Use this guide to turn an agreed event plan into an action tracker. Give each deliverable an owner, a due date, its prerequisites and evidence of completion, so the team can see what is ready, blocked or waiting for a decision.
If you are still choosing where the team will chat, share documents and manage event information, use the event planning collaboration-tool comparison first. The task here is to run the work once those responsibilities and tools are agreed.
Build an event action tracker around handoffs
- Write a deliverable, not a vague activity. Replace “work on the programme” with a result such as “programme approved for publication.” Record what must exist for the task to be complete and where the approved result will be kept.
- Name an owner and any approver. One person takes responsibility for moving the task forward. If another person must accept the result, record that approval separately. Agree who covers the task if the owner is unavailable; a department name alone leaves the handoff unclear.
- Set the deadline for the next person’s work. Record the date, time and time zone, then link the task to any prerequisite. For example, a speaker briefing may depend on a confirmed session time and room. Give the receiving team time to act instead of using the event’s opening time as every task’s deadline.
- Use a small set of meaningful states. Agree what not started, in progress, blocked, awaiting approval and done mean. For a blocked item, record the missing decision or input, the person who can supply it and the next action. A conversation about the problem is not the same as completing the task.
- Control changes at the handoff. If an approved session time changes, identify the briefing, signage, web and onsite tasks that depend on it. Reopen the affected tasks, link to the current approved version and confirm who must acknowledge the change. Keep access appropriate to each person’s role.
- Review exceptions and close with evidence. In the team check-in, focus on overdue items, blockers and decisions that delay other work. Close a task with its approval, document version or other agreed evidence. Carry unresolved items into the next shift or event-day handoff with a named owner and next action.
Copy these tracker fields: task ID, deliverable, owner, approver, due date and time zone, prerequisite, status, next action, and completion evidence. For “publish the final programme,” the evidence could be the approved version and published page; the next team should use that version rather than a separate attachment.
Ask any tool you consider to demonstrate this record, a blocked task, an approval and a change passed to the next team. Keep messaging, audience engagement and ticketing roles distinct from task ownership; confirm what the product actually supports and what your team will manage through another process.
Use the tool profiles to check workflow fit
The profiles below are legacy reference material covering several different tool roles. Check current availability, features and integrations with each supplier, then apply the handoff checklist above to the tools you use. A messaging, polling or ticketing role does not by itself establish who owns a task or how its completion reaches the next team.
#1 Trello
Trello is a great project management option for event planning and just about any kind of project. Use their boards to organize your tasks, collaborate on sub-projects and keep track of progress, all in one place. The system allows you to use pinboards, cards, and lists to manage and breakdown your event-related projects into bite-sized tasks. And the best thing is that Trello understands the need of event planners, which is why they even have several templates for event planning, ready for you to use.
#2 Slack
Slack is one of the more famous project management suites, used for a variety of assignments, events included. Its seamless communication channels are not just great to keep track of teammates and their progress, it’s also pretty effective at keeping your attendees roped in with updates and event details, leading up to D-Day. And to add to the already extensive features on Slack, you can integrate your unit’s Slack account with almost any 3rd party integration to make planning, operations, and executions even more streamlined and efficient.
#3 Dryfta
Dryfta is an all-in-one event planning suite, packed with project management and communication features. This complete events solution not only has all the basics of organizing an event, but also a handful of useful frill features. From abstract submissions, lead retrievals, managing sponsors, and exhibitions right up to badge designs, Dryfta is the best option for all your event planning needs. And the fact that it caters to not just common social but even academic conferences and forum sessions.
#4 Eventbrite
Eventbrite is one of the world’s most renowned event management software. Its cloud-based operations and extensive ticket management features makes it one of the top choices when it comes to event management. Additionally, their native mobile app allows for more flexibility, not just for event organizers, but also attendees. From QR-based registrations and check-ins to digital ticketing, the entire mobile management system makes events much more interactive and intuitive on the user end.
#5 Whova
Whova is yet another event management platform, geared to a more virtual approach to things. From organizing virtual conferences to online trade and expos, Whova has a unique solution for every type of event that you have in mind. Their mobile app event planning feature is also one to look into, what with vast options when it comes to planning mobile-mediated conferences, community discussions, forums, and more.
#6 Social Tables
SocialTables is a great event management tool for when you’re planning a large-scale affair. With components like Event Diagramming, Interactive Floor Plans, and their Sales & Catering CRM solutions, you’d be able to effortlessly schedule an event, with every last detail taken care of with absolute precision. Whether it’s a conference or a meeting, even an academic debate, Social Tables will have you on top of all the specifics in no time at all.
#7 Attendify
This nifty booking integration helps you manage your guest list, attendees, and seating all in one place. The mobile app that comes along with it not just keeps you and your event planning teammates roped in with constant updates, it also keeps you connected with your guests. Not just for the current event, but also every future affair you have in your books. Whether it’s going to be a live event or a virtual one, Attendify has you covered on all grounds.
#8 Boomset
Boomset is another platform designed for the sole purpose of making your event planning process a breeze. Not only does it have task management options and communication channels, it also sees you through attendee management, check-ins, registrations, and more. Its Cashless Payment feature is a fantastic way to collect ticketing payments and redeeming vouchers, just with a single tap.
#9 Everwall
Everwall takes care of your event propagation, via social network channels. Speak to your guests, keep them updated with the latest happenings and get them to contribute to your event simply via a single integration. Gamify your events and let attendees have fun while they drive your engagement and interactions to flourish. And at the end of it all, you can utilize the built-in analytics tool to see how well you did, each time.
#10 Slido
When it comes to polls, quizzes, and Q&A sessions, Slido is the one-stop solution for you. Geared to provide these integrations for all sorts of virtual affairs, this platform prides itself with being able to build a more engaging, interactive, and fun online meet, each time. Not only would you be able to access key insights during your event progress, you’d also be able to take a look at the data right after.
Event planning doesn’t have to be a chore. Just get your hands on some of these integrations and streamline your event planning processes. Already looking for an all-in-one event planning software? Check out the all-in-one event software from Dryfta: https://dryfta.com/plans/
