Efficient planning with event management software

5 min read

Event Planning

In the dynamic world of online events, it's crucial to stay on top of things and efficiently plan every step of the event. Imagine an online event management platform that makes your wildest dreams of a seamless, user-friendly and comprehensive event planning solution come true.

In this blog article, we'll take you on a journey of discovery through the innovative world of Veertly and show you how this online event management platform can take your event planning to the next level.

Plan online events efficiently

Planning a successful virtual event can be a challenging and complex task. From brainstorming the idea for an event to follow-up, there are many aspects that need to be considered. But don't worry, with the right strategies and tools, planning your event can be efficient and stress-free. Following is a step-by-step guide on how to efficiently plan an event to create a memorable experience for your attendees.

Step 1: Define your online event goals

Before you start planning, be clear about the goals of your event. Do you want to expand your network, introduce a new product, or simply host a fun event? Setting goals will help you determine the scope and direction of your event and make planning more effective.

Step 2: Create a schedule

A well-thought-out schedule is key to planning your event efficiently. Set a date and time frame for your event early on. Then, create a list of tasks and milestones that need to be completed by the day of the event. Assign each task a responsible party and a completion date to keep track of progress. For larger and more complex events, it is additionally useful to outline the critical path including project dependencies.

Step 3: Budgeting

Creating a detailed budget is critical to planning your event efficiently. Take into account all costs associated with the event, such as venue rental, catering, marketing, technology and staff. Keep an eye on your budget throughout the planning phase to ensure you don't overlook any unexpected expenses for you or your clients.

Step 4: Venue or platform selection

Choosing the right venue or the best virtual event app for your needs will have a huge impact on the success of your event. When choosing a location, consider factors such as location, size, parking availability, technical equipment, and catering options. Feel free to be creative here and surprise your attendees. For online event software, take a closer look at the functionality, credentials, scalability, ease of use, and data security of the event platforms.

Step 5: Plan engaging content and activities

Content and activities are the heart of your event. Make sure your event agenda is informative, entertaining and engaging to keep attendees happy. Depending on the duration of the event, plan enough breaks and networking opportunities to give attendees time to interact and relax. At conferences, it can help to engage well-known personalities as keynote speakers or as panelists to persuade interested parties to attend the event.

Step 6: Coordination of partners and service providers

Good communication and collaboration between all parties involved, such as sponsors, speakers, service providers and staff, are critical to the success of your event. Keep everyone in the loop and make sure everyone knows their roles and responsibilities. If there are numerous stakeholders, it is advisable to create a stakeholder map

Step 7: Publicity and Marketing

Effective marketing is critical to generate interest in your event and attract attendees. Develop a marketing strategy that includes social media, email campaigns, flyers, online event platforms, and local media where appropriate. Start promoting early to allow enough time to get your message out.

Step 8: Evaluate the success of your event

After the event, it's important to measure its success and gain valuable insights for future events. Gather feedback from participants, speakers and partners to identify strengths and areas for improvement. Leverage the capabilities of your event software and also analyze quantitative data, such as attendee numbers, NPS, engagement metrics, and revenue generated, to validate your goals and expectations.


How can event management software support this?

Online event management software is an indispensable tool for event managers when planning large and complex events in order not to lose the overview and to work efficiently.


  1. Centralize and organize event planning

Event management tools facilitate the organization of your event by centralizing all relevant information and processes in one place. This includes, for example, the schedule, stakeholders, tasks and much more information. This allows you and your team to access all data and work on planning at the same time, improving collaboration and efficiency.

  1. Automation of routine tasks

One of the greatest strengths of event management software is the automation of routine tasks, such as sending invitations, confirmations and reminders. This saves time and reduces the risk of errors, allowing you to focus on more important aspects of your event. Moreover, with tools like Zapier, you can link data from different sources, for example, the data from your ticketing system is automatically played into the online event platform or the event app is linked to your CRM.

  1. Easy creation of event web pages and registration forms

Event management software like Veertly allows you to create and customize engaging event websites and registration forms without any prior technical knowledge. This simplifies the registration process for your attendees and improves the overall look of your event.

  1. Attendee management and communication

A good event management software provides you with attendee management features, such as managing registrations, waiting lists, and cancellations. It also facilitates communication with attendees through integrated email and messaging tools that allow you to share targeted information and respond to requests efficiently. Access control of digital events can also be managed with the event software.

  1. Payment processing and accounting

Some event management tools can also assist with payment processing and accounting. They can offer different payment methods, generate automatic invoices, and generate financial reports to keep track of your event's financial performance.

  1. Reporting and analysis

Event management software provides valuable insights into your event's performance through reporting and analytics. You can review attendee numbers, revenue, engagement metrics and more to optimize your event and improve future events.

  1. Integration with existing systems

Many event management software solutions integrate with existing systems, such as CRM or marketing automation tools. This makes it easier to synchronize data and allows you to plan and execute your events even more efficiently.


Event management software has the potential to fundamentally simplify and improve the planning and execution of events such as virtual conferences, trade fairs and online workshops. Through process automation, centralized organization, efficient communication and comprehensive analytics, event organizers can make their events more successful and efficient. The right event management software allows you to keep track of all aspects of your event and ensures that all stakeholders are well informed and up to date. Overall, investing in a powerful event management software like Veertly is a smart decision that will help you organize impressive and successful events while saving you time and resources.


Photo by Eric Rothermel on Unsplash

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