Today, we will present you with the 13 top collaboration tools for event planning! As an event planner, you have numerous tasks to handle. You interact with vendors, speakers, performers, caterers, marketers, the media, and more. Additionally, your reliable notebook is overflowing with hastily written notes.
Is there a simpler method available?
There is good news: these cloud-based collaboration tools for event planning are available to help you stay organized and connected, even when you’re busy and on the go.
What are Collaboration Tools?
Collaboration tools refer to software applications or platforms specifically created to enable efficient collaboration among team members, whether they are within the same organization or located in different places.
These tools provide a variety of features and capabilities that allow individuals and teams to easily communicate, share information, work together on projects, and coordinate tasks smoothly.
Collaboration tools typically have several common features.
Instant messaging and chat features facilitate real-time collaboration among team members, allowing them to engage in quick exchanges, brainstorming sessions, and clarifications. This significantly reduces the reliance on lengthy email chains.
File Sharing and Document Collaboration tools allow team members to share files, documents, and presentations. This enables multiple users to work together on a document at the same time, facilitating feedback gathering, revision making, and ensuring a single, updated version of shared files is maintained.
Task management features assist with the creation, assignment, and monitoring of tasks linked to event planning. This results in everyone being informed of their obligations, due dates, and advancements.
Calendar and Scheduling tools frequently incorporate shared calendars, which enable team members to plan meetings, events, and milestones. This aids in preventing scheduling conflicts and guarantees that everyone is well-informed about significant dates.
Advanced collaboration tools provide project management capabilities such as timelines, task dependencies, progress tracking, and resource allocation, enabling the management of intricate event planning workflows and fostering effective collaboration across various teams and departments.
13 Best Collaboration Tools for Event Planning
Adobe Creative Cloud
The Creative Cloud from Adobe is a collection of popular creative applications like Photoshop and InDesign. It enables teams to collaborate on documents and share assets such as fonts, images, and colors. When it comes to working on marketing materials for an event with multiple individuals, the Creative Cloud is an excellent collaboration tool for event planning.
Pros:
- Robust, professional software
- Allows files to be shared across apps
- Includes unlimited fonts, helpful tutorials, and access to stock images
Airtable
Airtable is a unique spreadsheet application where each cell, referred to as a “record,” can be expanded and customized with due dates, attachments, labels, and additional features. Additionally, you are able to establish connections or links between records and generate various “views” that arrange and filter the records based on your preferred criteria. Furthermore, the software includes Kanban and calendar view alternatives.
Airtable is a top-notch collaboration tool for event planning and serves as a valuable resource for event managers who require attendee, press release, or marketing material tracking. We utilize this app to monitor our repurposed content and clips, among other things! Furthermore, the app offers an Event Planning template which facilitates schedule creation and enables monitoring of staff, sponsors, and budget.
Advantages:
- Flexible and customizable database tool for managing various aspects of event planning.
- Collaborative features for team members to work together on projects and tasks.
- Integration with other tools and platforms for seamless workflow.
- Versatile project management capabilities with a visually appealing interface.
- User-friendly and intuitive for organizing and tracking event-related information.
Asana
Asana is an effective application for project management that is well-suited for individuals who frequently organize events. It provides the capability to generate several projects using List or Board perspectives, enabling the listing of tasks alongside subtasks, tags, and attachments. Event planners can utilize Asana by including speakers, performers, vendors, and others as “tasks” and attaching their contracts, promo photos, and related materials to these tasks.
Advantages:
- Powerful project management platform with intuitive task and project tracking.
- Collaboration features for team members to communicate and work together.
- Integration with other tools and platforms for streamlined workflows.
- Customizable project templates and task automation for efficiency.
- User-friendly interface and mobile app for on-the-go access.
Bit.ai
If you work as an event planner, chances are you will have to send various materials to your marketing team, vendors, sponsors, and other individuals involved in the event. It would be beneficial to determine the specific individuals who download the schedule PDF or have reviewed the brand guide. This is where Bit.ai comes in handy, as it enables you to store vital documents and monitor the level of interaction they receive.
Advantages:
- Collaborative documentation platform for creating and sharing event-related content.
- Real-time collaboration and editing features for teams to work together.
- Integration with other tools and platforms for seamless workflows.
- Versatile document formatting options for creating visually appealing content.
- Accessible from various devices with cloud-based storage.
Brief
If you find that event planning details often get lost in group texts and never-ending Facebook messenger threads, consider giving Brief a try. With Brief, you can organize your conversations into hubs, share files, and even convert messages into tasks. Brief is an excellent choice if you want to ensure that your team is on the same page.
Advantages:
- Task management and assignment features for organizing and tracking event-related activities.
- Collaboration tools for team members to discuss and share ideas.
- Real-time updates and notifications for streamlined communication.
- User-friendly interface and intuitive navigation.
Chanty
If your team is organized and it’s the vendors, performers, or sponsors you need to manage, you can consider using Chanty. Chanty enables you to categorize and share conversations through “channels” efficiently and also allows quick file sharing. Additionally, it has a predictive typing feature that saves time for you to concentrate on event planning.
Advantages:
- Team communication and collaboration tool with a focus on chat-based communication.
- File sharing and task management features for organizing event-related information.
- Integration with other tools and platforms for enhanced productivity.
- User-friendly interface with intuitive chat functionality.
- Affordable pricing plans suitable for small teams.
