Let’s be honest – planning an event these days requires more than just sticky notes and notebooks (although I do love those too!). Technology is a planner’s secret weapon, and having the right tools can make everything flow seamlessly. Here’s a peek into my personal tech toolkit and the tools I use or recommend to keep events organized, fun, and stress-free.
Project Management & Organization
The backbone of any great event plan is a tool that keeps tasks, timelines, and notes organized in one place.
Trello is one of my go‑to visual tools. It uses boards and cards so I can see everything at a glance – deadlines, vendor follow‑ups, colour-coded tasks, and more. It’s great for both solo planning and collaborating with a team.
👉 https://trello.com
For more full‑featured project management, tools like Asana or Notion let you build detailed workflows, store documents, and keep your entire event plan in one home—even on the go.
Guest Management & RSVPs
Keeping track of RSVPs, dietary preferences, and attendance can be chaotic without the right support.
Partiful is a fun platform that lets you create custom event invitations, manage RSVP responses, send event updates, and even let guests react with emojis and GIFs.
👉 https://partiful.com
For ticketed or larger events, Ticketbud helps you sell tickets, track registrations, and manage attendee lists in one place.
👉 https://ticketbud.com
Another must‑check resource for wedding planning is WeddingWire. It’s packed with tools to track RSVPs, communicate with vendors, manage checklists, and even read reviews to find the best local vendors.
Apple also recently launched Apple Invites, which lets iCloud users create digital invites, track RSVPs, and even collaborate on shared photo albums and music playlists—all in one place.
👉 https://icloud.com/invites
Digital Floor Plans & Seating Charts
Nothing beats visualizing your layout before setup day. Tools here save so much time and prevent those awkward on‑site layout changes.
Planning Pod offers intuitive online floor plan creation, seating charts, and guest list management all together—great for weddings, galas, or corporate events.
👉 https://www.planningpod.com/event‑management‑software.cfm
Another option is Social Tables, which is especially good for collaborative diagramming and live edits with your vendors or venue team.
👉 https://www.socialtables.com/planners/
For more visual experiences, OPS by AllSeated lets you create 3D floor plans and share layouts with your team so everyone knows exactly where tables, bars, and lounge areas go.
Communication & Collaboration
Staying in sync with vendors, clients, and team members is key, especially when schedules get tight.
Slack is one of my favourite tools for fast, organized communication—channels for vendors, channels for timelines, direct messaging, file sharing—you name it.
👉 https://slack.com
For more group scheduling and RSVP‑like coordination, Howbout Shared Calendar makes it easy to share calendars and coordinate availability with anyone involved in your event.
👉 https://howbout.app
Event‑Specific Tools for Engagement
Apps that make your event interactive and memorable are becoming must‑haves.
GuestCam lets guests capture and upload photos and videos in real time to a private event gallery—no login needed.
👉 https://guestcam.co
Live polling and Q&A features, available in platforms like Whova, help you keep guests engaged and connected throughout the experience.
👉 https://whova.com
Music playlists, photo sharing, and live polls bring your event to life and make guests feel like part of the celebration—not just spectators.
Having the right tech at your fingertips doesn’t just help with planning—it changes the game. These tools help your events feel seamless, professional, and fun, and they free you up to focus on what really matters: making magical moments happen.
Heaslip Events 
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