4 Tools to Help Whip Your Event Planning Into Shape

Figuring out what tool(s) to use to plan your event can be daunting. This month I figured I’d give you the rundown (in no particular order) on 4 tools I believe can get the job done right.

1. Google Suite

   The Google Suite of products is great because you can have separate tabs and/or documents for each thing in the process that needs to be handled. Think contact sheet, planning timeline, tracking shipments for everything you order, keeping track of your guest list, etc. You can customize spreadsheet columns and tabs, link different Google docs together, and even comment and assign tasks to your team. If you vet them well, there are also plugins that sync your spreadsheets with your Google calendar so you never miss a date. The down side is that there are no templates unless you get them from someone else, which means you have to set up the entire ecosystem yourself from the formulas and spreadsheet all the way down to how they link and when they sync up. If you’re not very tech savvy or detail oriented, it can be a bit overwhelming to navigate.

2. Milanote

   This is a newer tool and I’ve only played around with its basic features but I’m really excited about it’s capabilities. Milanote is best for visual thinkers, as everything is clearly laid out in something reminiscent of a virtual white board. Unlike Google Suite, there are templates already set up for tons of different board types so you don’t feel 100% lost when you sign up and log in for the first time. Milanote also has a mobile app that syncs up to your web / desktop version so you can reference images on the go and check of items on your to-do list without missing a beat. Another great thing about Milanote is that there’s a Pinterest integration so you can save your inspiration images directly to your Milanote board for your entire team to easily reference. The free version does cut you off after a certain amount of items, but I consider it a great choice for visual thinkers. Although I haven’t used it to plan a full event yet, I’m holding on to it for the right project.

3. Notion

   Notion is a powerhouse of a tool that once again stacks up to the competition for good cloud collaboration. For events with TONS of moving pieces or something that correlates to a larger company strategy, branding campaign, or is in general a piece of a larger ecosystem, Notion is an amazing choice. It’s free for one user (with the ability to share/ collaborate with up to 5 people), but the paid version unlocks even more awesome features and can be seen as an investment for other long-term business purposes. Like Google Suite, however, Notion is highly customizable but the blank slates can be slightly intimidating to a newbie. On the flip side, it definitely has tons templates to choose from - many of which are user generated so you can truly find something that’s working for someone else and adapt it easily to your workflow. One great thing about Notion is that you can link almost anything inside of your document, so even if you happen to have files that live elsewhere you can pull them in for reference (including embedded images and videos). It takes some getting used to, but is very worth it. Who knows in the future I may just release the templates used here at EE for you to enjoy and make your own.

4. The Everyday Experiential Experience Planner™

Yup - you read that right… Everyday Experiential is launching a physical product later this year! Surprise! If you follow us on Instagram, then consider yourself an insider because you got the news a few days early. So, here’s the deal: you’ve gotten tips and tricks via YouTube and insightful musings through the monthly blogs - now, you can take those tips and tricks with you… on paper… throughout every stage of your planning process! The Experience Planner™ is meant to take you from big idea to big day step by step so that the entire event planning process is easy to follow. While it’s not a cloud based service (yet!), I am super excited to be able to help more people than ever take the leap into feeling empowered throughout their full DIY event timeline. The homepage has been redesigned to keep you up to date on what stage of the process we’re in from conceptualization and prototyping all the way down to the final rollout. Click over and check it out for more info, and be sure to follow EE on Instagram and/or sub on YouTube, where you’ll get to follow the full planner rollout over the next several months, possibly including some real-life testing with a private client and opportunities to vote on the final design. Get excited!