Technology can be a planner’s best friend, allowing you to consolidate information, collaborate with others, and streamline communication in the weeks leading up to your event. Here are four of the newest apps and online systems to manage venues, speakers, schedules, budgets, sponsors, and more.
MobilePlanner is the newest app from QuickMobile. The product allows planners to manage documents, vendor contracts, maps, photos, event schedules, contacts, speaker information, menus, and more in one system that can be accessed on any device. Planners can manage multiple events simultaneously within the app, as well as allocate full or partial access to other team members. MobilePlanner can track progress and communication among people working on an event, and the organizers can also send push notifications for quick updates. At an event, the app indicates who has checked in and tracks details such as flight information, transportation, accommodations, and dietary needs. MobilePlanner debuted October 15.
Planning Pod launched in April, replacing My Wedding Workbook Pro. “We took what we learned from the wedding and party industry and built a tool that is applicable for any type of event,” said co-owner Jeff Kear. Organizers use Planning Pod to manage all aspects of their events, from budgets and schedules, to speakers and vendors. They can assign tasks to one or more users, set due dates, attach notes, and track progress in the master calendar. Planning Pod can also be used to generate proposals and invoices, and this week the system will be updated to handle online payments through PayPal. Planning Pod an be used through a desktop or mobile Web browser, and next year the company plans to introduce a native mobile app. Pricing is based on the number of events being planned, starting from $6.99 per month for one event to $46.99 per month for an unlimited number of events.
Freeman has updated its Plantour Web-based tool that provides photography and floor plans for more than 60 convention centers and hotel-based meeting facilities around North America. Planners can use the system to virtually tour venues and configure sponsorship opportunities for events. “It’s branded for your show with your specific sponsorship opportunities that you want to offer. Exhibitors can interact with the site to view, review, and purchase those opportunities,” said William Collins, Freeman’s vice president of product development. Plantour also provides photos and 3-D renderings of suggested room layouts; within the next year the system will be updated to allow planners to drag and drop furniture in custom configurations. The company also expects to double the amount of venues available in the system within the next year.
Planners that need to directly manage event staff can simplify the work with the Event Staff App. Christophe Sautot originally created the app for his father’s catering business. The system allows planners to find employees by position, check to see if they are available, and schedule them to work. They can also send group messages through the app via text or email. Staff can access details through the event page, which includes a map and list of others working an event. Event Staff App also serves as a job board, allowing businesses to post open positions, share listings on social networks, and accept applications online. The app is free for the first 30 days, and subscriptions start from $49 per month.
