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The Top 13 Apps for Event Planners

Last updated on

Did you know that when ranking the world's most stressful jobs, just after enlisted military personnel, firefighter, airline pilot, and police officer comes event coordinator? If this comes as a surprise to you, then you've never worked an event before. Being a politician, doctor, and even surgeon isn't as stressful as being an event planner! As Akommo provides venue sourcing services to event planners all over Europe, we know first-hand just how stressful events are. We tried out a few apps ourselves, and after the last event we found that these Top 13 Apps for Event Planners can save you not only time, but a bit of peace of mind as well. Ready to be less stressed during your next event?

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1.) FlightStats - Track Your Guest's Flights with Ease

Scenario: Large corporate event, guests flying in from all over the world, and they're all arriving at different times of the day or days of the week. Does this sound familiar to you?

Instead of spending hours trying to find out if the flight has been canceled, delayed, and where the heck your keynote speaker is, simply search on FlightStats. You'll get to view flight details, flight statuses, monitor flight conditions, and even track flights. Not to mention, this will help you organise airport transfers should this be an event service you provide and manage.

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Event Tip - Store all of your guest's flights in an excel sheet with the columns "Time In", "Flight Number", and the same for the outbound flights. You'll be able to just copy and paste all of your delegates' flight numbers into the app and rest at ease.

2.) Windy - Don't Let Bad Weather Rain on Your Parade

Inclement weather is the greatest uncontrollable risk when it comes to organising outdoor events. You probably already have the weather app on your mobile device, but we use Windy because it's more comprehensive. Not to mention, we've noticed it's far more accurate than other apps.

Windy can indicate wind patterns, which as a result, allow you to make appropriate adjustments for your outdoor set up. For example, we once helped a client rearrange their outdoor luncheon to be on the north facing side of the lawn rather than the south. Crisis and wind averted.

Photo by Fabio Neo Amato on Unsplash

Don't let inclement weather rain on your parade! Plan B, C, and D, are always necessary, but surely you've already considered this.

3.) Pathable - The Most Comprehensive Event App

Pathable is a game changer in the event industry. It's a mobile app, event agenda, exhibitor listings, and interactive maps for your event attendees. Your delegates will be able to search through attendees, figure out who they need to network with, and even book private meetings or appointments within the app! Not to mention, this helps your attendees build a community around your event.

Stop printing out your event agenda and migrate to the mobile approach! Not to mention, see the positive impact it will have on your event attendees as networking and managing their schedule becomes more organised.

4.) iTranslate Translator - No Hablo Español

Ever done an event outside of your country? If not, maybe you've never gone through the painful experience that is trying to speak to someone who doesn't speak your language. Not only is this incredibly frustrating, but it can result in a massive waste of time and in some unfortunate cases, a potential crisis.

Photo by Vladislav Klapin on Unsplash

Download this app for your next international event and don't get lost in translation!

Looking to do an event abroad but don't know where to go? Check out these 10 Unique Corporate Event Destinations.

5.) Google Drive - Access All Your Docs in One Click

If you don't currently even use Google Drive, you need to crawl out from the rock you're living under. Google Drive allows you to store Word, Excel, and even PowerPoint Docs. You can share these editable documents with your team, organise them according to your management system, and not to mention, edit and comment directly and tag your teammates.

This is imperative to have during event time on your phone, as there's a large chance you'll need to access at least 100 different documents in any given day (or hour). Access all your documents in just one click, search using keywords, and be prepared at all times.

6.) Wunderlist - Managing Your Personal Tasks

If you have a few personal tasks that you'd rather not mix with event related assignments, Wunderlist is a great option. From making your pre and post-event packing list, to creating your own personal list, like taking care of dry-cleaning or a grocery list for you and your team, Wunderlist is the perfect place to store this. You can throw your sticky and post-it notes away now!

There's nothing like hearing that "ding" when you've completed an item on your to-do list.