Dropbox
If you work as an event planner, it is likely that you have utilized Dropbox to view or send big files, such as poster PDFs. Were you aware that it can also serve as an excellent tool for collecting feedback on documents and serving as a central hub for schedules, contracts, and marketing materials? Moreover, its Paper feature includes document templates and meeting notes, making it even more convenient.
Dropbox is a great tool for organizing project files and sharing them with clients for review.
Advantages:
- Cloud storage and file-sharing platform for event-related documents and assets.
- Collaboration features for teams to work together on shared files.
- Integration with other tools and platforms for seamless workflows.
- User-friendly interface and accessible from various devices.
- Version control and file recovery features for efficient document management.
Evernote
If you like to take a lot of notes, it is recommended that you use Evernote. It is an excellent tool for collaborating on event planning because it enables you to organize notes into various notebooks and control sharing permissions for each notebook. For example, you can have separate notebooks for marketing, sponsors, and so on. Additionally, you can set reminders, attach PDFs and images to your notes.
Advantages:
- Note-taking and organization platform for capturing and managing event-related information.
- Syncing across devices for easy access to notes from anywhere.
- Collaboration features for sharing and working together on notes.
- Search and tagging capabilities for efficient note retrieval.
- User-friendly interface with intuitive note organization.
Google Docs
One of the main advantages of Google Docs is the ability for you and your team to edit documents simultaneously. This is extremely beneficial when working on a time-sensitive task such as creating an event schedule or writing promotional copy. Additionally, Google Docs seamlessly integrates with Google Calendar and Google Keep, allowing you to conveniently access all your planning sessions and meeting notes.
Google Drive
Google Drive is basically Google’s version of Dropbox. If you are currently using Docs, then you are already utilizing Drive since Docs is stored on it. Moreover, Drive also provides the ability to upload and share nearly any type of document. This means that if you require sharing various types of documents with your vendors, speakers, and sponsors, Drive permits customization of sharing options for different folders.
Advantages:
- Cloud storage and collaboration platform for event-related documents and files.
- Real-time collaboration and editing features for teams to work together.
- Integration with other Google tools and third-party applications for enhanced productivity.
- User-friendly interface with easy file sharing and access control.
- Free storage options and affordable pricing plans for additional storage.
Google Keep
If you are someone who likes sticky notes but requires mobility, Google Keep is an ideal option. You can organize your thoughts by color coding (using blue for marketing and green for sponsors, for example), include drawings such as table layouts, add tags and links, and set reminders. Additionally, if your note becomes too extensive, you have the ability to convert it into a Google doc.
GoToMeeting
If you are organizing an event with speakers or vendors from different parts of the globe and require to hold conference calls, GoToMeeting is an excellent option for you. It allows you to share your screen and make annotations on it, making it convenient for sharing showroom layouts or vendor maps. Additionally, you can also record and archive the meetings for future reference.
One advantage is that
- Video conferencing and meeting collaboration platform for remote team communication.
- Screen sharing and presentation features for virtual meetings.
- Integration with other tools and platforms for enhanced productivity.
- User-friendly interface and reliable video and audio quality.
- Secure and encrypted communication for sensitive discussions.
MindMeister
MindMeister is often used by event planners when they require visual planning of their events or creation of interactive event maps and flowcharts. This mind-mapping software allows users to outline ideas, assign colors to nodes, and include links, images, and icons to improve the visual portrayal.
MindMeister allows event planners to brainstorm event concepts, map out the flow of activities, and share interactive event maps with their team members and stakeholders. This collaborative tool promotes creativity, clarity, and effective communication throughout the event planning process.
Advantages:
- Mind mapping and brainstorming tool for visualizing and organizing event-related ideas.
- Collaboration features for team members to contribute and work together on mind maps.
- Integration with other tools and platforms for enhanced productivity.
- User-friendly interface with easy-to-use mind mapping functionalities.
- Accessible from various devices with cloud-based storage.
Benefits of Using Collaboration Tools for Event Planning
The use of collaboration tools in event planning offers several advantages such as improved coordination, increased efficiency, and flexibility. Utilizing these tools can greatly enhance the success of event planning by ensuring effective coordination, smooth workflows, and excellent stakeholder engagement.
Collaboration tools offer a centralized platform for team members to coordinate in real-time, enhancing team communication. By doing so, lengthy email chains are eliminated, response times are reduced, and everyone is kept informed and connected.
Improved coordination and collaboration are achieved through the use of collaboration tools, which allow multiple team members to work on shared documents at the same time. This simplifies the process of collecting feedback, making revisions, and ensuring that files are kept up to date.
The inclusion of both task management and project management features in these tools aids in the organization and monitoring of event planning tasks. This ensures that all individuals are aware of their respective responsibilities, deadlines, and task dependencies. It effectively manages workflow, minimizes confusion, and improves overall productivity.
By offering a centralized hub for collaboration, file sharing, and task management, these tools enhance efficiency and save time by eliminating the requirement to switch between various platforms or tools. This streamlined strategy decreases administrative tasks, enhances productivity, and enables event planners to concentrate on the strategic aspects of planning.
Collaboration tools are highly beneficial for event planning teams working remotely or in different locations. They facilitate smooth collaboration among team members, vendors, and stakeholders regardless of their geographical locations, enhancing the ease of working together.
By incorporating features such as video conferencing, these tools enable stakeholders to engage in virtual meetings and presentations, thereby enhancing their involvement. This platform allows for interactive discussions, virtual demonstrations, and timely updates, even if stakeholders are unable to be physically present.
