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Blog article 3 min read

Next-gen event planning: How to save time with tech in 2024

Preslea Jane

Written on

It's time to stop reinventing the wheel. In an industry where efficiency is the name of the game, the event planners who have come before you have created processes to plan like a pro, so you don't have to.

But these best practices are not set in stone. The recent evolutions of event tech and generative AI are pushing Meetings & Events professionals to take a fresh look at their workflow.

We're breaking down the best tips to save time as an event planner, with and without tech.

If you're interested in getting the beginning to end overview for the most efficient workflow, download our new ebook: Corporate Event Planning with Event Technology.

Communication

Having one central hub for collaboration with your internal stakeholders and external suppliers is a great place to start.

  • Choose a platform that enables collaboration between internal and external stakeholders.
  • Define lines of communication to ensure that nothing is lost or repeated.
  • Create a system for categorizing chats for specific events.
  • Consider tools that enable the storing of relevant files within chats, so you never have to go looking for information.
  • Automate the scheduling and assigning of tasks to collaborators.

💡 Planned centralizes communication and documentation in the event inbox.

Sourcing

Sourcing is all about finding the best option in the least amount of time. The best option is one that will meet or exceed your needs for the most efficient cost, but it's hard to determine what's what when everything is buried on the internet and requires manual entry for comparing options.

  • Clearly define your needs for each category of suppliers in your event.
  • Look for approximately 3 options per category.
  • Browse event tech options for vendor marketplaces with a large index of listings. The industry standard is 200,000 suppliers within a marketplace.
  • Use a platform with a fast-response times to save you the trouble of having to constantly follow up with suppliers.
  • If available, browse virtual venue tours to get a feel for what to expect in person.

💡 Planned automates sourcing with AI and maintains industry-leading response times.

Negotiation

A top priority for event planners is getting the best price. But it's important not to begin looking blindly.

  • Check if your company has visibility on previous deals.
  • Create a standardized way of organizing supplier information to compare options quickly and efficiently.
  • Keep a list of suppliers you've worked with to return to for future events and leverage previous event spend and volume.

💡 Planned users enjoy a comparison tool that standardizes supplier quotes side-by-side.

Guest management

In particular, this portion of the event planning process can be a huge pain point for event planners dealing with the change management of countless last-minute attendee requests.

  • Consider sending out preliminary RSVPs before beginning planning to ensure that you source for what your attendees actually want and need.
  • Create a branded mini-website for your attendees to see event details.
  • Use a platform that automatically tracks attendee data to avoid manual data entry and tracking.
  • Consider tools that automate the creation of event websites and invitations, with customization capabilities.

A platform that uses the language that matters to you will have a greater impact than an Excel sheet filled with ever-changing data.

💡 Planned has launched a suite of guest management features including RSVP with automated website creation, and hotel Room Block capabilities.

Payment

Corporate companies often have specific payment policies that suppliers aren't always on board with. There are two workarounds:

  • Align on payment methods prior to signing with a supplier.
  • Use a platform that can carry out payments with suppliers.
  • Centralize expenses to limit the chasing of invoices.
  • Look for all-in-one solutions that enable real-time reporting.

💡 Event planners that pay through Planned don't have to bend to the policies of suppliers. They are able to pay their way and track expenses in one place.

Decision-making

Real-time data analytics help to make quicker and informed decisions. But it is only possible when information like expenses, attendee data and budget tracking are centralized, otherwise the analysis requires lengthy manual input.

  • Streamline your event planning to limit the potential for lost data.
  • Use tools to automate your data analysis.
  • Leverage data to confidently decide on future planning endeavours.

💡 Planned supports end-to-end event planning, enabling real-time reporting, and empowering our users to leverage their data insights.

With everyone planning events nowadays, the same processes are built from scratch far too often.

But in an industry where professionals have honed the process to a near science, it's worth looking out how others are optimizing company-wide.

Over the years, event tech has become the trusty sidekick of event planners new and experienced. And it will only become more centralized and streamlined as time goes on, freeing up planners for more strategic efforts.

Begin optimizing your personal and company workflows with the ebook: Corporate Event Planning with Event Technology.

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