Today many facets of traditional event planning can have a substantial bearing on how successful the event will be. A major occasion is usually assigned to a specific physical venue, with decorations, food, and other details that can only be obtained in the offline market.
You may also have to write checklists to ensure good execution, schedule team meetings to keep everyone on the same page, and send out physical invitations to boost attendance.
Although these are all aspects of event planning that probably won’t change in the future, the practice of event planning is steadily shifting to a more Internet-based approach. This is having an impact on all industries, and event planning is no exception.
Thanks to the many kinds of available technology, every step of your planning process can be streamlined with the help of technology.
Every good event planner has at least a few apps in his or her toolbox. Apps can serve as portable organizers that keep both the head planner and team members on the same page. Here are some of the most highly recommended:
- Evernote: takes, organizes, and shares notes
- Boomset: tracks and monitors event registration and attendees
- Bizzabo: an all-in-one organizational app for event planners
- Heytell: turns your smartphone into a walkie-talkie
- ScannerPro: easily files paper documents digitally from anywhere
Each of these apps can be incredibly useful for an event organizer, and they’re just a few of the many apps available to you.
2. Attendee Data Tracking
Attendee data tracking is another function that can now be maintained online. Most smartphones have wireless transmitters, also known as beacons, that send location-specific messages to other WiFi, Bluetooth, or data-enabled devices.
The information can be collected during events to record numbers, behaviors, location origins, and even personal details about attendees. This is particularly useful for large events that have many people in attendance; you can track the flow of traffic and preserve data that could be useful for future events.
3. List Generation and Note Taking
There are many ways that tech can assist in this facet of event planning. If you’re on the move, and you suddenly remember that you haven’t called the caterers, you can make a quick voice note on your phone or in the Evernote app.
This can be used to create lists to be viewed later or provide a notification system that reminds you when things have to be done. The lists and notes can also be filed and stored online using tools such as DropBox or Google Drive.
This makes it easy to organize all your information and fill in the gaps as you go. It also makes collaboration easier, since you can share information immediately with team members.
4. Social Media Marketing
Facebook, Twitter, and Instagram can be used to add quality to your event. First, they can assist significantly with your marketing for the occasion.
Facebook events can be created to get a more accurate head count and improve attendance. Social media can also be employed for open-ended events so you can get people to participate in word-of-mouth marketing.
During the event, social media sites can be an effective tool for branding and lead generation. Event organizers can encourage attendees to keep their phones on and interact on social media throughout the proceedings.
This is really great for events that happen on a regular, ongoing basis. They help to raise awareness of the gathering and get more people involved, both online and in person.
5. Total Communication
The multiple ways that technology enables us to communicate now are incredible. Not only can you call or text someone for instant feedback, but you can also video conference, instant chat, use your phone as a walkie-talkie, send email, and share files online.
Organizing and facilitating a party through communication has never been simpler for people who need to work with a team.
Tech also makes it easier to reach out to folks. When you’re seeking a speaker or entertainment, you can interact through video conference or coordinate everything via email.
When you send messages to event attendees, you can turn to social media, use email marketing, or send SMS messages to all invited. The options for communication are astonishingly broad.
The face of event planning is changing rapidly, and the shift is largely positive. Through apps, data collection, and constant communication, events can follow a smoother planning process, they’re a better fit from the attendees’ perspective, and they encourage and support higher attendance now and probably in the future.