At Fitwise, we know as well as anyone that planning a large event can be a daunting task. From managing vendors to coordinating logistics and attendees, there are lots of moving parts that need to be managed effectively. Luckily for us, there are many free tools that can help simplify the planning process and ensure that your event is a success. Let’s take a look at some of the most useful free tools that you can use to plan a large event.
Trello is an online project management tool that can be used to organise and manage tasks for your event. You can create boards for different aspects of event planning such as logistics, catering, or registration. Within each board, you can create cards that represent individual tasks or items that need to be completed. You can assign team members to each task, set deadlines, and track progress in real-time. Trello also offers mobile apps for iOS and Android, allowing you access to your boards and cards from anywhere.
Google Forms is a free tool that allows you to create customised forms for collecting information from attendees, volunteers, and vendors. You can use Google Forms to collect registration information, request feedback, or even conduct surveys. Google Forms are highly customisable and can be integrated with other Google services like Google Sheets for easy tracking and analysis of data. A shared Google Drive account is another useful tool for keeping all of your documents in one place, and it integrates directly with most Google applications.
Canva is a graphic design tool that is ideal for creating event marketing materials such as posters, flyers, and social media graphics. The software is easy to get to grips with and offers an impressive range of templates ready-made for use, allowing you to customise them to fit your event’s branding and messaging. Canva also offers a variety of stock images and graphics that you can use to enhance your designs (but don’t forget about royalty-free image sites like Pixabay and Pexels). Canva Pro offers access to additional assets, templates and tools like the background remover for extra photo editing.
Zoom is a video conferencing tool that has become incredibly popular in recent years, especially over the COVID-19 pandemic. It’s a great tool for hosting remote meetings with team members. Zoom supports meetings with up to 100 participants for up to 40 minutes at a time for free. You can also share screens and use other collaboration features such as breakout rooms.
Slack is a team communication tool that can be used to coordinate with team members during the planning process. You can create different channels for different aspects of your event, and you can also use Slack to share files, assign tasks, and receive real-time notifications about updates and changes.
Buffer is a social media management tool that can be useful when it comes to promoting your event on social media. The free version allows connection of up to three social media channels, with the option to increase this via a monthly subscription. With Buffer, you can schedule posts in advance, monitor social media activity, and view how your audience is engaging with your posts.
This is by no means an exhaustive list of the tools available to you, but hopefully it is a start to get you looking in the right places. If you are looking for professional help with planning a large event, Fitwise offers tailor-made event planning services. We can take on the planning of your whole event, or just lend a hand with certain aspects. Whatever your needs may be, our talented team is on hand to help deliver your ideal event. To learn more, visit this section of our website or contact events@fitwise.co.uk.