Event planning can be daunting. And, as those with experience know, it’s usually the planning that causes more stress than the actual event. That’s why we believe finding the best event planning software is critical in making your life easier.
Nowadays, technology and software options are almost endless. Older tools are constantly evolving, and new products are being released daily. So when it comes to what’s right for you or your business, how do you choose?
Here at WorkTrip, we understand the challenges and importance of choosing the right technology and software to integrate into your workflow. Trust us, we’ve been there too. There are several aspects to consider when choosing the right software for you and your business.
Here are five simple steps to finding the best event planning software for your needs.
Step 1: Identify what you want to accomplish with the event planning software
This may go without saying, but, to make the right decision, you need to know what your end goal is. What is it that you want this event planning software to do for your company? Consider the main aspects you are looking to improve in your current event planning strategy.
Depending on your personal needs, you may be looking to strategize your spending, improve external communications, or to make relaying internal travel information more efficient. Maybe you want to get creative with how organization events are planned. Is a feedback forum a necessity? Concentrate on your specific needs and look for the event planning software that offers these features.
Step 2: Understand who will be using the software
If you want the event software tool you choose to be successful, it is important to consider the opinions of the end users. Integrating any new technology can be quite the process, and often times will receive some pushback.
If you want others to successfully use a new tool, invite appropriate team members and/or decision makers to be part of that initial software assessment. Work to better understand what it is that they are looking for and any concerns they may have.
Step 3: Determine how much are you willing to pay
That is most likely going to be a large factor when finalizing your event planning software decision. When thinking about pricing, make sure to consider your purchase as an investment. It is important to evaluate the price in comparison to the benefits of the application.
All applications are different. Some software will be priced at a one time fee, while others may be a scheduled month-to-month subscription. Additionally, be sure to think about the level of training needed to implement the event planning software into your organization. While you may be drawn to the features of one software, if it is not user friendly, it may not be worth the time and frustration it takes for users to adopt.
Step 4: Identify any integration barriers
From our experience, it’s important that any new software is compatible with current technology. This was one of the leading reasons we developed WorkTrip, our event planning software. Your organization most likely has a long list of current tools you already use.
By integrating these tools into your event planning software, it reduces the stress of navigating between emails, flights, messaging, etc. Having everything accessible in a single interface keeps things simple. Additionally, make sure that the software company is flexible and is willing to work with you on a custom integration if needed - you never know when flexibility can come in handy.
Step 5: Make sure it checks the mandatories
Once you’ve narrowed down your choices of event management tools, take a look at the following. Check the boxes to see if you’ve found your match.
❏ The tool is user friendly and will be an easy transition
❏ The software integrates well with tools your company already uses
❏ The pricing and return on investment matches your needs
❏ It has significant, quality user reviews
❏ You feel confident in your choice!
Here at WorkTrip, we have found that users prioritize ease-of-use. Therefore, we have put an emphasis on a user friendly interface that saves you time. Our app centralizes all important travel and event details into a singular platform, saving you from a scrambling panic looking for that hotel address, flight time, and event schedule. Learn more about our event and conference management software.