🚀 The Event Playbook:
Proven strategies to level up your next event!
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The Smart Planner’s Guide to Event Management Apps

The future of event coordination isn't just digital—it's a symphony of AI, AR, and data analytics that turns even the most complex gathering into a masterpiece of efficiency and engagement.

Did you know the average event planner juggles seven different software tools for a single event?

These days, this isn’t just inefficient—it’s a recipe for disaster.

Enter the new generation of integrated event planning platforms, where AI meets AR, and data analytics joins forces with sustainability tracking.

As we explore these cutting-edge tools, you'll see how the right software can transform even the most complex event into a seamless, unforgettable experience.


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The event planning landscape is ever-evolving. Here are the top trends for 2024:

1. Integration Reigns Supreme

Multiple disconnected apps are now obsolete.

Modern event planning software seamlessly integrates with CRMs, email marketing tools, and social media platforms.

This integration creates a cohesive ecosystem, eliminating data silos and minimizing manual entry errors.

For instance, when an attendee registers, their information automatically updates in your CRM, triggers a personalized email sequence, and populates your event app with their preferences.

Building on this foundation of integration…

2. Mobile Dominates

Mobile-friendly event planning apps have become essential.

Organizers can now manage events, communicate with vendors, and monitor ticket sales on-the-go.

Attendees enjoy mobile access to schedules, interactive maps, and networking features.

This mobile-first approach extends to payments, enabling seamless ticket purchases and on-site upgrades directly from smartphones.

3. Data Drives Decisions

Advanced analytics tools offer deep insights into attendee behavior, preferences, and engagement.

Event planners can now track session attendance, networking activity, and sponsor interactions in real-time.

This data empowers organizers to make informed decisions during events, like adjusting room assignments or modifying agendas to suit attendee interests.

Post-event analysis becomes more comprehensive, allowing for detailed ROI calculations and actionable insights for future events.

4. Personalization Takes Center Stage

Tailoring events to individual preferences is now a game-changer.

Advanced platforms use AI to suggest sessions, networking opportunities, and exhibitors based on each attendee’s profile and behavior.

Personalized schedules, custom content feeds, and targeted notifications boost engagement and satisfaction.

Exhibitors and sponsors benefit by targeting their messages to the most relevant audience segments.

5. Virtual and Hybrid Events Thrive

The demand for virtual and hybrid events continues to soar.

Cutting-edge platforms now offer high-quality live streaming, interactive digital content, and virtual networking rooms.

These tools craft engaging online experiences that rival in-person gatherings.

With VR exhibition halls, AI-driven matchmaking, and seamless physical-digital integration, organizers can deliver truly immersive hybrid events.

Now that we’ve explored the key trends, let’s examine how collaborative planning platforms are revolutionizing teamwork in event management…

Collaborative Planning Platforms

Integrated solutions provide centralized hubs for managing all aspects of event planning. These platforms revolutionize teamwork in several ways:

Team Collaboration Made Simple

Platforms like Asana, Trello, and Evernote supercharge event planning with real-time collaboration.

These tools streamline task assignment, progress tracking, and idea sharing in one central hub.

Picture a team organizing a massive conference: Asana breaks down the event into clear tasks, assigns roles, sets deadlines, and monitors progress across departments.

This tight coordination dramatically reduces miscommunication and boosts efficiency.

Document Sharing and Version Control

Collaborative platforms revolutionize document sharing with robust version control.

These tools are essential for managing dynamic files like guest lists, budgets, and vendor contracts.

Imagine editing a speaker contract in Google Docs linked to a project management tool—every change tracked, every version accessible.

This eliminates confusion and errors from juggling emailed documents, ensuring seamless collaboration.

Built-in Communication Tools

Many platforms now include integrated messaging and video conferencing features.

This allows teams to have quick discussions, hold virtual meetings, and make decisions without switching between apps.

For example, a team using Slack integrated with their event management software can instantly discuss schedule changes, share updated documents, and initiate video calls with stakeholders, all within one platform.

Of course, while communication is crucial, adaptability is equally important…

Customizable Workflows

Event planning varies greatly by type and scale.

Platforms like Monday.com offer customizable workflows to fit diverse needs.

A small business seminar might use a simple, linear plan, while an international conference requires a complex, multi-stage approach with parallel tracks.

These platforms ensure every step is covered, preventing oversights.

Mobile Access

Cutting-edge mobile apps allow planners to manage events seamlessly from anywhere.

With instant updates and real-time problem-solving, these tools keep everyone synchronized.

Imagine a planner quickly updating the schedule due to a speaker delay, notifying attendees instantly, and coordinating with the AV team—all while moving through the event space.

Integration with Specialized Event Tools

Collaborative platforms seamlessly integrate with specialized event software, streamlining the entire process.

Picture a team using Asana for project management, Eventbrite for ticketing, and Cvent for registration—all working in harmony.

When Eventbrite ticket sales hit 50%, Asana automatically creates tasks to keep the team on track.

This eliminates the need for manual monitoring, ensuring everything runs smoothly.

Knowledge Management and Learning

These platforms serve as repositories of event planning wisdom, driving continuous improvement.

Teams can create wikis, document best practices, and refine processes.

This simplifies onboarding new members and enhances future strategies.

After each event, teams conduct post-mortems to capture lessons and successful tactics.

This evolving knowledge base preserves valuable insights, even as team members change.


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Top Event Planning Applications

With an understanding of collaborative platforms, let’s now explore some of the leading event planning applications that incorporate these features.

