A seasoned event manager has extensive experience with the countless details and careful planning that go into executing a flawless event. Skilled event planners always have a selection of beneficial tools on hand to ensure that their events go off without a hitch.
In simple language, “PM tools” are a variety of paid or free project management programs that one can download and use. Event project management tools come to the rescue to help individuals or teams efficiently manage their projects and tasks!
On the other hand, it is possible to ditch the stressful part of event project planning. Wondering how?
When it comes to organizing events smoothly, the list of beneficial tools is very long. In this post, we will review the 9 best tools for event project management.
9 Best Event Project Management Tools
1. BaseCamp
G2: 4.1/5 (5200+ reviews)
Capterra: 4.6/5 (14200+ reviews)
Basecamp is an easy-to-use platform for managing projects and facilitating communication. You can keep your team apprised of progress on certain parts of the project or event by keeping tabs on discussions and assignments. Basecamp ensures everyone is on the same page by sending out notifications and assigning tasks.
Using it, event organizers can make projects, delegate responsibilities, and monitor development, all from a single dashboard. Basecamp is An excellent event project management application with an easy-to-understand UI and many valuable features.
Top Features
- Helps to streamline communications and make them easier to understand.
- Enables the assignment and monitoring of the team tasks.
- Promotes simple adoption with a user-friendly interface.
- All tasks, assignments, and schedules are neatly organized on one page.
- Streamlined Workspace for Document and File Storage
Drawbacks
- Workflows and procedures provide few opportunities for customization.
- Except for students, there are no free plans.
- The tool is missing an important feature of built-in video recording.
2. Trello
G2: 4.4/5 (13390+ reviews)
Capterra: 4.6/5 (22800+ reviews)
Trello is an open-source project management tool that facilitates productive teamwork.
Every person on the team can see what they must be doing, when, and who is responsible for it when tasks are organized on a shared board. You may link your whole event management process from beginning to end with its integrations with other technologies.
Top Features
- Task cards in the Trello workspace let you share attachments, documents, photos, and other data with other teams and providers.
- Workflows automated with no code make it easy to use, especially for non-technical people.
- A visually pleasing and intuitive user interface.
- You may automate event management activities like deadline management with the help of Trello’s Butler.
Drawbacks
- It may lack complex event project management features.
3. Whova
G2: 4.8/5 (1200+ reviews)
Capterra: 4.8/5 (1700+ reviews)
Whova is an all-inclusive event project management platform with an extensive range of features when managing and organizing events.
Organizers may effortlessly handle event registration, make individualized agendas, and communicate event updates to participants with its user-friendly interface. Participants can also take advantage of Whova’s networking features to make new connections, plan meetings, and join in on group conversations.
Top Features
- The event mobile app offered by Whova is award-winning.
- It lets you make branded, mobile-friendly vent brochures for your business.
- Send announcements to specific recipients through push notifications.
- Stay organized with all your event ticketing needs in one place.
- Adaptable price structures and round-the-clock assistance
- You can use it for in-person, online, or hybrid gatherings.
Drawbacks
- Limitations on integrating with external systems (third-party platforms)
4. Asana
G2: 4.3/5 (9400+ reviews)
Capterra: 4.5/5 (12,100+ reviews)
Asana is an excellent option if you like Kanban boards but need more freedom. For all of your event project management needs, choose Asana, which integrates the most remarkable features of Kanban boards with task management.
You may set up group work, delegate responsibilities, and monitor the status of your projects in real-time with the help of user reports.
You can keep tabs on and organize your projects even on the day of the event with Asana’s mobile app and real-time updates. You may learn much about your team’s performance from the user reports and the customizable viewing options.
Top Features
- Offers versatility with its task management capabilities and Kanban boards.
- Enables teamwork and the assignment of responsibilities.
- With our real-time updates and mobile app, gain access and keep tabs wherever you are.
Drawbacks
- Sometimes, there’s a learning curve associated with more complex features and personalization choices.
5. Slack
G2: 4.5/5 (32,513 reviews)
Capterra: 4.7/5 (23,206)
Slack is an efficient and user-friendly platform for team communication that allows you to group your messages into chains. You can categorize topics according to the big picture of the event or more specific tasks (such as food or design). Slack facilitates effective communication among employees, vendors, and clients through file sharing, instant messaging, and interaction with other tools.
Top Features
- Convenient features for sharing files.
