Great event managers were born with a keen eye for detail, creative flair and excellent time management and organisational skills. However, when you have 101 things on your to-do list, the phone just won’t stop ringing and you have back to back meetings with suppliers, it can be difficult to know where to start and how you’re going to get through it all.
Whatever the size of your event, here are 10 must-have apps that can help every event manager to stay on track with tasks, and work through that to-do list with ease.
With any event it’s inevitable that you will have a number of important documents – guest lists, booking confirmations, risk assessments… Using Dropbox means that you can sync all your important event documents across all your devices. Storing all of your important event documents online also means that they can be accessed by the rest of your team, meaning that no one is ever caught short without access to essential paperwork.
Planning an event is a creative process – which means that you’re no stranger to having great ideas pop into your head at any time of the day; when you’re sat waiting for the train or before you fall asleep at night. Evernote allows you to gather all of those last minute ideas, handwritten scribbles or bookmarked websites together in one place. Evernote even has search functionality, so you won’t be caught short hunting through your notebook to show a client that killer idea.
If you’re using Ticketebo as your online ticketing provider, then this app is a must have. If you are selling tickets online to your event through Ticketebo, each ticket will have a unique barcode. Once you’ve downloaded the app you will look like a technology wizard by scanning your attendees in quickly and efficiently. So save yourself the time of stressing over printing guest-lists and hiring in extra staff to handle the crowds. The best thing is, that this is a free app from the iTunes store and is provided free of charge to all event organizers ticketing through Ticketebo.
Social media is now an integral part of most events. Hootsuite is a great social media management app that enables you to manage tweeting, posting, liking and responding to comments before, during and after your event. Having the ability to monitor multiple social streams from one place is great for saving time and helps with your efficiency.
Event seating plans can be the make or break of an event. Toptable Planner enables you to create and edit seating plans on the go. This app lets you share your table plans directly with the rest of your team or client, and can be edited at the click of a button.
6. Waze Social GPS Maps and Traffic
There is nothing worse than being late to a meeting with a supplier, or even worse your client. Waze is the world’s largest community traffic based app where drivers share real-time traffic and road info. It also has the functionality to let you see your colleagues ETA when driving to the same destination – so if you know your colleague is going to be half an hour late, you can leave a little later and not waste time hanging around.
Wunderlist is the ultimate ‘to-do list’ app. It’s inevitable that as you get closer to the event your to-do list will grow. Using this app means that you can access and add to your to-do list at anytime of the day. You can also make notes, set up reminders and notifications and share your to-do list with your team. There is even chat functionality, so you can delegate jobs to your teammates while on the move.
Pinterest is one of the best apps around if you’re looking for creative inspiration for your event. Save yourself hours spent searching the Internet for unusual table decorations or décor by searching Pinterest using appropriate hashtags like #eventsideas, #eventsdécor or #eventsdecoration. All the inspiration you need is there, ready and waiting.
Gotomeeting lets you work anytime, anywhere. This app lets you host or schedule a teleconference or video conference right from your phone or tablet. So if you and your team, or client live out of town or interstate – you can save valuable travel time and budget by running your meeting online. This leaves the rest of your time free to tackle the rest of that to-do list.
10. Scanner Pro
If you’re out of the office and need to scan some important documents, like contracts, don’t worry about having to spend time hunting down a local printing shop or internet café. Scanner pro is a great app that turns your phone or tablet into a portable scanner. This app allows you to scan paper documents, turning them into professional looking PDF’s.
Oliver Hinton is the Managing Director and Co-Founder of Ticketebo, an Australian online event management and ticketing system.