Tools That You May Find Useful for Preparing Corporate Events

Tools to Get Your Planning Game on Point

When it comes to defining the event strategy, you'll benefit from applying some project management tools. Curious about the options? Let's explore! 

Events’ Order and Sequence 

Let's start with GanttPRO, which is a lifesaver for visual planning and the simplest Gantt chart maker. With it, you can map out every task or activity on a colourful timeline, assign them to people and resources, and track progress as it evolves. 

GanttPRO's true strength lies in its dependency management tools. These tools help you plan each step precisely and avoid missteps or oversights. In addition, its resource management features are truly useful for balancing workloads and keeping the team stress-free throughout all the phases of event planning.

Cards and Boards

Trello is another great option for event planning. It uses a flexible, card-based approach. You can create boards for different aspects of your event (venue logistics, speaker management, you name it) and drag tasks alongside stages as they progress. Your team will also appreciate the possibility of collaboration within the cards that cover comments, attachments, and checklists. If you still need more functions, explore tons of power-ups for adding calendars, tracking time or budget, and other magic.

Spreadsheet-Like Planning 

Another option for those who love spreadsheet-style organisation is Airtable. This app is like if Excel met a database and had a super-powered baby. Yet, unlike in Excel, in Airtable you can create custom views for team members, track inventory, manage everything related to vendors, and even automate certain workflows. By creating linked records, you will manage to connect your speaker database with session schedules, sponsor information with exhibition floor plans, and more. Data integrity is everything!

All-In-One Workspace

Asana rounds out the section as a powerful feature-rich tool that helps with everything. You can choose list, board, and calendar views, add dependencies, and create templates for recurring events. It can also work as a goal-tracking system to keep your team aligned with and aware of the ultimate event objectives. Besides, there's a workload view to prevent burnout in event planning by showing exactly who has too much on their plate. And the cherry on top is its timeline with a bird's-eye view of the entire event planning journey.

All-In-One Event Project Planning Software

ProofHub is an all-in-one project management and team collaboration tool that simplifies and streamlines event planning and execution. With multiple project views like Gantt charts, calendars, and Kanban boards, ProofHub helps teams visualise workflows, plan efficiently, and eliminate manual to-do lists.

Effective communication is crucial for successful event management. ProofHub excels in this area by enabling real-time chats, announcements, mentions, and discussions that keep clients, vendors, and team members on the same page. It also helps event teams stay organised with clear timelines and reminders for tasks like booking venues, sending invites, paying bills, and coordinating with vendors. Plus, its centralised dashboard ensures no detail slips through the cracks, making event planning smoother and more efficient. 

The best part? ProofHub offers simple, flat-rate pricing at $89 per month with no per-user fee, making it a sought-after choice for teams of all sizes. 

Tools to Keep Your Contacts Close

Now, let's discuss keeping tabs on your contacts, such as vendors, speakers, attendees, etc. 

Comprehensive CRM Solution

Salesforce leads the pack here with a comprehensive (and quite complex) CRM solution that helps you track every interaction. Based on the data collected in the app, you can monitor vendor relationships, manage sponsor communications, and even forecast attendance. Customisable reports and dashboards let you instantly check your event's health, while the mobile app ensures you never miss crucial information.

User-Friendly Approach to Relationship Management

If Salesforce is too complicated, HubSpot CRM may bring a more user-friendly approach to relationship management. There's a free pan with plenty of features applicable to smaller events, and paid plans for when you feel like upgrading as your needs grow. You won't have to wonder whether that crucial email got lost in someone's spam folder or not. The email tracking feature lets you know when vendors open your messages. The contact timeline feature gives you a complete history of every interaction. In that manner, you can easily pick up conversations where they left off, regardless of who is in charge.

The Balance Between Functionality and Affordability

Finally, Zoho CRM is an option that strikes a balance between functionality and affordability. It's particularly great for managing communications with speakers and sponsors. Plus, its mobile app allows you to update contact information or check vendor details while doing venue walk-throughs or driving to a meeting with contractors. Since Zoho is known for its automation possibilities, you can also conveniently streamline routine follow-ups and updates.

Tools to Make Registration a Breeze

The registration process often is a major headache for event planners. Which solutions do we have here? 

The One That Handles Everything

The first option is Eventbrite. It handles everything from ticket sales to attendee management and integrates with many other tools. Its analytics features provide real-time data about registration patterns, allowing you to adjust your marketing strategy on the fly. As an event planner, you'll appreciate its features, which help you create custom questions for registrants, offer early bird pricing, and even set up complex discount codes to segment attendees.

Specialised Solution for Corporate Events

On another note, Cvent offers a more specialised approach to corporate events. It might seem complex initially, but it provides so many possibilities that it's worth learning. There, you can handle everything, from custom registration forms to seating arrangements. The platform even helps you choose the venue through its supplier network. The on-site solution includes badge printing, check-in management, skills-based learning, and real-time attendance tracking. What else is needed for a flawless large-scale corporate event?

Tools to Keep Everyone in the Loop

Email communication is an integral part of the event's success. Let's go through valuable assistants here. 

Sophisticated Email Sequences and Behavioural Targeting

Mailchimp leads the charge here with its intuitive email builder and elaborate automation options. You can create sophisticated email sequences that guide attendees from registration through post-event surveys. Additionally, behavioural targeting features let you send different messages based on whether someone's opened previous emails or clicked specific links. 

Emails That Wow

Campaign Monitor excels at creating visually stunning event emails. With its drag-and-drop builder, you can assemble mobile-responsive emails that look great on any device. Segment-based sending helps send tailored communications to VIP attendees or speakers. For those working with international events, the time zone sending feature will send emails at appropriate times regardless of where your attendees are located.

Engagement With Event-Specific Features

Constant Contact rounds out this section with its event-specific features. In the app, you can craft and manage invitation lists, track RSVPs, and send automated reminders. Plus, by integrating it with social media platforms, you may send event messages across multiple channels with less hassle. One more thing you'll like is its real-time tracking features that show you who opens your emails, who clicks through to the registration page or downloads event materials. Great for those who love to stay in control.

Bringing It All Together

As mentioned at the start, tools are just one piece of the puzzle when it comes to exceptional event planning and flawless execution. The real magic lies in embracing the chaos—the unexpected moments no software can predict or control.

The tools we’ve explored will undoubtedly streamline your workflow, but at the heart of every corporate event is human connection. So yes, leverage technology, automate processes, and track every detail. But leave room for spontaneity. Because the best ideas, connections, and memories often arise from the unplanned—the moments no tool could ever orchestrate. And isn’t that what makes events truly unforgettable?