- Integrating with additional tools improves workflow efficiency.
- You can make customized channels that allow for efficient and fast communication.
- Beyond group chat, the best tools for event project management offer audio and video calling, file sharing, one-on-one texting, etc.
Drawbacks
- Beginners may feel overwhelmed by all the channels and messages.
- Because there is a restriction of 10,000 messages in the free version, searching for earlier messages can be a pain.
6. Monday.com
G2: 4.7/5 (8600+ reviews)
Capterra: 4.6/5 (4200+ reviews)
Monday.com is a versatile event project management platform that aids with event coordination and management. Teams may collaborate on budgeting, vendors, operations, event management, and advertising using the platform’s specialized event planning tools.
By delegating responsibilities, team members can easily track who is working on what and what is most pressing. Work with other groups in your company to ensure everyone can obtain the information they need for the event.
Top Features
- Its customizable templates and real-time chat make it perfect for single planners and small teams.
- Use dashboards to compile event data and gain insights into workload, progress status, timeframes, etc.
- High-level boards combine all events into one platform, which can be categorized.
- Teams planning events can use project schedule templates to record information unique to each task, including the amount of available resources and projected completion dates.
Drawbacks
- It has the potential to be too much with all the email alerts
- To facilitate forecasting, calendar integration would be preferable.
- For free users, dashboards are not available.
7. Slido
G2: 4.7/5 (320 reviews reviews)
Capterra: 4.9/5 (236 reviews reviews)
Slido is a platform that allows for polling and Q&A sessions. Everything you need to captivate your audience, hold their interest, and establish a connection is there. Slido will enable you to maximize your events by connecting the audience and the presenters.
You will enjoy engaging participants, getting everyone’s feedback, and connecting with this event project management tool.
Top Features
- Events may be privately accessed, polls can be administered, questions can be moderated, and so on.
- By allowing users to crowdsource the most essential questions, Slido facilitates in-depth discussions.
Drawback
- Although it does an excellent job of getting people involved, the anonymous questions it uses have caused some to raise an eyebrow because they can be provocative.
8. Wrike
G2: 4.2/5 (3400+ reviews)
Capterra: 4.3/5 (2400+ reviews)
To make sure that everyone on your event team is getting their fair share of work done, Wrike’s resource management features are the best. Assign responsibilities wisely as the big day approaches with the help of this handy event project management tool.
Viewing options include Gantt-like charts and Kanban boards so that you may pick the best one for your tasks.
It comes with event planning templates that let you keep track of deadlines, coordinate shared calendars, monitor budgets, and progress on visual boards.
Top Features
- Personalized processes for tracking advancement in real-time
- It provides a variety of ways to display tasks for easier management.
- The mobile app will keep you connected to your tasks, and you can access them anywhere.
- Planning for repeating events becomes much easier with prebuilt templates.
Drawbacks
- Only paying customers have access to the Gantt chart view.
- Several tools have few integration options.
- Potentially more challenging to master for those unfamiliar with event project management tools.
9. HubSpot
G2: 4.4/5 (10,844 reviews)
Capterra: 4.5/5 (4,110 reviews)
As a CRM tool, HubSpot tracks client or prospective customer interactions and leads. With the help of this event project management tool that focuses on customer relationships, you can manage your contacts, make lists, and discover more about the likes and hobbies of your target customers.
HubSpot will allow you to balance your relationships with your present customers. It also increases the chances of building better relations with potential clients. The credit goes to its marketing features, service, and smooth operations. It is also one of the widely used software for event registration.
With HubSpot, learn more about your target audience and connect deeply. As a result, you will have a more extensive customer base and greater loyalty!
Top Features
- Features for social management are included
- Allows for the integration of websites
- Features a tracking capability for communication
Drawbacks
- Changing templates is a challenging task.
- Reporting options are minimal.
Final Words
As we mentioned in the beginning, event management is not an easy task. You can keep track of everything essential for a successful event with the help of tools for event project management. Managing agendas, speakers, and payments are just a few of the features covered by the top 9 tools for event project management reviewed in this article. You no longer need to worry about hefty spreadsheets or misplacing your staff or attendees.
Those were shortcomings of the past. With the help of these top 9 event project management tools, you can organize, promote, execute, and evaluate the perfect event.
If you need more specific software to manage tasks such as website creation, online registration, and mobile event app, consider all-in-one event management tools such as Whova that may assist you in organizing memorable events.