Event planning can feel like managing a million moving parts. Between securing venues, coordinating vendors, and ensuring everything runs smoothly, your to-do list never seems to end!
Start reducing your stress and enhancing your planning with some of the top resources for event management.
What Resources are Needed for an Event?
The right resources for an event go beyond logistics and venue setup. They are the key tools and systems that ensure the event is not only successful but also safe.
Reliable Software and Tools
Tools are the technologies and platforms that help you streamline processes, stay organized, and track progress efficiently. These are your event planning “workhorses.”
- Project management software is invaluable for organizing tasks, assigning responsibilities, and keeping track of deadlines
- Vendor management tools help you track vendor details, contracts, and payments in one place
- Event registration and ticketing tools provide an easy way to manage your attendees efficiently, reducing stress on the day of the event
- Communication platforms ensure seamless collaboration, especially when coordinating a remote or hybrid event
A Trustworthy Team
Your team and your network of vendors are essential resources that bring your event to life. The right people ensure every detail is handled and your event operates smoothly.
- Having skilled event planners and vendor coordinators on your team ensures the planning, logistics, vendor relations, and troubleshooting run like clockwork
- Whether you’re working with retailers, exhibitors, photographers, concessionaires, or live entertainers, your vendors play a crucial role in executing your vision, so it’s essential to choose reliable parties
- Volunteers and staff are critical for helping with registration, crowd control, or setup, making all the difference in your day-of happenings
Streamlined Systems
Systems are the processes and structures you put in place to organize and manage your event efficiently. These systems ensure that everything is handled in a logical, timely manner.
- Vendor verification systems use a central system for tracking and verifying Certificates of Insurance (COIs) to ensure every vendor has the correct insurance before the event begins
- Financial systems help you stay within your event budget and can track any unexpected costs that come up
- Registration and check-in systems speed up check-ins, avoid bottlenecks, and keep your event on schedule
Effective Strategies
These are the plans and strategies you set in motion before and during the event to guide your decision-making, execution, and ensure its success.
- Emergency contingency plans, such as backup vendors, contingency plans, and event insurance, help you mitigate unexpected risks, like a sudden weather change, a vendor cancellation, or a technical failure
- Marketing and promotion help drive attendance and build customer excitement, as well as keep team members and vendors informed on essential event details
- Vendor insurance helps ensure everyone involved is covered for accidents, like injuries or property damage, so the liability doesn’t fall on you as the organizer
You Might Like: FAQs About Vendor Insurance for Events
Best Resources for Event Planners
Keep every part of your event running smoothly from start to finish with the right management tools and software!
1. Event Management Software
Event management software streamlines the entire process, from vendor communications to contract management.
⭐ Eventleaf: Ideal for managing vendor contracts, check-ins, and networks, especially for small businesses or freelance planners hosting large events
⭐ Eventify: End-to-end event management, coupled with a robust mobile app, that lets you manage registration, marketing, ticketing, and more
⭐ HoneyBook: Helps manage contracts, payments, timelines, and vendor communications for freelance event organizers
2. Project Management Tools
Using a shared project management tool keeps your team aligned and ensures nothing falls through the cracks.
⭐ Trello: A visual tool for organizing tasks and collaborating on event details
⭐ Asana: Helps manage tasks, deadlines, and team collaboration for event planning
⭐ Basecamp: A platform for team communication, file sharing, and task tracking
3. Financial Management Tools
Managing event finances can get complicated, but these tools help you track budgets, expenses, and keep things running smoothly.
⭐ QuickBooks: Manages event finances, expenses, and vendor invoices
⭐ Expensify: Tracks and manages expenses, making it easy to stay within budget
4. Event Registration and Ticketing Platforms
Efficient registration and ticketing platforms are crucial for large-scale events to ensure smooth attendee management and data collection.
