Event Productivity Apps

7 Productivity Apps that Event Planners Use Daily

How many times have you found yourself wishing for 25 hours in a day? How often do you realize you skipped lunch just because you just didn’t have a minute to spare? In the event business, we’re so accustomed to the go-go-go pace of taking appointments, going on-site, and knocking out office tasks.

Fortunately, the growth of innovative technology has made it easier for us to streamline our daily processes and make more time for the work that we love. Here are some of my favorite productivity apps that will help to open up your schedule.

1. Dropbox

Dropbox is a must-have program for anyone who is constantly running between appointments, as well as those who rely heavily on teamwork. This cloud-based software provides file storage on multiple platforms, so you are able to access your files on any device anywhere you go. It also makes it simple to share files with clients and team members, streamlining the collaboration process.

2. Doodle

Agreeing on a time for an appointment can be surprisingly time-consuming, so why not take your side out of the equation? Doodle is the easiest way to schedule meetings and appointments with multiple people. All you have to do is put in your schedule and send over a link for people to pick the best time that works for them. It’s a great way to give clients multiple meeting options and it visualizes your availability for them so there are no questions.

3. Social Tables

Creating floor plans from scratch can be such a headache. Social Tables is a great tool for simplifying the task, as it allows you to create accurate seating charts in 2D and 3D. In addition to tables and chairs, you can also build in staging, décor, a dance floor and A/V elements as well. It’s cloud-based, so you can take it with you on-the-go and maintain access to all of your plans, no matter where you are.

Better events, less stress.
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4. Trip It

If you travel frequently for your work, Trip It is a must-have mobile event productivity app. It keeps all of your travel information in one place by grabbing any relevant confirmations in your email so you don’t have to worry about printing anything out as you’re rushing out the door.

5. Later.com

Social media is one of the top ways clients find vendors and, increasingly, Instagram is the network of choice. However, it can be hard to find time in the day to post regularly, which is where Later comes in. Later is a great program that allows you to schedule Instagram posts ahead of time and will notify you on your mobile device when it’s time for a post to go live. All you have to do is set aside some time in the beginning of each month to map out your posts and you’re good to go.

collaborative event diagrams

6. Basecamp

Basecamp is every type-A person’s dream. It’s a private, secure space online for people to collaborate and keep track of their projects’ processes. In addition to hosting multiple projects, it allows you to keep track of to-dos on each project, set deadlines, and assign them to team members or clients. To make it easier, you can even contribute to Basecamp directly through your email so you don’t even need to log in.

7. Wufoo

When you’re working with clients, you generally need a lot of information from them: email addresses, phone numbers, budget, color schemes and other details. Wufoo is the easiest way to build and share forms with clients and other vendors. Through Wufoo, you can create contact forms, surveys, ballots and the like and it will compile all of your collected data for you to review analytics.

Nowadays, it’s possible (and simple!) to stay organized from the screen of your mobile device. Of course, everyone has their own preferences when it comes to event productivity apps, so be sure to try out a handful and pick the ones that best suit your working style.


Kevin Dennis
Kevin Dennis is the owner of Fantasy Sound Event Services, a full-service event company based in Livermore, California. Dennis is the current chapter president for Silicon Valley NACE, and the immediate past national president for WIPA.