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Managing events is no joke. Whether you're organizing a small workshop or a full-scale conference, the logistics can be overwhelming. Between deadlines, venue coordination, vendor follow-ups, and marketing, things can spiral out of control fast. If you've ever felt like you're juggling a dozen balls and can't afford to drop a single one, you're not alone.

I get it. I've tested over 15 project management tools specifically for event planning. Some were fantastic, others... not so much. The problem is, most tools aren't built with event managers in mind. They either overcomplicate things with unnecessary features or lack the essentials you need to make an event run smoothly.

But here's the good news: there are tools that do work for event management — tools that can save you time, reduce stress, and keep everything on track. In this guide, I'll break down what actually matters in a project management tool, help you avoid common pitfalls, and share my top recommendations based on real testing.

By the end, you'll know exactly what to look for, what to avoid, and which tools are worth your time and budget. Let’s dive in and make managing your next event a whole lot easier.

What Actually Matters (And What Doesn't)

Let’s cut through the noise. Not every feature advertised by project management tools is going to make your life easier as an event planner. Some are just fluff. Others are game-changers. Overhyped Features

Kanban Boards: They look cool, but for events, they often add more steps than they save. Unless your team is already committed to this style, it’s probably not worth the hassle. Time Tracking: Unless you’re billing clients by the hour, you don’t need a built-in time tracker. Most event managers I know skip this entirely.

Features That Actually Matter

Task Dependencies: Events run on tight schedules. Knowing what needs to be done before something else can start is critical. Look for tools that let you set and visualize dependencies. Collaborative Checklists: These are gold for event planning. Whether it’s a packing list for your AV equipment or a step-by-step guide for setup day, shared checklists keep everyone aligned. Calendar Integration: You probably live and die by your calendar. A tool that syncs tasks and deadlines to Google Calendar (or similar) can save you from last-minute scrambling. Mobile App: Let’s be real, you’re not always at your desk. A solid mobile app can be a lifesaver when you’re on-site or in transit.

Honestly, I’ve learned that simpler is often better. A tool that focuses on solid collaboration and scheduling will serve you better than one overloaded with features you’ll never use.

Quick Decision Guide: Which One Is Right For You?

Not all event planners have the same needs. Here's a quick decision guide to help you find your perfect match:

If you’re a solo event manager: Go for tools like Trello or Todoist. They’re simple, affordable, and won’t overwhelm you with features meant for teams. If you’re managing a small team: Asana or ClickUp are great. They balance simplicity with enough features to keep everyone on the same page. If you’re doing large-scale events: Smartsheet or Monday.com are your best bets. They handle complex timelines, budgets, and team coordination like pros. If you need client-facing tools: Look into Basecamp. It makes sharing updates and files with clients super easy without overloading them. If you're on a tight budget: Notion is surprisingly powerful for its price (or free tier). It’s a bit of a blank canvas, but you can customize it to fit your workflow.

Each tool has its strengths and weaknesses, but matching the tool to your specific situation is what counts most. Don’t get distracted by shiny features that don’t serve your main needs.

The Real Costs (Beyond the Price Tag)

Project management software pricing can be sneaky. Let’s break down what you’re really paying for: Subscription Models

Monthly vs Annual: Most tools offer discounts for annual billing, but it’s only worth it if you’re 100% committed to using the tool long-term. Otherwise, stick with monthly plans to test the waters. User Fees: Some platforms charge per user. If you have a big team, this can add up fast. Look for flat-rate options if you’re managing a large group.

Hidden Costs

Storage Limits: Many tools cap the amount of file storage you get. If you’re uploading high-res photos, videos, or large contracts, you might hit those limits and face extra fees. Integrations: Some integrations (e.g., CRMs or advanced analytics) are locked behind premium plans.

Long-Term ROI A good project management tool should save you time. If it feels like you’re spending more time managing the tool than managing your event, it’s not worth the money.