⭐ Eventbrite: Manages event registration, ticket sales, and attendee information, making the registration process quick and easy
⭐ Splash: A platform for event marketing, registration, and ticketing with branded event pages
⭐ Cvent: A comprehensive solution for event registration, ticketing, and attendee management, especially well-suited for larger events with complex needs
5. Vendor Management Tools
Vendor management tools streamline communication and ensure your vendors are all on the same page, which is critical for smooth operations.
⭐ A2Z Events: Handles booth assignments, payments, and vendor communication
⭐ Bizzabo: An all-in-one platform for vendor management and attendee engagement
6. Marketing and Communication Tools
These tools help you stay connected with your team, promote your event, and keep attendees informed.
⭐ Slack: A team communication tool for real-time collaboration and file sharing
⭐ Hootsuite: Schedules and manages social media posts for event promotion
⭐ Mailchimp: An email marketing tool for event invites, reminders, and newsletters
7. On-Site Management Tools
On-site management tools streamline check-ins, guest lists, and event-day coordination to ensure a smooth experience for attendees.
⭐ Swoogo: Streamline event registration and check-ins for events with customizable features to create the perfectly branded guest experience
⭐ Whova: A mobile app for networking and managing event schedules
8. Feedback and Survey Tools
After the event, gathering feedback to assess satisfaction and improve future events is crucial. These tools help collect valuable insights from attendees and vendors.
⭐ SurveyMonkey: Collects post-event feedback to assess satisfaction
⭐ Typeform: A user-friendly tool for interactive surveys and forms
Your Simple, Stress-Free Solution for Vendor Insurance
Navigating the insurance needs of your event’s vendors can feel overwhelming. Different vendors require different types of coverage, and you need to ensure that every vendor is fully insured. That’s where we come in!
One-Stop Shop
✅ Coverage for 500+ vendor types, from booths and kiosks to carts and stalls
✅ Mix and match different policy offerings based on your event and vendors
✅ Receive a custom landing page to share with vendors for ease of purchase
Simplified COI Management
✅ Become an automatic additional insured on all vendor policies
✅ Get every vendor COI delivered straight to your inbox
✅ View, verify, and download certificates from your dashboard
Quality Coverage
✅ Flexible, affordable policies that fit your vendors’ needs
✅ Customizable coverage options for short-term and annual plans
✅ Policies start at $49/event for $2 million in general liability coverage
Dedicated Support
✅ Request a free partnership consultation with our team
✅ Work one-on-one with an associate to customize a plan
✅ Get a dedicated support associate assigned to help you and your vendors anytime
Focus on Your Event, We’ve Got the COIs
Partner with Insurance Canopy today and start protecting your event and vendors with ease!
FAQs About Resources for Event Planners
What Are Resources in Event Management?
Resources in event management are the tools, people, systems, and strategies you use to plan, coordinate, and execute an event. Simply put, resources help you stay organized, reduce risks, and ensure your event goes off without a hitch.
What Are the 5 C’s of Event Management?
The 5 C’s of event management are:
- Concept
- Coordination
- Control
- Culmination
- Close
These are known as the key stages in managing a successful event. From the initial planning to the final wrap-up, understanding these elements helps you stay organized.
What Are the 5 W’s in Event Planning?
The 5 W’s in event planning are:
- Who
- What
- When
- Where
- Why
These are the fundamental questions every event organizer needs to answer to ensure a smooth and effective event.
What Are the 7 Elements of Event Organization?
The 7 elements of event organization are:
- Logistics
- Venue
- Vendors
- Program
- Attendees
- Budget
- Risk Management
A solid understanding of these elements helps you create a cohesive and successful event protected from potential issues.
What Do I Need to Prepare for an Event?
To prepare for an event, you must organize logistics, vendor contracts, equipment, and a risk management plan.
One crucial but often overlooked resource is insurance for your vendors. Ensuring that vendors are covered against accidents, property damage, or legal claims is essential for avoiding potential setbacks.
