by Whova | Last updated: July 11th, 2017

rockstar event planner

Image courtesy to kris krüg

Event organizers are planners to the core. If you’re an event organizer, you are most likely to be gifted with the ability to see the big picture and arrange all the necessary steps for successful event management. However, no matter how skilled you are, there is a limit to what the human brain can remember, communicate, and facilitate.

This is why systems and technology are an event planner’s best friend. Of course, you can develop systems in Excel to manage tasks. However, there are many other tools within your grasp as well. Just keep in mind that it’s not one size fits all. Before truly committing, explore popular event management software and compare them with one another to find the best one for you.

How to Choose the Best Event Management Software

Before you dive into event organizers’ favorite event management software, check this guide for better comparison: 

  1. Be clear about what you need: a tool for project management or also for attendee engagement?
  2. Understand different strengths of all-in-one software for event management and specialized tools for particular tasks  
  3. Check if they are mobile-friendly
  4. Check reviews in app stores or user communities
  5. Ask for a demo and check how easily you can adopt

Organizers’ Favorite Event Management Software

1. Google Drive

Ah, Google Drive: no event planning and project management conversation would be complete without this. You can easily use Google Drive’s documents, folders, and spreadsheets to manage and collaborate on content and ideas. However, unless you have mad spreadsheet skills, Google Drive might not be the best choice for task and project management.

2. Whova Event Management Software

There are so many softwares for event planning but each is usually specialized only for one part of planning: ticketing, survey, polling, email campaign, etc.  As you might already know, setting up and managing multiple systems is time-consuming and prone to mistakes. 

Whova All-in-One Event Management Software makes your life much easier by helping you save you time and money. You can manage your event in one place, including the Whova mobile event appevent agenda management, speaker management, event registrationname badge generationonsite attendee check-inlive polling, event marketing and more. 

Whova is well known among event organizers as it significantly boosts attendee engagement and networking, which results in winning the best Event Technology Award 2016. Try out here, or ask more info at


3. Asana

Asana possible for event management

Asana is quickly gaining traction as a strong project management tool. According to users, Asana seamlessly integrates project management and task management, among any sized team. In addition to a powerful web application, it also has a useful smartphone app. Asana is very helpful for both the big picture task management view, as well as narrowing in on the details.

It’s tough to find a downside to Asana. Some users have stated that Asana’s communication tools aren’t as strong as other project management tools. However, after using Asana, we’ve found Asana’s communication tools to be on par with other applications, as there is an overarching communication board, as well as communication board within each task.


4. Trello

trello for event planning

If you’re really into the “to-do” “doing” and “done” task and project management approach, you’ll love Trello as that’s central to their system. This is a great way for your team to be able to see where each task is at. Additionally, Trello has a strong visual interface, simple usability, and collaboration features.

While communication within Trello is strong, it’s not very powerful when it comes to allowing users the ability to take a step back and get a big picture look at all the tasks for event management. There is no master calendar view for a bird’s eye picture, only a task-by-task view.


5. Smartsheet

Smartsheet for event management

If you love Excel but would like something with a bit more power, Smartsheet is for you. Smartsheet has been called, “Spreadsheets on steroids.” And rightly so. There is so much more to Smartsheet than the powerful spreadsheets such as live collaboration abilities and communication tools. It’s also useful for managing event budget. 

The downside is that it’s a bit overwhelming at first and comes with a steep learning curve. Admittedly, this might be a bit heavy for what’s required of planning an event. 


6. Slack

On the complete opposite end of the spectrum from Smartsheet, is Slack. If you find that you need less project management, and more communication, Slack would be the tool for you to explore. If you’ve got a core team of several organizers, Slack’s a great way to share and discuss ideas. The mobile app is especially handy for busy and on-the-go event organizers and teams. 

According to The Verge, slack is killing email. Only time will tell, but this is definitely a tool worth experimenting with.


7. Basecamp

basecamp for event management


Basecamp is the grandfather of the modern project management software. Developed in 2004, it’s been going strong ever since. While it’s not as glamorous and agile as newer software, it’s still a great way to manage projects and tasks as well as share files. While the communication and collaboration tools aren’t quite as extensive as other software on the system, it’s very still useful for tracking task progress.


8. AllSeated

AllSeated for event planners

 If you are planning a wedding, it’s worth mentioning AllSeated. It helps you to design floor plans, manage guest lists, and create visual seating charts by applying the guest list to the floor plans.  You can also collaborate with your team through an online dashboard. 

Now that we’ve given you a high-level overview of the most popular event management software, you can confidently decide which options to explore. Keep in mind that it’s not about which software we say is best, it’s about what works best with your personal style. After all, the right tool could very well turn you into a rockstar event organizer.

What’s your favorite event planning software?


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