Must-Have Tech Tools for Event Planners
The right tech tools can make you faster, sharper, and less stressed. The wrong ones? They waste time, overcomplicate things, and crash right when you need them.
In an industry where timing, coordination, and communication are everything, event planners need tools that support real-world needs—not just shiny features.
This article breaks down the must-have tech tools that actually work for busy event professionals. No fluff, no jargon. Just practical solutions that save you time and help you deliver seamless events.
1. Project Management Tools
For keeping everything organised in one place—timelines, to-do lists, roles, deadlines.
Top picks:
Trello: Simple, visual boards that are great for solo planners or small teams.
Asana: More powerful, with task dependencies, subtasks, and better team management.
ClickUp: A robust all-in-one option if you’re managing multiple events or complex projects.
Use these to track key deliverables, assign tasks, and reduce back-and-forth emails.
2. File Sharing & Document Storage
No more digging through inboxes to find a floor plan. You need quick access to current docs, anywhere.
Top picks:
Google Drive: Best for collaborative work such as spreadsheets, docs, site plans.
Dropbox: Reliable for sharing large files like video, print assets, or vendor decks.
Pro tip: Keep final versions in a separate folder marked “Event Day Files” so you're not scrolling through drafts on site.
3. Communication & Messaging Apps
Real-time comms are essential—especially on event day.
Top picks:
WhatsApp: Easy group chats for on-site crew. Add emojis to label each person’s role (🎤 AV, 👷 Ops, 🎟️ Entry).
Slack: Better for pre-event communication across channels (programming, sponsors, marketing, etc.).
Two-way radios (walkies): Old-school but still crucial for fast, clear instructions across large sites.
Tip: Set communication protocols ahead of time (e.g. who calls who, and for what).
4. Scheduling & Roster Tools
For managing volunteers, staff, or contractors, especially across long days or multiple shifts.
Top picks:
When I Work: Great for rostering and sending shift reminders.
Deputy: More advanced, includes timesheets and compliance features.
Even a shared Google Sheet works well if the team is small — just make sure it’s live and accessible on mobile.
5. Budget Tracking Tools
You don’t need complex finance software — just something that tracks real-time spend.
Top picks:
Google Sheets or Excel: With formulas, drop-downs, and colour codes, these still win for flexibility and simplicity.
Airtable: If you like database-style organisation with filters and attachments.
Event Kit offers ready-made budget templates built specifically for event needs—line items, running totals, and contingency tracking included.
6. Ticketing & Registration Platforms
For public-facing events or RSVPs, you’ll want a platform that’s easy to set up and simple for guests.
Top picks:
Humanitix (AU): Non-profit platform with low fees and donations to charity.
Eventbrite: Quick to launch and familiar to users.
TryBooking: Great for seated events or school/community programs.
Make sure it integrates with your marketing and email lists, if possible.
7. Floor Plan & Site Mapping Tools
A good site map avoids headaches—especially for infrastructure, crew flow, and emergency access.
Top picks:
Allseated: Drag-and-drop floor plan tool for formal setups.
Canva: Surprisingly useful for basic site maps with icons and zones.
Google My Maps: Customise public maps with pin drops and overlays for larger-scale events.
Final Thoughts
You don’t need every tool. But you do need the right tools—the ones that support how you work, not complicate it.
Start simple. Choose platforms that feel intuitive and scalable. And remember: tech doesn’t replace planning—it just makes good planning easier to execute.
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Meet Your Mentor
Hey! I’m Rachella — founder of Event Kit and an Event Consultant with 25+ years of experience running world-class festivals and public events. I created Event Kit because I knew there had to be a smarter, less overwhelming way to plan pro-level events.
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