19 productivity tools that every event planner needs

Total
5
Shares

As an event planner, time isn’t a luxury – time is money. You’re running several projects simultaneously and you’ve got numerous tasks pending, with limited human and financial resources. That’s where productivity tools come in handy, to help you save time and work more efficiently.

The Eventtus team tried a countless number of tools and compiled for you the best that we found from each category. Try them out!

Productivity tools that every event planner needs:

1. Trello
2. Google Drive
3. Slack
4. Hubspot
5. Zapier
6. Google Calendar
7. Zoom
8. Eventtus
9. Evernote
10. Grammarly
11. Feedly
12. Toby
13. Canva
14. Pinterest
15. Toggl
16. Freedom
17. Noisli
18. Headspace
19. Spotify

Project Management

1. Trello

trello-board-productivity

Working on many projects at the same time could lead to chaos if they’re not managed well, in terms of priorities, tasks, due dates and gathering all the relevant data in one place.

That’s why we’ve chosen Trello for you.

Trello combines both functionality and simplicity. It took the card-based or board-based approach, where you can easily drag cards from one column to another as it progresses. This helps you monitor progress in a visually-pleasing theme. It works great for projects where you collaborate with single or cross functional teams, as it allows for multiple individuals to own and manage a project. Alternatively, you can use it as your personal task manager or as an online bullet journal.

Trello pricing:
  • Basic (freemium) plan: $0, for an unlimited period of time
  • Business plan: $9.99 per user or per month if paid annually
  • Enterprise plan: $20.83 per user or per month if paid annually

You can compare the full list of features from here.

Trello alternatives:

File Storage

2. Google Drive

google-drive-productivity

Developed by Google, Drive is a file storage and synchronization service that gives access to programs like Docs, Spreadsheet, Slides, Gmail, Calendar and all the other services provided by Google.

We’ve chosen Google Drive for you to be a hub for all your files that you need to store, from documents to videos and photos. Because it’s web-based, you can open files of any format without downloading them, even if you don’t have their softwares installed on your computer. Drive allows you to share your files to anyone with an email, so you can easily send files to your team members, allowing them to edit, comment or only view.

Google Drive pricing:

You start of with 15 GB of free storage space, then you can upgrade to:

  • $20 a year for 100GB,
  • $30 for 200GB,
  • $100 for 2TB.
Google Drive alternatives:

Instant Messaging

3. Slack

slack-productivity

What do you do when WhatsApp is too conversational and emails are too formal?

Slack is an instant messaging platform that offers the right tools for you to converse and share information with your team members. You can send one-on-one or group messages, or you can even create channels where you and relevant individuals collaborate over a certain subject. It’s easy to set up, allows integrations with other tools and can be used to arrange audio/video calls.

Slack pricing:
  • Free plan
  • Standard: $6.67 per user per month
  • Plus: $12.5 per user per month
  • Enterprise plan: price is according to your needs
Slack alternatives:

CRM / Marketing Automation / Social Media Management

4. Hubspot

hubspot-productivity

Why use a separate tool for your marketing automation, customer relationship and social media management, when you can have one tool that combines all of that and more?

Hubspot is a full-service, integrated platform that both your marketing and sales teams can use. It allows you to get a better understanding of your customers’ persona, track leads’ lifecycles, see how social media fits with your marketing strategy…all while providing comprehensive performance reports that allows to you to analyze and optimize.

Hubspot pricing:

Hubspot has free tools and CRM, then you can buy additional tools from the sales, marketing, service hubs each with its own packages. It also has different bundles if you want a growth suite that combines all of the hubs together.

Hubspot alternatives:
  • Salesforce (as a customer relationship management platform)
  • Mailchimp (as a marketing automation & email marketing service)
  • Hootsuite (as a social media management platform)

Integrations and Automations

5. Zapier

If you use too many apps on a frequent basis and you want to save yourself some time, Zapier is for you!

Without having to have a tech background, you can easily connect all the apps that you use, and create workflows to automate repetitive tasks so that you can focus on what’s important.

Zapier pricing:
  • Free plan: 100 tasks per month
  • Starter plan: starts at $19.99 for 750 tasks per month
  • Professional plan: starts at $49 for 2,000 tasks per month
  • Team plan: starts at $299 for 50,000 tasks per month
  • Company plan: starts at $599 for 100,000 tasks per month
Zapier alternatives:

Event Scheduling

6. Google Calendar

As a part of your Google account, you can access Calendar to view your upcoming events, meetings, tasks or reminders.

Google Calendar is a powerful tool that comes with a variety of options, including adding event guests, adding repeating events, setting alerts or reminders.

Google Calendar pricing:

Free for regular Google accounts, unless you upgrade to Google Apps Business which costs $5 per user per month or $50 per user per year.

Google Calendar alternatives:

Video Calls and Conferences

7. Zoom

Zoom is your go-to solution if you need to organize virtual meetings with your teammates, or even if you want to host conferences or webinars with some of your clients.

Through this app, you will be able to share active presentations or slides so that you could engage the meeting guests with your information; and even better, you can record your meeting and replay it later on to whoever missed it.

Zoom pricing:
  • Basic, for personal meetings: free
  • Pro, for small teams: $14.99 per month per host
  • Business, for small-medium businesses: $19.99 per month per host (minimum 10 hosts)
  • Enterprise, for large enterprises: $19.99 per month per host (minimum 50 hosts)
Zoom alternatives:

Managing event ticket sales

8. Eventtus

Selling your event tickets is one of the most important steps of event planning and event management. Eventtus’ ticketing solution will make the whole hassle of selling tickets a piece of cake.

From your personal online ticketing and registration page, you will be able to add and sell different ticket types with different prices to different audiences; then monitor your sales performance through a detailed and insightful analytics dashboard. This easy-to-use yet very effective Eventtus solution will give you access to a wide range of useful features such as adding promo codes, registration questions and managing ticket orders.

