Planning an event isn’t just about creativity, it’s about coordination. Behind every smooth check-in, polished presentation and packed room is a well-chosen set of tools helping organizers keep everything on track. For small to mid-size event teams, the right tech stack can turn stress into strategy. Platforms like Brown Paper Tickets, a ticketing service offering digital tools for accessible and streamlined event planning, help organizers simplify logistics, manage guest communication and focus on people, not just processes. When time, energy and budget are limited, having technology that fits the job, without overwhelming it, makes all the difference.
Technology alone isn’t the solution, but it’s how it’s used that matters. The most successful organizers leverage digital tools not just for efficiency, but to enhance the overall experience for both attendees and staff. From automated reminders to real-time updates and mobile check-ins, well-integrated technology helps streamline the experience and adds a layer of professionalism and ease. When used intentionally, these tools allow teams to stay focused on what matters most; cultivating connection, encouraging engagement and creating lasting moments.
Ticketing and Registration
The ticketing system is often a guest’s first point of contact at your event, so it should be clear, mobile-friendly and simple to navigate. Look for platforms that allow tiered pricing, donation-based entry, promo codes and real-time reporting. For mission-driven or community-centered events, the ability to offer “pay what you can” options or no-fee RSVPs can improve attendance and accessibility. It supports these features, while also offering low fees, built-in communication tools and customizable event pages. For teams working without dedicated IT staff, a user-friendly interface is just as important as functionality.
Project Management Tools
From vendor outreach to stage setup, even small events have moving parts that need to be tracked. Project management tools help teams stay aligned, especially when staff are working remotely or juggling multiple priorities. Platforms like Trello, Asana and Notion are popular for their visual task boards and collaborative features. Many allow teams to assign tasks, set deadlines and attach files in one place. Color-coded lists, timeline views and checklists make it easier to keep things from slipping through the cracks. Some planners stick with Google Sheets for its simplicity, especially when paired with shared folders and filters. No matter the system, the goal is visibility, knowing what needs to happen, and who’s responsible.
Communication and Team Coordination
Internal communication tools are the glue that holds planning teams together. Email alone often isn’t fast enough or organized enough for day-to-day updates. Slack is a common choice for its searchable channels, quick file sharing and integration with other tools. WhatsApp and Signal are go-to platforms for smaller teams, especially when speed matters most, like during load-in or real-time troubleshooting on event day. Setting clear expectations for communication channels, response times and point-of-contact roles can help prevent misunderstandings. Teams that take time to plan how they will communicate often operate more smoothly and efficiently than those that don’t.
Design and Promotion Tools
Marketing collateral doesn’t have to come from an agency. Tools like Canva, Adobe Express and VistaCreate let organizers build flyers, schedules and social graphics with ease. Many platforms offer templates sized for email, Instagram or printed posters.
For promotion, email tools like Mailchimp or Sender help automate reminders and newsletters. Social scheduling tools like Buffer or Later allow teams to plan content, freeing them up to focus on last-minute tasks. What matters is consistency, using the same fonts, tone and visuals across platforms builds trust and recognition with your audience.
On-Site Check-In and Credentialing
Check-in is your first moment of in-person contact. If it’s slow or disorganized, it affects how guests feel about the event from the start. Tools that support QR code scanning, mobile attendee lists or even badge printing can make this process smoother. It includes built-in check-in tools that allow staff to manage access from phones or tablets, ideal for events with rotating volunteers or limited gear. For larger events, dedicated apps like Zkipster or Checkin Easy provide added options for credential tracking, VIP lists or timed entries.
Audience Engagement and Feedback
What guests think, before, during and after the event, should guide future planning. Gathering that feedback doesn’t require a complex survey tool. Google Forms, Typeform and Jotform all provide free or low-cost ways to ask focused questions and collect input.
During multi-session events, engagement platforms like Slido or Poll Everywhere can gather audience responses in real time. Whether it’s a live Q&A, a single poll or a quick emoji reaction, these interactions make events feel more conversational. It also supports post-event communication, which makes it easier to send surveys or share impact highlights right after the event ends.
Budgeting and Financial Tracking
Even lean budgets deserve strong oversight. For small teams, spreadsheets often work fine, especially when organized by category, updated frequently and shared across the team. For more detailed tracking, tools like Wave, QuickBooks and Zoho Books allow planners to create quotes, track spending and generate financial reports. Linking your ticketing data to your budget helps reduce manual entry and ensures more accurate forecasting. Platforms like Brown Paper Tickets offer downloadable transaction summaries and real-time sales tracking, which helps planners align spending decisions with actual cash flow.
File Sharing and Documentation
Most events run on dozens of documents, schedules, scripts, permits, signage and more. If those are buried in inboxes or saved to individual desktops, team collaboration can suffer. Google Drive, Dropbox and Microsoft OneDrive offer simple folder sharing and version control. Set up a system early, with clear naming conventions and folder structure, to avoid the panic of hunting for a missing file two days before showtime. Many organizers also create event-specific folders for vendors or volunteers, allowing them to access only what’s relevant to their role.
Building a Stack That Works for You
No two events are the same, and no single tech stack fits every organizer. What matters most is usability. Do the tools fit your team’s size, workflow and comfort level? Are they supporting communication, not cluttering it? The best tech setup helps planners focus on what they do best. Creating meaningful, memorable experiences. For small to mid-size teams, that often means choosing platforms that are intuitive, reliable and built with flexibility in mind. It’s the kind of tools built for real-world planning, simple, effective and free of unnecessary complexity. When technology supports your workflow instead of complicating it, the entire event process feels more manageable.
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