Excellent Event Management Apps for Wowing Your Clients and Maintaining Sanity

Posted by aaarents on October 25th, 2016

Event coordinators and planners have one paying client per event, so it’s easy to focus only on the one signing the checks. But real pros know that with every single event, there are really two clients: the host(s) and the guest(s). 

This means that every event has to meet two sets of expectations: those of the clients’ needs and those of the attendees’ expectations. 

Getting both of these done is like being asked to climb Mount Everest. It can be done, but it’s definitely not easy. 

The nice part is that once you get to the top of Mount Everest, you are in elite company.

So pleasing your clients and their clients is crucial to getting to the top of your industry. And while you’re working on that, it’s easy to get swept up in all the moving parts and communication issues. 

Get ahead of the stress with these project management, planning, and communication tools: 

The RSVP App for guest/attendee management. Collaborate with your client on bringing people in and being prepared for the right number of guests. It’s available on all devices, so you can access it no matter where you are. It helps with email blasts, notifications, follow up and can create the right landing page for your client’s attendees. Best of all: you can create nested events to keep track of multiple locations, times, and other criteria for any event. This app even sells tickets! 

Trello for communicating with different teams and delegating tasks all in one place. Communication in Trello is very organized, very secure and very easy to control. This app is also available on all devices. And it’s free -- for smaller organizations, at any rate. Larger organizations can add more users for a small monthly fee of .99 per extra user. The paid versions also have loads of additional features, including app integrations and priority support. 

Bizzabo much bigger event management. It’s an award-winning integrated platform of ticketing, networking community software, event management and more. It also assists with event marketing. 

Pinterest for communicating visions to clients and vendors. It’s often thought of as a time-waster, like a social media minefield of rabbit holes. But if you’re able to maintain your focus, you can create clusters of visual art and photography that instantly express a style or theme that’s too difficult to put into words. In a collaborative environment, Pinterest is a very useful tool for efficient idea sharing. You can also ask clients to put together a pin board, since it’s free, and this will help them better communicate to you what they want. (And yes, it's also great for your own free time musings.)

With practice, you can adopt these apps and you’ll find they definitely make life easier for event coordinators. 

And if you need some more sophisticated help, such as 3-D CAD software to plan an event’s actual layout, contact AAA Rents & Events in Van Nuys. 

About the Company: 

AAA Rents & Eventsoffers a wide selection of service equipment, indoor and outdoor furniture, and more for corporate and other events. For the past 15 years, AAA Rents & Events has served the greater Los Angeles area including Burbank, Santa Clarita, Glendale, and Pasadena.