If you are an event planner, or just a social butterfly who plans events on a regular basis, you know how stressful it can be. Keeping track of guests, promoting the event and finding the right venues and vendors can all be anxiety inducing to say the least.
Fortunately, there are many ways technology can come in handy making the life of an event planner much easier.
Here’s how you can integrate the conveniences of the modern world into your event planning process.
There are many apps that work to make event planning easier. Some provide calculators for venue capacity, staffing, catering, staging, projection and dance floor. Others help you create online events, share them and sell tickets for them. Some help you keep track of your guests including invitations and RSVPs.
If you are planning on having a live band at your event, there are apps available that can help you keep track of the decibel level to accommodate noise restrictions in the area. Otherapps will help you get a great sound for your musical entertainment.
Google hangout is great to use if you are planning on having speakers at your event. It will help you communicate with them before the event, so you are sure they understand the mission of the event and what is expected of them.
If you are having multiple speakers, the tool will be even more ideal. It provides for video conferencing of up to 10 people so all your speakers can get together and make sure they are on the same page.
Social media is a great tool for the promotion of your event. You can use Facebook to create events and invite your friends. Other platforms like Twitter, LinkedIn and Instagram will allow you to add status updates about your events.
Your attendees can also post on social media during your events to publicize your business or cause or just let friends know what a great time they are having.
Projection mapping can light up any surface turning everyday structures into 3D interactive displays. Planners can use this tool to transform any space with new design elements. It is a cost-effective way to create maps of things like convention booths, social media walls and interactive art displays that can take your event to the next level.
Event diagramming is a great way to provide event planners with a picture of what their event will look like. The tools are easy to use with drag and drop features, 3D walkthroughs and seating software. It is a time saving step that provides clear communication to the entire team.
Event diagramming can be used to show clients exactly how their events can look, and diagrams can be shown to prospective clients so they can get an idea of how you work.
This refers to the internet speed at which your mobile phone operates. While 5G can be beneficial to several industries, it is particularly useful in event planning as it makes cloud-based apps faster and more reliable.
It also eliminates concerns about connectivity. It opens the doors for nontraditional venues that don’t have wi-fi. It provides new ways to engage attendees via their devices and it can help planners incorporate future trends like 3D technology, virtual reality and more.
2 Way Radio:
Admittedly, this is not the most modern piece of technology, but it still may be the most effective way for an event planning staff to communicate during an event. It eliminates the need for staff members to take out a phone to text or even make a call. Unlike cell phones, 2 way radios are not reliant on a strong signal.
These radios provide instant access at just a push of the button. They can clip on a belt and work through a headset while newer models can even fit in your pocket.
Event planning is not easy but, fortunately, advances in technology can make the process a lot simpler. From apps that help you organize your event to mapping that can transform the entire look of your venue, you can enjoy the convenience these tools provide. How will you be using technology to make your next event a success?