Application NameNotable FeaturesBest Suited For
Eventbrite
  • Comprehensive ticketing with customizable pricing tiers
  • SEO-optimized event pages with built-in marketing tools
  • Real-time analytics dashboard with revenue forecasting
Public events, festivals, and workshops needing robust ticketing and promotion
Cvent
  • Advanced venue sourcing with negotiation tools
  • Comprehensive event marketing suite including email and social campaigns
  • On-site solutions for check-in, badging, and lead retrieval
Large-scale corporate meetings, conferences, and trade shows with complex logistics
Whova
  • AI-powered networking suggestions and matchmaking
  • Interactive agenda builder with personalized attendee schedules
  • Gamification features to boost engagement
Academic conferences, professional association meetings, and industry trade shows
MeetingHand
  • Seamless integration of virtual and in-person components for hybrid events
  • Multi-language support for international events
  • Customizable mobile event app with white-labeling options
Global conferences, hybrid events, and multi-lingual gatherings
Asana
  • Kanban boards and Gantt charts for visual project management
  • Customizable templates for recurring event types
  • Workload view for balancing team member assignments
Event planning teams managing multiple events simultaneously
HeySummit
  • Easy creation and management of virtual summits and online events
  • Speaker management tools with automated reminders
  • Integration with popular webinar platforms like Zoom and BigMarker
Virtual summits, webinars, and online conferences
Airmeet
  • Virtual stage with live chat and Q&A
  • Interactive networking tables for attendee engagement
  • Customizable event branding and white-labeling options
Virtual conferences, webinars, and networking events

Choosing the Right Tool for Your Event

Now that we’ve examined various event planning tools, how do you choose the right one for your specific needs? Consider the following key factors.

User Experience Matters

Prioritize intuitive interfaces for both organizers and attendees.

Test every step, from registration to post-event surveys.

Ensure mobile responsiveness, quick load times, and strong accessibility features.

A complex tool can deter users and reduce overall effectiveness.

Play Well with Others

Ensure new tools integrate seamlessly with your existing systems.

Look for native integrations or API access.

Consider future growth and potential connectivity needs.

A well-integrated system reduces manual data entry and increases efficiency.

Make It Your Own

Explore customization options that align with your brand and event requirements.

Take advantage of white-labeling, custom fields, and flexible reporting tools.

Tailor the tool to your workflows for maximum productivity gains.

Help When You Need It

Evaluate the quality and accessibility of customer support.

Look for various support channels, quick response times, and comprehensive self-help resources.

Assess how quickly the vendor releases updates and resolves issues.

Watch Your Budget

Consider the total cost of ownership, including setup fees, per-event expenses, and hidden charges.

Factor in scalability pricing for growing events.

Investing in a comprehensive tool can yield long-term savings through increased efficiency and reduced need for multiple solutions.

Expert Insights from We & Goliath

For further study and action, take a look at these valuable tips from our experts here at We & Goliath:

Market Smart

Leverage your event planning tool’s marketing features to generate pre-event buzz.

Create personalized email campaigns, launch dynamic social media promotions, and offer timely early bird specials.

Analyze past event data to segment your audience and refine your strategy for maximum impact.

Listen to Your Attendees

Implement detailed post-event surveys and feedback tools.

Analyze both quantitative and qualitative data.

Use these insights to improve your event design, content selection, and attendee experience for future events.

Get Social

Integrate social media throughout your event.

Encourage attendee interaction with live polls, Q&A sessions, and user-generated content contests.

Utilize event hashtags and create shareable moments to extend your reach beyond the immediate audience.

Think Green

Select tools that promote sustainable event practices.

Opt for digital ticketing, paperless agendas, and virtual swag bags.

Look for platforms with carbon footprint calculators or sustainability tracking to measure and offset your event’s environmental impact.

Stay ahead of the curve with these emerging trends:

AI-Powered Recommendations

Artificial intelligence is transforming event personalization.

Look for tools with AI-driven agenda builders, smart networking matchmaking, and predictive analytics for attendance and engagement.

These features enhance the attendee experience and provide crucial insights to organizers.

Augmented Reality Experiences

AR is revolutionizing event apps.

Explore platforms offering AR-powered venue navigation, dynamic product demos, and immersive sponsor experiences.

These features boost engagement and interactivity for both in-person and virtual events.

Blockchain for Ticketing

Blockchain technology promises secure and transparent ticketing.

It reduces fraud, simplifies transfers, and provides insights into ticket lifecycles.

Consider platforms adopting or partnering with blockchain-based ticketing providers.

Sustainable Event Planning

With growing environmental concerns, prioritize tools that promote greener events.

Choose platforms with digital-only features, local supplier lists, and waste reduction tracking.

Advanced tools now integrate with carbon offset programs, allowing organizers to easily measure and reduce their event’s footprint.

Take the Next Step and Craft Event Excellence

Elevate your events with We & Goliath’s expert strategy sessions.

Our experienced professionals guide you through tool selection, implementation, and event potential maximization.

With a track record of boosting attendance, engagement, and ROI, we help create unforgettable experiences.

Schedule a consultation today to unlock your event’s full potential!

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We & Goliath

We & Goliath is an award-winning, top 100 worldwide event agency known for increasing conference attendance by 7X and profits by 3X through beautifully designed virtual, hybrid, and in-person events. Since 1999, their team of innovative strategists and creative designers has worked with global enterprises, SMBs, non-profits, and other organizations to engage audiences and exceed expectations.

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