Episode 46: Event tech tools I can’t live without

Planning

Jun 16

Today we're talking tech. I'm sharing my must have event tech tools that streamline planning and ensure everything runs smoothly.

Whether you're an event planning pro or just getting started, these tools are game changers.

#1 - Project management software.

If you've planned an event, you know that the timeline is a fluid document. Things can and do change frequently. Here are the benefits to using a project management tool such as Asana, Trello, Basecamp, Smartsheet, Planning Pod, Monday.com or Clickup.

· You can make changes quickly and easily.

· You can assign tasks to people on your team. Those team members will get an email with all their upcoming tasks. This minimizes the chance that things fall through the cracks.

· Team members can communicate about a task within the platform. This keeps all the information together, eliminating the need to search past emails for information about a particular task. It’s all in one place.

· You can add subtasks and assign those to different people. For a task such as creating printed materials there is usually several steps and multiple people involved. You can create subtasks for each step involved and asign those to different people on your team such as a graphic designer, copywriter or printer.

· You can link a document or spreadsheet to a task. If a task involves reviewing or editing a Google Doc or spreadsheet, you can link directly to that document in the task so the person responsible doesn’t have to go searching for the document. They can get right to work.

I currently use Asana but for several years I would try to find the “perfect” solution. Nothing quite measured up to what I was looking for. What I eventually learned is that there is no perfect platform.

Most platforms have free trials where you can test out all their features for a limited time or they offer a free basic plan that has limited features or sometimes both.

The answer to finding a platform that works well for you is to research and test as many as you can, but to do it as quickly as you can. Don't spend a ton of time. because they are all quite similar. Find the one that works best for you and has the most features you want. Even if you're just planning to use the free version for now, think about the features that that platform has that you may want down the road when you're able to upgrade to a paid plan.

The reason I recommend doing this quickly is so that you don't do what I did. I wasted a ton of time setting up events in the various platforms, using them for a short period of time and then switch platforms. My advice…find a platform, research it and stick with it.

Once you've found the one that you like the best, get to know it as best you can. Watch tutorial videos, play around with it, because that's how you're going to learn it best is by really getting in there and playing around with it. And use as many features that you have available on whatever your plan is.

#2 – Google Drive

The next event tech tool that I can't live without is Google Drive. Google Drive isn't an event specific tool, but I use it to organize all event related documents.

It is the hub for the event and I make sure all team members have access to it.

#3 - An event registration platform.

For every event, you need a good registration platform. My recommendation is to find a platform that you like and use it for all events, year-round and get the best one you can for your budget.

There are five things to consider when searching for a platform.

a) How many events you host per year

b) The complexity of the events that you host

c) Your donor database or CRM software

d) Forms of payment you accept and credit card processing fees

e) Event check in and reporting.

a & b – Number of events you host per year and the complexity of those events.

I'm going to lump the first two together. If you only host a couple of events each year, and those events are straightforward, you can get by with a simple registration tool. And simpler usually means less expensive.

A straightforward event is one where a person buys a ticket, and they get a seat.

When you add complexity, such as assigned tables or seats, an auction, if you're hosting an educational event with breakout sessions, or a team-based event such as a walk or a golf tournament, that adds complexity to the event and you need a more robust registration tool.

c. Your donor database or CRM software

After an event, getting all the information from your ticketing platform to your donor database can be a pain. Some registration platforms minimize that post-event burden by syncing seamlessly with your donor database or your CRM software.

If the platform doesn't sync automatically, you can typically download a .csv file from the registration platform and then upload it to your donor database. If syncing your database is important, be sure to find a registration platform that does so as seamlessly as possible.

d. Forms of payment and credit card processing fees.

As I mentioned in episode 45_Six tips for selling event tickets, you want the registration or ticket purchasing process as frictionless as possible. That means having payment options such as PayPal or Apple or Google pay that are quick and easy.

When you're researching platforms, make sure they have those express payment options. You also want to research each platform's credit card and processing fees.

e. Event check in and reporting.

You want to make sure that you can check in your registered guests easily.

And if you allow day of event registration, you need to be able to add new guests quickly.

Reporting is another important component of your registration platform. The more complex your event, the greater need you'll have for reporting. Make sure your platform can meet your reporting needs.

Qgiv

Over the last 15 years, I have worked with a wide variety of platforms. The one I currently recommend to small nonprofits called QGiv. It's a robust platform for a small price.

One big benefit to QGiv is that you only pay for the platform during the time that registration is open, but you can start creating your registration page and the website months in advance.

Qgiv has monthly and quarterly packages. Here’s Qgiv’s current pricing. In full disclosure, I am an affiliate of Qgiv, but that is not why I recommend the platform. I think they have the most features for the price. It's not a perfect platform. There are some things that I think need improvement, and the beauty of the company is that they welcome feedback and are continually making improvements.

If you're interested in a demo of Qgiv, you can use my affiliate link. The link will bring you to a page where you can sign up to participate in a demo of the software. There's absolutely no cost to you for the demo and absolutely no pressure to go with Qgiv.

I want you to find the tool that works the best for you. I think Qgiv is worth having on your list of platforms to check out.

#4 – Zoom

I have many meetings each week. Using a tool like Zoom saves tons of travel time.

#5 - Canva.

I highly recommend using a graphic designer when budget allows. But for small nonprofits that are planning their first few events, hiring a professional can be cost prohibitive. Canva is an invaluable tool for making professional looking event graphics.

The Pro version is free for qualifying nonprofits and with the Pro version, you can add your branding; including logo, fonts, and color palette, which makes it super easy and simple to create branded event graphics.

#6 – Smartphone and Smartwatch

The last tech tools I couldn't live without when it comes to events is my smartphone and smartwatch. I have Apple products but there are others out there. I use my phone to communicate with clients, calls, email, or text. I set calendar alerts for every meeting, which I get on my phone and watch

Where the phone and watch become invaluable to me is during events. I can be relatively hands free because my phone goes in my pocket. I can read and respond to texts from my watch.

For larger events, I'll use two-way radios to communicate with all the key players. Those are typically rented, unless my client has a set of radios. But for everything else, my phone and watch work great.

Lastly, I use my phone to capture photos and video during setup and at the event. I have an old phone so pictures aren't great, but at least I can capture some of the day and have photos to send to my client. They can use those photos to them a post-event “thank you for attending” email.

Those are the six event tech tools I can't live without. I use them every day for planning and executing nonprofit events, making them indispensable for any event professional.

Listener Action Item

At the end of every episode, I like to give you a listener action item. I can give you all the tips and tricks in the world, but if you don't act on any of them, they don't do you any good.

Whatever tech you think you need most, start researching it to find out its features and pricing. But don't go down a huge rabbit hole and get caught up in research. We all do that sometimes as a way to avoid taking action.

You want to decide quickly on whatever tool you're going to use and then really focus your time on learning it so that you can get proficient at it.

Pick the one area where you feel you really need it the most, then pick two to three tools to research. Find the best one that meets your needs and your budget, and then get started using it because that's how you learn technology the best.

Now that sounds like a plan. I'll see you next time.