10 Essential Event Management Tools for New Planners

Planning an event involves juggling countless tasks—from managing registrations and ticket sales to executing social media campaigns and making real-time decisions on the event day. Thankfully, modern event management software is here to simplify the process. These platforms offer automation, intuitive dashboards, and seamless collaboration tools that streamline your workflow and keep your team connected, no matter where they are. By exploring their features, event planners can find the perfect solutions to meet their specific needs and stay within budget, ensuring every event runs smoothly and leaves a lasting impression.

Why You Need an Event Management Platform

Before delving into the top event management tools, it's essential to understand the core benefits these technologies offer. These advantages justify investments that support event growth at any scale:

Centralizing Workflows

Consolidated platforms reduce the need to switch between different documents and email chains. They coordinate vendor details and hosting information in one secure, accessible hub.

Improving Efficiency

Automating repetitive tasks, such as social media posting, allows planners to focus on high-level event quality control and relationship building with speakers, sponsors, and key attendees.

Enhancing Communication

Real-time group chat features connect internal teams, while messaging options facilitate direct coordination with external participants, minimizing uncertainties.

Data-Driven Decision Making

Comprehensive reporting and analytics on registration flows, attendee demographics, web traffic, and engagement metrics enable planners to continuously refine their offerings based on quantifiable insights.

10 Highly-Rated Event Management Tools for New Planners

Below are the top 10 event management tools that every new planner should be using to make their next event a resounding success.

1. Connect Space

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Best Use Case: Matchmaking at Industry Events and Conferences

Connect Space excels in facilitating high-value referral connections through custom tag-based matchmaking algorithms and participant data from surveys and integrated CRM profiles.

Key Strengths:

• B2B event attendee matchmaking feature
• Customizable tagging parameters
• Intuitive mobile app to boost engagement
• Custom data analytics for event insights

Great For:

• Networking-focused conferences and events
• Large-scale trade shows and expos
• Industry summits and leadership symposiums

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2. Eventbrite

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Best Use Case: Event Registration

Eventbrite is renowned for its versatility across various event categories and budget-friendly pricing. It simplifies online event registration, ticketing, email and social media promotion, and attendance analytics through user-friendly interfaces.

Key Strengths:

• Customizable event page creation
• Integrated electronic ticketing and registration
• Promotional email template design tools
• Robust attendance reporting

Great For:

• Large consumer conferences
• Paid seminars and workshops
• Festivals and concerts
• RSVP gatherings and celebrations

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3. Cvent

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Best Use Case: Multi-Day Conferences and Trade Shows

Trusted by professional event planners for executing large conferences and trade shows, Cvent offers extensive registration management, agenda development for breakout sessions, logistical arrangements for speakers, and meeting space details, along with lead generation analytics.

Key Strengths:

• Customizable registration workflows
• Guest speaker management tools
• Custom reporting for lead qualification
• Specialized handling for room block reservations

Great For:

• Highly-attended professional conferences
• Complex multi-day trade shows
• Corporate retreats and leadership offsites
• Educational webinar series

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4. Trello

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Best Use Case: Kanban-Style Task Management

Trello supports agile event development with list-based boards that visually map key milestones leading up to the event day. Team members can track task statuses and identify cross-functional dependencies, ensuring timely delivery. Real-time notifications enhance accountability across remote teams.

Key Strengths:

• Customizable Kanban-style project boards
• Drag-and-drop task management
• Interactive checklists and commenting
• Calendar view for all event deadlines

Great For:

• Tracking promotional campaign launches
• Managing website development and testing
• Overseeing venue construction and decor
• Coordinating speaker recruitment and content finalization

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5. Slack

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Best Use Case: Streamlined Team Communication

Slack transforms team communication with instant messaging, document sharing, and organized conversations, consolidating the insights needed by various functional groups. Customizable channels prevent inbox overload while ensuring visibility.

Key Strengths:

• Instant messaging as an alternative to lengthy email chains
• Centralized event file sharing
• Segmented discussion channels for cross-group dialogues
• Integration with other collaboration tools

Great For:

• Rapid internal decision-making logistics
• Managing speaker and sponsor relationships
• Streamlining information distribution across remote teams
• Coordinating event promotions and social media management

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6. Hootsuite

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Best Use Case: Managing Social Media Promotion

Hootsuite facilitates efficient scheduling of social media event promotions and execution of engagement campaigns. Its intuitive calendars allow for multi-channel content planning targeted at specific demographics while tracking web traffic and conversion statistics.

Key Strengths:

• Multi-network post publishing
• Bulk creation of consistent visual content
• Customized reporting dashboards
• Collaboration tools for approval workflows

Great For:

• Large consumer festivals
• Brand awareness and product launches
• Content-rich conferences seeking extended thought leadership

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7. Google Drive

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Best Use Case: Centralizing Critical Event Files

Google Drive is widely adopted for its accessibility and seamless document collaboration features. It enables teams to jointly create promotional materials, venue files, and operational plans while managing version histories and access rights within a trusted ecosystem.

Key Strengths:

• Secure cloud-based storage
• Simultaneous document editing and commenting
• Customizable file access permissions
• Integration with third-party apps

Great For:

• Managing budgets, invoices, and payment processing
• Preparing speaker sessions and presentation decks
• Storing website login credentials and payment terminal codes
• Organizing promotional photo libraries and video content

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8. Asana

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Best Use Case: Simplifying Workflow Automation

Asana specializes in optimizing task workflows, structuring processes like registration with assignable checklists, deadlines, and notifications. Its progress dashboard views promote accountability as event milestones approach.

Key Strengths:

• Customizable event checklists with notifications
• Date-based milestone tracking
• File attachment support within tasks
• Reporting on work volume and cycle times

Great For:

• Procuring technical equipment rentals
• Managing hotel and transportation reservations
• Overseeing vendor service delivery schedules
• Finalizing event program schedules

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9. Canva

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Best Use Case: Easy Graphic Design

Canva democratizes the creation of professional visual collateral with drag-and-drop features and professionally designed templates. It covers event promotion flyers, website headers, infographic directions, and signage, ensuring instant reliability for multi-channel use.

Key Strengths:

• User-friendly drag-and-drop design workflows
• Extensive library of professional templates
• One-click resizing for multiple platforms
• Animated elements and short video creation

Great For:

• Designing eye-catching event announcement flyers
• Creating website and landing page banners
• Developing printed venue maps, schedules, and programs
• Crafting sponsor promotion and wayfinding signage

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10. Zoom

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Best Use Case: Webinars and Virtual Events

Zoom supports virtual events and live-streamed presentations. It offers comprehensive video conferencing capabilities that complement in-person events when a venue has limited capacity for a large in-person audience.

Key Strengths:

• Group video call hosting
• Large-scale webinar capabilities
• Screen sharing and co-annotation
• Cloud recording for saving and sharing sessions

Great For:

• Providing affordable virtual accessibility
• Hosting intimate VIP experiences before the main event
• Facilitating post-show content consumption and thought leadership
• Serving as a backup if in-person events are disrupted

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The Bottom Line

New event organizers may feel overwhelmed by the complexity of planning multiple aspects simultaneously. However, leveraging event management technology can significantly reduce coordination and design burdens through consolidated dashboards, multi-party file sharing, automated task generation, and attendee analytics. With robust event software in place, planners can confidently focus on creating unique experiences that connect communities, supported by reliable technology that seamlessly manages the behind-the-scenes details. 

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