Our Favorite Event Planning Tools

We're rounding up some of our favorite planning tools we use with our clients and our team to keep all the planning in motion.

We invest around $3,200 a year in our planning systems to make our clients' experience seamless and our project management efficient. Keep reading to find out how…

RSVPs & SEAT ASSIGNMENTS - Aisle Planner

Syncing the guest list, RSVP's and seating chart is one of the most complicated parts of planning an event. Aisle Planner provides our clients with the most user friendly experience to make this process easy.

Then, you layer in the fact that their vendor contracts, to-do lists, budget and event timeline all already live in this system and it just makes sense for clients to use the simple guest management capabilities of this tool.

FLOOR PLANS - All Seated // Social Tables

Utilizing a tool that already has a pre-loaded, to scale venue layout makes our job SO much easier. Most of the venue's layouts include details like doorways, hallways, and permanent fixtures. The tools also have almost every event item imaginable to drop into the layout. Not only can we can drop in different tables and chairs, but we can get extremely detailed with things like lounge sets, red carpets, stanchions, draping, bars, staging and AV.

WEDDING WEBSITES - Minted // Zola

Both of these have easy to use dashboards, lots of design templates, and give us planners all the tools we need. We can customize RSVP pages by individual guest, post announcements at the top of the site, and easily update information like shuttle schedules, hotel booking links, and the schedule of events.

INTERNAL TASK MANAGEMENT - Asana

We use Asana to track ALL the things we do behind the scenes. Our client's heads would spin if they saw all 800+ tasks that we manage on their behalf! We've created robust templates for our weddings, corporate, and private events and even set dependencies that force us to wrap up in-progress projects with our clients before we start new ones. We've tried multiple different task management softwares over the years, but we continue to come back to Asana every time.

Collaboration - Google Drive

Hands down, the Google Drive suite of docs, sheets, sites, and forms are the best way for us to collaborate with clients. We are often working with committees, couples and their family members, and vendors who need access to important information. Allowing everyone to have access to the most recent version of a document, paired with editing/view only capabilities lets us work with everyone easily!

Project Management - Aisle Planner // Google Sites

One of the most complicated parts of our job is keeping our complex internal systems private, while also providing our clients with a simple, easy access dashboard to all of their event information. Both Aisle Planner and Google Sites allow our wedding, corporate and private event hosts to find what they need within a few clicks. Keeping these systems up to date is the most tedious part of our job - but ensuring they have only the info they need is worth the confidence they have throughout the planning process.

Contract Signing - DocuSign

Our clients sign anywhere from 12 - 30 service agreements for a single event. Simply forwarding a PDF for signature is not an efficient use of anyone's time. We send all documents requiring a signature through DocuSign to streamline the process and ensure everyone gets a fully executed copy of the agreement.

Collecting Address - Postable

Postable allows our clients to easily collect their guests' mailing address, email, and important contact information. By generating a unique link to send to everyone, it pulls their details into one place so we can format and import them into our planning system. 

Now that you’ve gotten a glimpse into the many tools we use to do our job, learn more about the team that uses them!

Head over to the “Our Story” page now.

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