Eventtus pricing:

According to your event size and needs, Eventtus will customize a special package for you so that you could get the best value for what you pay!

Get Quota

Note-taking

9. Evernote

Depending on your memory to store information is too risky. You need a tool to organize and compile all your data in one place.

Whether you want to take quick notes, create to-do lists or save someone’s number, you can use Evernote on your phone or computer to do so. What distinguishes Evernote from regular note-taking apps is that you can store content in many forms: text, images, voice notes, pdf documents, websites and more.

Evernote pricing:
  • Basic: free
  • Premium: $7.99
  • Business: $14.99 per user per month
Evernote alternatives:

Writing Assistant

10. Grammarly

All of us are prone to making grammar/spelling mistakes occasionally even if we had been spelling bee champions one day. Grammarly will save the day before you send that email or proposal with a typo!

Added as a browser extension, Grammarly will correct your spelling, grammar or punctuation errors, and even improve your writing style if you’ve used a word out of its right context.

Grammarly pricing:
  • Monthly: $29.95 per month
  • Quarterly: $19.98 per month
  • Annually: $139.95 per year
Grammarly alternatives:

News Aggregator

11. Feedly

You want to stay updated with news but you can’t keep up with the endless number of online sources? Feedly aggregates all the news from the categories that interest you so that it could be your only stop to learn what’s new around the world.

It comes with some smart features like automatically marking articles as “read”, and displaying your Facebook and Twitter feeds on the homepage.

Feedly pricing:
  • Basic: free
  • Pro: $6 per month paid annually
  • Pro+: $8.25 per month paid annually
  • Business: $18 per user per month
Feedly alternatives:

Browser Tab Organization

12. Toby

How many tabs do you keep opened in your browser? If you open a lot of websites while working on a specific project and you don’t want to lose them, Toby helps you organize your browser tabs and categorize them so that you could save them for later use and access them easily.

Toby pricing:

There are 3 plans: Free, Teams and Business; but you have to contact their sales team in order to know how much the “teams” and “business” plans will cost you.

Toby alternatives:

Graphic Design

13. Canva

If you’re not a graphic designer but you need an easy to use alternative to Adobe Photoshop, Canva has got you covered!

Next time you’re giving a presentation or you have to make a quick design for offline or online use, you can use Canva to create posters, infographics, presentations, photo collages, social media posts and more. It’s simple yet the outcome can look great for an amateur designer.

Canva pricing:
  • Free plan
  • Pro: $9.95 per user per month
  • Enterprise: $30 per user per month
Canva alternatives:

Inspiration

14. Pinterest

Pinterest is everyone’s ultimate destination when looking for creative ideas for anything that comes to mind. Whether you’re looking for articles, photos, videos or any sort of content, this is where the world wide web gathers in one place.

Just take care that once you’re pulled into Pinterest, getting out is kind of hard.

Pinterest pricing:

Free

Pinterest alternatives:
  • Google Photos
  • Flickr
  • Tumblr

Time-tracking

15. Toggl

You can’t enhance your work performance without actually knowing how you’re performing. When it comes to keeping tabs on projects and tracking the time you spend on different activities, Toggl is a great tool to optimize your productivity by providing you with detailed reporting and data on your operations.

Toggl pricing:
  • Starter: $9 per user per month, billed annually
  • Premium: $18 per user per month, billed annually
  • Enterprise: custom pricing
Toggl alternatives:

Distraction Blocking

16. Freedom

Now you know you have got to finish some pending tasks, but you’re stuck in a vicious cycle between Facebook, Twitter, Instagram and Youtube. To break free from social media’s endless feed, Freedom will help you avoid these distractions so that you can focus on what’s important.

You can block websites and apps for up to eight hours, or you can even block the entire Internet and take a time machine back to the nineties to an Internet-free computer and phone.

Freedom pricing:
  • Monthly: $6.99 per month
  • Yearly: $2.42 per month
  • Forever: $129
Freedom alternatives:

Background Noise Generator

17. Noisli

When you want to block out distracting noise in the setting you’re working at but at the same time you don’t focus when you play music, Noisli can be a perfect solution!

You can mix different sound playlists that create a sound environment suitable for focusing, relaxing or motivation. The sounds are natural noises like the wind, rain, leaf rustling or coffee shop background, for example.

Noisli pricing:
  • Basic plan: free
  • Pro (for individuals): $12 per month if billed monthly, $10 per month if billed annually
  • Business (for teams): Price depends on the number of users. Two users = $28 per month if billed monthly, $24 per month if billed annually.
Noisli alternatives:

Meditation and Mindfulness

18. Headspace

Event planning can be very stressful if you do not create some healthy, relaxing habits to detach yourself from the strain of work.

Headspace is a mindfulness app that will help you destress, sleep better and live healthily through inspiring stories, exercises, audio experiences and meditation sessions.

Headspace pricing:
  • $12.99 per month and first week is free
  • $69.99 per year and the first 2 weeks are free
Headspace alternatives:

Listening to Music and Podcasts

19. Spotify

Spotify will give you access to millions of songs and podcasts that you can listen to while working or to pump yourself up before working.

What makes Spotify everyone’s favorite is that it is powered by artificial intelligence to understand your music tastes and generate similar playlists that you would enjoy. You can browse through playlists by popularity, genre, artists or according to your mood!

Spotify pricing:
  • $10 per month for Spotify Premium
Spotify alternatives:

These are our recommendations for you. If you’ve got more interesting tools that you use while planning, just mention it in the comments – we would love to share the knowledge!

 

Extra! Extra!

Get more tips, how-to's, and trends in the event industry right to your inbox!

You May Also Like