Are you looking for an event app to streamline your event planning activities?

Whether you love business event planning or loathe it, there’s one thing for sure…

It can be a mammoth task. It’s a time-consuming process, especially if you’re doing it alone. 

First you need to locate and book a venue, then sort out sponsors, book speakers, come up with an agenda, create seating plans, organise refreshments… the list goes on. 

Luckily, technology has stepped in and made it much easier these days in the form of event apps. 

These miracles of modern technology take a lot of the weight off your shoulders if you’re planning and managing an event. 

Building your own app for event planning means that you can include all the features you want and make it fit to your business. 

In other words, by building your own app you can streamline the whole process of event planning from start to finish.

The benefits of using an event app

In a recent survey, 35% of event planners responded that technology and apps have been the biggest game-changer for their industry over the past few years. 

So, over a third of event planners see event apps as their most useful tool. There must be some good reasons for this. Let’s explore some of the advantages of using an app for event planning over traditional planning methods.

Communicate more easily

Using an event app allows you to communicate directly with all the people involved in planning the event through the app. Most event apps have a chat feature or group threads, which saves a lot of time compared to communicating with people individually. 

Collaborate with others

With their improved lines of communication, event apps encourage collaboration between everyone involved in the event planning process. You can delegate tasks, set to-do lists, collaboratively brainstorm ideas, etc. all in one place and in real-time if you prefer.

Manage more than one event

Using an event app allows you to plan more than one event at a time. You can switch between projects easily, with different planning timelines and groups of people. This saves confusion by letting you keep events neatly segregated. It also means that you can quickly check on the status of any event and communicate updates to involved parties as and when necessary.

Organised, efficient and productive event planning

All of the above advantages combine to create a structured approach to event planning, with everything stored in one place and easily accessible. This means that you’ll be far more efficient and productive, and able to take on more events and projects.

What makes a great event planning app?

There are dozens of apps for event planning to choose from out there. But it’s unlikely that you’ll find one that exactly matches the needs of your business. That’s why we recommend creating your own event planning app.

In this section, we’ll go through 5 key areas to consider when creating a great event app

Design a user-friendly app

The most important factor to consider when building an event app is what features will be useful to you and which are not. In other words, will they help you to streamline the process of organising and managing events, resulting in higher levels of productivity?

Also, you need to be sure that these features are easy-to-use and straightforward for other team members to learn, otherwise this will eat into any time-saving benefits. 

Things to plan for are a clear, straightforward dashboard or console, with easy access to all the main planning tools. You don’t want to navigate through several menus or windows to get to basic tools that you’ll be using all the time. 

The dashboard or main console should give you all the options you need to control all elements of the event including initial planning, agenda, communication tools, and data analytics.

The great thing about building your own event planning app is that you can tailor it to your needs, so make sure you spend plenty of time getting the design, layout and functionality right. 

Advanced communication tools

One of the main benefits of using an event app is the ability to communicate directly with different groups and individuals involved in the event. Ideally, you should be able to set up distinct groups such as vendors, colleagues and attendees, and send messages to them individually or all as a group.

The app should have plenty of advanced organisation and communication tools such as calendars, chat, group and private messaging, forums, threads, notifications, etc. You need to decide which of these are most important to you, then design your event planning app to meet those demands.

Customisable

The best event apps realise that not everyone does things the same way. For this reason they offer a customisable experience. In other words, you’ll be able to customise the dashboard, calendars, schedules, planning tools, etc. to suit user preferences. 

When you’re designing your app, remember that you won’t be the only person using it, so ensure that people can adjust settings easily. 

Data tracking and analysis

One of the major benefits of using an event app is that you can gain a lot of insights by analysing data. 

The top event apps give you automated data analytics, so you can gain valuable insights. For instance, you can compare different events to find out which were the most popular or where your audiences are located.

When building your own app, make sure you at least have some basic data analytics. These basic stats will give you a decent insight as to the success of your events.

Mobile optimisation

It’s useful to optimise your app to be mobile-friendly so you can use it on the move. For instance, you may be out viewing potential venues and want to take notes or even to record a booking that you make there on the day. It’s much easier to do this there and then on a mobile device, rather than wait until you’re back in the office, and you’re far less likely to forget to do it.

Community website apps combined with event planners

This could be described as the holy grail of event planning!

Community websites have all the communication tools you need, with the familiar look and feel of a social media network. They also have all the data analytics you could need and numerous other useful features. So, when you combine this with event planning capabilities, you’ve got a really powerful tool.

A community platform builder such as Disciple has a built-in event calendar, as well as the option to create different groups, so you can segment communication with vendors, colleagues and event attendees.

Many businesses these days are using community websites and enterprise social networks to improve communication and collaboration within their business. Combining this with an event planning app adds another valuable benefit to the list.

Final words

Planning and managing events is a major part of running a successful business. Most companies host numerous events throughout the year such as conferences, training days, seminars, celebrations, awards, etc. 

Anything you can do to streamline this process will help enormously with productivity, as it will free up a lot of time. Building your own event app is the best way to ensure that you create an app with features that align with your business.

If you want to find out more about Disciple’s event planning capabilities get in touch today for a chat and a free demo.