Page 156 - DMGT304_EVENT_MANAGEMENT

Unit 7: Planning for Events and Event Proposal

Room set-ups/configurations Notes
Parking needs
Need for overnight accommodations

Need for registration services
Need for professional meeting planning services
Free tools make planning events easier than ever. From the first stages of planning through post
event followup, there are tools for every detail. The following list offers a taste of some of the
best resources out there. You can think of it as a toolkit for planning events of all shapes and
sizes. Let us know in the comments what your experience is with these tools and what others
you've found helpful for organizing events in the past.

7.2.1 Invitations

For most events, invitations are an important step. Whether it is an internal company meeting,
a birthday happy hour, or your next city-wide tweetup, there are endless invitation platforms
available. Each is unique and works best for different scenarios.
Doodle.com is a slick tool for finding common, free meeting times for a group of people.
It allows you to easily overlap the different schedules of a group of people that needs to
meet. Each person selects their availability and a simple color coded calendar shows
everyone what the obvious meeting time should be. It works perfectly for small groups,
but obviously, with the more people you add to the equation, the lower the chances you
will find that perfect meeting time when everyone is available.
Twtvite.com is an easy, simple, and quick invite tool based completely on Twitter. What
it lacks in long term event planning resources, it makes up for in ease of use. It takes just
seconds to set up an event, includes all the necessary details, and makes it incredibly easy
for people to see who is attending, RSVP, and spread the word to their network through
Twitter.

7.2.2 Organization Tools

Events can overload us with information and logistics, from planning the location to organizing
information for attendees. Fortunately there is a tool out there for pretty much every
organizational task you'll come across. Whether you need to work with people around the
world to plan your event or you just want to gather resources for your attendees in one, easy-to-
find location, there is an online resource designed for the task.

Wikis: For events that are organized by multiple people or in multiple cities by volunteers,
a wiki can provide an easy communication and organizational platform. Barcamps and
Social Media Clubs have launched quite successfully using wikis for planning and
organizing. They offer immediate engagement for people interested in your event and
when someone is able to get involved right away, they become a champion of the event.
Wikis are one of the best tools for this.
Google Maps: If your event involves multiple venues or a city that is away from home for
your attendees, consider creating a custom Google map as a visual guide of useful places
and addresses. For people that have concerns about the area, especially looking for the
right hotel, this can be a great resource.

LOVELY PROFESSIONAL UNIVERSITY 151