Planning and executing events can feel overwhelming, but the right tools make it simpler. Whether you're organising a large conference, a concert, or a community festival, the following tools will help keep your operations organised and efficient!

1. Asana: The Ultimate Project Management Tool

Asana is an indispensable project management tool that transforms how we handle events. Once an event is booked in our rental management system (RMS), a project is created in Asana, including tasks, due dates, and job assignments.

For example, if you are planning an awards night, Asana allows you to divide tasks among your team, from catering to decorations, making it easy for everyone to stay on track. You can view tasks as a calendar or a list, making it simple to see deadlines at a glance. The ability to upload files and send emails within the platform streamlines communication. Its project timeline feature gives clients a clear visual representation of the event’s progress. With a free version available, Asana is accessible for teams of all sizes.

2. One Plan: Mastering Site Mapping

One Plan revolutionises the way event planners approach site mapping. Its detail-oriented mapping capabilities allow you to zoom in to the millimetre, ensuring every aspect of your event layout is accounted for.

For example, if you're organising a large festival, you can visualise the venue layout, calculate guest capacity, and plan evacuation routes to maximise safety. Real-time street and satellite views help you better understand the space. Plus, it allows you to determine fencing and access points, critical for crowd management. With a free plan for newcomers, One Plan makes thorough site planning easy and efficient.

3. Canva: Your Graphic Design Partner

Canva is an essential graphic design tool that enhances your event's visual appeal. This platform helps you create everything from eye-catching social media posts to informative signage.

Imagine you’re launching a music festival; you can quickly design promotional flyers, stage banners, and even video content that captures your event's vibe. Canva provides a wealth of templates, branding tools, and features like photo resizing and background removal, making it easy to perfect your designs. The ability to resize content for various platforms ensures your graphics look great everywhere. With free access to get started, Canva is a powerful asset for any event company.

4. Current RMS: Streamlined Rental Management

Current RMS is crucial for event businesses managing inventories. It simplifies how you handle orders and track stock levels, leading to faster and more accurate quoting.

For example, if you manage audio-visual equipment for events, Current RMS helps monitor equipment availability and organises logistics effortlessly. Users can manage equipment rentals, ensuring a seamless experience from order to return. This tool saves time and reduces mistakes, making it invaluable for anyone in events.

5. Vectorworks: Visualising Your Vision

For those seeking to elevate their event layout design, Vectorworks provides advanced tools for creating detailed floor plans and impressive 3D visuals.

Though the software may require a higher investment, the quality of the visuals is well worth it. For instance, if you're designing a trade show booth, you can create a realistic 3D rendering that showcases your layout and product placement. This capability can be particularly persuasive when presenting ideas to clients. Ensuring everything fits perfectly in the designated space helps eliminate issues during setup, enhancing the planning process overall.

In the rapidly changing world of event planning, using the right tools can significantly improve your workflow. Asana, One Plan, Canva, Current RMS, and Vectorworks are five essential tools that streamline operations and enhance event execution, allowing you to focus on creating memorable experiences for your attendees. Check out these tools to elevate your event planning process!