7.) Asana - Who's in Charge of What

If you're an event planner, more than likely you're organising 10 or more different projects and managing hundreds of tasks at once. At Akommo, we always have multiple events occurring at once, and without Asana we wouldn't be able to stay on task. Asana allows you and your teammates to create tasks with features such as due dates, comments, the ability to assign tasks, and even reminders for your upcoming tasks due. You also have an inbox where you'll get notifications when your team mentions your name, requires approval, or even completes a task you're a member of.

We can't stress just how necessary this unlimited task management platform is in order to complete a highly-detailed project.

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8.) Slack - The Best Communication System

This communication platform means fewer meetings, less one-liner emails, and integrating all your tools and other apps. Slack lets you create a personalised workspace for you and your team alone. Instead of creating 10 different groups on WhatsApp, use the various channels and chats within Slack. You can use this cloud-based chat platform on any device.

One of the most efficient features on this app is you can respond directly to questions or comments instead of creating a long feed. Best of all, if you're on the move and can't connect, Slack will show you all of the comments and threads you've missed whilst away.

9.) Google Photos - Make Sharing
Memories Easier

In the Akommo team, we're kind of Google extremists. We practically live on our Google Drive, and we're huge fans of Google Photos. Whenever we go on venue site visits or are participating in an event, we immediately upload photos to our shared albums. It's especially if, for example, you have someone who's in charge of social media coverage but isn't physically at the event. Share the photo album and let your digital team create great live content! Let 15GB of free cloud storage replace sending countless emails or whatsapp messages.

Need some inspiration for your next European Event? These are the Top 6 European Locations of 2018.

10.) DocuSign - Upload & Sign Docs

If you've ever been in a hurry to sign and send out important documents but don't have access to a printer and scanner, this is a true lifesaver. DocuSign helps you with electronic exchanges of contracts and signed documents and can be used on your mobile, tablet, or laptop.

The next time you need to urgently send out a signed document, let DocuSign be your instinctive e-signature choice!

Photo by rawpixel on Unsplash

11.) Whova - Organisation Made Simple

Whova is an award-winning event app and event management software. Ever had major last-minute changes to an event schedule and boom! the WiFi cuts out? No problem. This app lets your delegates connect without data or WiFi services and can be informed with real-time push notifications. Not to mention, you can cut back on your printing time and expenses, and you can upload your brochures and event information directly onto the app.

If your keynote speakers are struggling to get participation and feedback from the attendees, you can use this app to send out live polls, questionnaires, and even allows you to share photos! Best of all, this app even allows you to create hundreds of name badges.

If you want to save time during your next event, we can't recommend looking into Whova enough.

12.) Headspace - Meditation App

If you're an event planner, you're going to be very familiar with the word "overwhelmed". Event planners have an uncanny ability to multitask and remember a million details and facts at once. Headspace is an app that helps you meditate to clear your mind of all those details and facts and just breathe. Studies show that after just 10 sessions, the user will see significantly increased positive mood whilst reducing negative attitudes. Let the positive vibes replace the negative ones and see how it will change the atmosphere during stressful situations!

Photo by JD Mason on Unsplash

13.) Daily Water Tracker Reminder - Hydration is KEY

Oftentimes as event coordinators, you tend to focus on literally everyone else's needs except yours. We're talking basic fundamental needs, like water, for example. We've actually seen our event partners become ill because of dehydration. If you want to perform your best and be on the ball, you need to take care of yourself. This app reminds you to hydrate, lets you see how much water you're consuming a day, and even celebrates when you log a drink! There's nothing quite as rewarding as completing a task, right? There's an app for everything these days!

Photo by Benjamin Lambert on Unsplash

If these Top 13 Apps for Event Planners aren't enough to help you with your next event, you can always contact the human Akommo team.

We've been providing venue sourcing services for clients for 10 years now, so we'd be happy to share our expertise. Send an email to [email protected] or call us at +34 931 78 53 00, we'd love to chat! Additionally, you can shoot over a request form by clicking here.