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#62: Streamlining Event Planning:

How Technology Enhances Efficiency in North Texas

Let’s be super honest (as always) Technology can REALLY help streamline planning for events of all kinds, and I just don’t think that enough of our clients use it. ESPECIALLY our corporate, organizations and collegiate groups.

Sooooo.. Let’s CHAT and expose the behind-the-party look at the role of technology in streamlining event planning processes and enhancing efficiency for organizers in North Texas.

Benefits of Technology in Event Planning

It normally takes a team of people to plan an event. Technology can help with divvying out tasks to different people, and make it easy for someone to pop in and see where the progress is at. Amanda and I use a lot of virtual checklists and places to jot down notes about each event, so even if I haven’t taken a look at a project in a while, I can jump in and know all the details. You can plan with others in other buildings, states, or even countries seamlessly and easily. With virtual tours, you do not even have to step foot inside the venue until the day of the event. I mean, It is crazy that we are living in an age where you do not even need to be in the same location to be able to host an event. Electronic events became very popular over COVID-19 shut downs, so much so that we are still seeing events happening in person are streamed so people can participate from a distance. That is how much technology has changed the game in the event industry.

There have been some great changes in the event industry as technology has continually progressed.

  • User friendly quicker planning - tools only a click away

  • All hours of the day- whether it’s downloading free guides, and e-books, researching and reading blogs, or sending emails

  • Easier to plan from a distance: we have so many long-distance couples, military and destination. As mentioned about the flexibility of attendees to jump in virtually same goes for planning meetings - “face-to-face”

Essential Event Planning Tools

  • Canva, an easy-to-use design tool is great for creating custom event flyers, social media graphics, and promotional materials.

  • Google Spaces! Helps with task lists for specific projects, can add to-do lists, and tag specific team members

  • Trello: I have heard about Trello, never used it before. We use utilize a project management space - HoneyBook, specifically designed for the event industry. But Tello seems to be similar in the way that we utilize project spaces, but wouldn’t have the extra features that are more specifically geared toward the event industry/client communication. Trello helps with organizing tasks, chatting with team members, and tracking progress. It would work great for managing event planning workflows and timelines.

  • Others include paperless posts, e-vites/Eventbrite. google doc for planning with multiple people, templates, and e-journals

Measuring Success with Event Analytics

Technology should be set up to help us prepare for future events, maximize your guest experience as well as support your purpose from the event itself. Here are some of the examples we talk about in-depth in the episode:

  • Emails: sending surveys

  • Social: live Instagram pills

  • Recap/sharing photos from the event

  • Online Marketing

  • FOMO

  • Recapping some events specifically for your followers who did not attend


Listen to the Episode HERE


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