Common Mistakes That Cost You Money

Avoid these mistakes and you’ll save yourself a lot of headaches (and cash):

Paying for features you don’t need: It’s tempting to go for the most feature-packed tool, but if you’re not using those features, you’re wasting money. Ignoring the learning curve: Some tools are powerful but take a lot of time to master. If your team doesn’t have the time to learn it, you might be better off with something simpler. Skipping free trials: Always test tools before committing. A free trial can reveal whether a tool’s workflow actually fits your needs. Underestimating mobile access: If you’re managing events on-site, you’ll need a tool with a solid mobile app. Don’t assume desktop functionality will be enough.

Being strategic about your choice can save you from a lot of frustration and unnecessary costs.

My Testing Process & What I Learned

Over the past year, I’ve tested more than 15 project management tools for event planning. Here’s how I did it: My Criteria

Ease of use: Can my team and I get started quickly? Collaboration: Does it make working with others easier? Scheduling: Does it handle deadlines and dependencies well? Mobile access: How functional is the app on the go?

What Surprised Me

Overcomplication: Some big-name tools were too complex for event planning. They were like trying to cut bread with a chainsaw. Underrated Tools: Notion surprised me. It’s not marketed as an event planning tool, but its flexibility makes it a hidden gem.

At the end of the day, no tool is perfect. The best one is the one you and your team will actually use. So, test a few, and don’t be afraid to keep it simple.

Frequently Asked Questions

What’s the best project management tool for event planning on a budget?

If you're on a budget, I’d recommend starting with Notion or Trello. Both offer free plans that are surprisingly robust. Notion is great for customization, while Trello is perfect for simple task tracking. Note that free plans might have limitations, like a cap on file uploads or fewer integrations. If you can afford it, upgrading to a paid plan often unlocks features worth the investment. Bottom line: Start free, then upgrade if you see value.

Do I really need a project management tool for event planning?

It depends on the complexity of your events. For small, informal gatherings, you might get by with a simple checklist. But for larger events with multiple vendors, timelines, and team members, a project management tool can be a lifesaver. These tools help you stay organized, communicate better, and avoid costly mistakes. Without one, it’s easy to lose track of details. Bottom line: If your event has many moving parts, a project management tool is worth it.

What’s the easiest project management tool to use?

Trello is one of the simplest tools out there. Its drag-and-drop interface is intuitive, and it’s easy to get started without much training. Asana is another user-friendly option with a bit more functionality. That said, if you need more customization, Notion has a slight learning curve but can be tailored to your needs. Bottom line: For ease of use, go with Trello or Asana. For customization, try Notion.

What’s the difference between Asana and Monday.com for event planning?

The main difference is complexity. Asana is simpler and great for smaller teams or straightforward projects. Monday.com, on the other hand, is more feature-rich and better for larger, complex events. If you need advanced budget tracking, custom workflows, or extensive reporting, Monday.com is the way to go. But if you want something quick and easy to set up, Asana wins. Bottom line: Choose Monday.com for big, complex events. Pick Asana for smaller, simpler projects.

What are the biggest challenges when switching to a new tool?

The biggest challenges are training your team and migrating your existing data. Some tools have steep learning curves, and if your team isn’t on board, you might struggle to get buy-in. Data migration can also be a pain, especially if your old tool doesn’t integrate directly with the new one. You might have to manually transfer tasks, files, and deadlines. Pro tip: Use free trials to test the tool with your team before committing. Bottom line: Plan time for training and migration to make the transition smoother.

Can I use a general project management tool for event planning?

Yes, you can! Many general project management tools, like ClickUp or Notion, are flexible enough to handle event planning. The key is to customize the tool to fit your needs. For example, set up project templates for different types of events, or create custom workflows for things like vendor management and guest lists. Bottom line: General tools work fine as long as you’re willing to customize them for your events.

How important is customer support when choosing a tool?

Very important, especially if you’re new to project management tools. Good support can save you hours of frustration. Look for tools with live chat or quick email response times. Some platforms also offer extensive help centers or community forums where you can find answers on your own. These can be just as valuable as direct support. Bottom line: Don’t underestimate the value of good support, especially when you’re just starting out.