help you plan, organize, and bring your event to life.
The list below has the necessary applications to make event organization more efficient and team communication faster and easier, while at the same time reducing the risk of any mistakes or problems. The following tools will help bring your dream event to life.
Google Apps for Work
(or Gmail + Google Drive + Calendar + Hangouts) — For file management, file sharing, and team collaboration.
Think of Google Apps for Work as your business diary, desk, and office. With Gmail and Google Apps for Work, you and your team can store, share, and collaborate on files, documents, appointments, and activities. All of your work is neatly organized, accessible, and editable, 24/7, 365 days of the year on any device. The default Google Аpps package includes Email, Calendar, a word processor (Google Docs), spreadsheet application (Google Sheets), slide show app (Google Slides), survey creator (Google Forms), a drawings and graphics app (Google Drawings), and there are hundreds of add-on applications — some paid, some free. Google Drive starts off with 15 GB of storage and all of this is free.
The Benefits: Easier team communication, collaboration, more efficient file keeping, and it’s all free!
For staying on top of tasks and deadlines.
With Asana, you and your team members can assign yourselves and each other tasks with deadlines and communicate inside the application regarding the progress. Needless to say, the tasks can be edited, sub-tasks can be added, and deadlines can be changed. With the help of Asana, event organizers can see how much each team member has on their plate and whether they are able to handle more, because let’s face it, there is always more work to be done.
The Benefits: Less emails, better work communication, and task progress-tracking.
For your event website, ticket sales, event registration, reserved seating, accepting payments online, and event check-in.
If Google Apps for Work is your office, Weemss is your corporate headquarters. With Weemss, you create an event webpage and set up your ticket sales and event registration online.
Everything in Weemss is automatic, so once you’ve set up your event inside the application, people who buy tickets receive them automatically by email. You receive information about those purchases and the money from all the sales goes directly into your account.
Weemss also has features like Reserved Seating, Awards Management, and Event Check-in.
The Benefits: Easy setup, control and automation of the event sales, registration, and check-in processes.
Let’s face it, accounting is a pain. However, with a cloud solution that automates payment tracking and invoicing, you have your painkiller. With Xero, you can easily track payments, reconcile bank accounts, send out invoices, claim expenses, and much more. The best part is all of this can be tracked and done on mobile devices with the Xero app.
With Xero, you can stay on top of your accounting with less staff necessary and less work hours spent on repetitive, boring tasks.
The Benefits: Hassle-free accounting.
For email marketing.
To keep everyone posted on new updates surrounding your event, whether it is a new speaker, performer, artist, new sponsor, or other change surrounding the event, you need to be constantly sending out emails. Automation of this process is essential, and the most user-friendly service is Mailchimp. If you have fewer than 2,000 subscribers, with Mailchimp’s Entrepreneur Edition you can send up to 12,000 emails per month completely free.
The Benefits: Simple and fast mass emailing, AB testing of email effectiveness.
For staying social.
We all fall victim to mindless staring at social media. Multiply that by the different social media networks and you get a couple of lost hours a day at the very least. With Hootsuite, you can manage all your social media profiles in one place, schedule posts, and monitor analytics for the effectiveness of the posts. There is a free version available.
The Benefits: Better organization and more efficient communication in social media.
For tracking website traffic.
The Internet is a jungle, and Google Analytics is the local explorer guiding you through and helping you to make sense of it all. Although the dashboard is not very presentable, the software is incredibly powerful and useful for finding out 1) who is visiting your website, 2) where they are coming from, 3) how they got there, and 4) what they are doing. By setting goals inside Analytics, you can track specified conversion rates and measure effectiveness. You can add Google Analytics to your Weemss event webpage and track conversion rates for your event registrations.
The Benefits: Understand your webpage’s traffic, set conversion goals and track progress.
Some final words
We hope you find these applications as useful as we have. In choosing what applications you want and need for your next event, consider the following:
- Is the application easy to deploy?
- Is it easy to use or does it require additional training and services?
- Is it safe and secure?
- Is product support offered?
- Does it work across all devices? Is it mobile-friendly?
- Last but not least, how much does it cost? Is it a one-off or a license-based fee?
Make a checklist of your particular needs and test and try out the solutions before making a choice. Involve your team in the selection because they will be using the applications most of the time. In reviews and articles, listen to user discussions and comments.