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What are the best tools for organizing a conference?

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Organizing a conference can be a daunting task, especially if you have to manage multiple aspects such as speakers, sponsors, venues, attendees, and budgets. Fortunately, there are some tools that can help you streamline your workflow and ensure a successful event. In this article, we will explore some of the best tools for organizing a conference, covering their features, benefits, and drawbacks.

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Sami Dilek

Founder - Slotcar Racing Event - We bring top-tier entertainment to corporate events, company gatherings, team…

1 Project management tools

One of the first things you need to do when planning a conference is to set clear goals, assign tasks, and track progress. Project management tools can help you do that by creating a timeline, a budget, and a dashboard for your event. Some of the most popular project management tools for conference organizers are Trello, Asana, and Basecamp. These tools allow you to create boards, lists, cards, and subtasks for each aspect of your conference, and collaborate with your team and stakeholders. You can also integrate them with other tools such as Google Calendar, Slack, and Zoom for communication and scheduling.

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Andrea Soto Abajo

Estrategia de comunicación y eventos | Para marcas y empresas del sector eventos que quieren conseguir más | Hablo de eventos, comunicación, negocios, liderazgo ??
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Otra herramienta que puede ayudar en la gestión de proyectos y de una manera bastante visual es Notion. Aún así, para la organización de eventos y conferencias, Asana o Trello son las que utilizamos en Eventarte. Además de una buena herramienta de gestión es necesario: - Plantear cómo va a ser la coordinación y comunicación interna de todo el equipo (por ejemplo. A través de esta herramienta + reuniones...) - Escoger un lugar de almacenamiento ilimitado para guardar toda la documentación del evento (Drive, Dropbox...)

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2 Registration and ticketing tools

Another essential aspect of organizing a conference is to manage the registration and ticketing process. You want to make it easy for your potential attendees to sign up, pay, and get access to your event. Registration and ticketing tools can help you do that by creating a landing page, a form, and a payment gateway for your conference. Some of the most popular registration and ticketing tools for conference organizers are Eventbrite, Tickettailor, and Hopin. These tools allow you to customize your event page, collect data, and process payments. You can also integrate them with other tools such as Mailchimp, Zapier, and Eventzilla for marketing and automation.

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Andrea Soto Abajo

Estrategia de comunicación y eventos | Para marcas y empresas del sector eventos que quieren conseguir más | Hablo de eventos, comunicación, negocios, liderazgo ??
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Otras herramientas de venta de entradas (en función de la categoría del evento): - Eventix - Entradium - Ticketmaster - Fever Otras herramientas de email marketing que te pueden ayudar en las automatizaciones e integración de comunicaciones: Mailerlite, Active Campaign.

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3 Speaker and sponsor management tools

One of the main attractions of any conference is the speakers and sponsors. You want to attract and retain the best speakers and sponsors for your event, and provide them with a smooth and satisfying experience. Speaker and sponsor management tools can help you do that by creating a call for proposals, a speaker portal, and a sponsor kit for your conference. Some of the most popular speaker and sponsor management tools for conference organizers are Sessionize, SpeakerHub, and SponsorshipBooth. These tools allow you to invite, review, and select speakers and sponsors, and communicate with them throughout the event. You can also integrate them with other tools such as Google Drive, Dropbox, and LinkedIn for file sharing and networking.

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Sami Dilek

Founder - Slotcar Racing Event - We bring top-tier entertainment to corporate events, company gatherings, team activities, trade shows, exhibitions, and all types of events. / Designer / Turkey / Europe / BAE / UK / USA
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Selecting the right speakers is crucial to attract participants' interest and enhance the value of the conference. Engaging speakers with fascinating topics and a high level of expertise can make the ideas and knowledge gained from the conference more valuable to attendees. Sponsorship agreements can also add vibrancy and prestige to the event by bringing international brands to the conference. Furthermore, organizing entertaining and community-building activities during conference breaks can prevent participants from getting bored and help maintain their motivation. These activities could include networking workshops, interactive sessions, or short breaks.

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4 Venue and catering management tools

One of the most challenging aspects of organizing a conference is to find and book the right venue and catering for your event. You want to ensure that your venue meets your requirements, such as capacity, location, accessibility, and amenities. You also want to ensure that your catering meets your preferences, such as dietary restrictions, quality, and variety. Venue and catering management tools can help you do that by creating a venue search, a venue booking, and a catering order for your conference. Some of the most popular venue and catering management tools for conference organizers are Venuefinder, Eventective, and ezCater. These tools allow you to search, compare, and book venues and caterers, and manage the logistics and details of your event.

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5 Attendee engagement and feedback tools

One of the most important aspects of organizing a conference is to engage and collect feedback from your attendees. You want to create a memorable and valuable experience for your attendees, and measure their satisfaction and impact. Attendee engagement and feedback tools can help you do that by creating a live polling, a Q&A, and a survey for your conference. Some of the most popular attendee engagement and feedback tools for conference organizers are Slido, Mentimeter, and SurveyMonkey. These tools allow you to interact with your attendees, gather their opinions and questions, and analyze their responses and feedback.

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6 Online event platforms

One of the most emerging aspects of organizing a conference is to host it online or hybrid. You want to create a virtual or blended experience for your attendees, and leverage the benefits of technology and accessibility. Online event platforms can help you do that by creating a live streaming, a networking, and a gamification for your conference. Some of the most popular online event platforms for conference organizers are Zoom, Remo, and Airmeet. These tools allow you to broadcast your sessions, facilitate your connections, and incentivize your participation.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Siddhartha Menon

Content Strategy| Brand Building| 0-1 Journey Expert| CX| Growth Marketer| Performance Marketing Strategy| Digital and Real World Storytelling| Team Management and Training| Experiential Strategy and Storytelling
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I think the one tool that is neither online nor offline is the ability to adapt, that is the one tool that every event manager should have in their arsenal. Being cognizant of the fact that anything can happen and you need to think on the fly is the one skill/tool that allows you to create better experiences.

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Catherine Scoggins

Event Producer + Community Builder
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An app that we have recently used and enjoyed was Sched! It was really user friendly to be able to plug in all our information easily, but also offers the opportunity for custom CSS in places for additional customization. It offered great schedule options, speaker profiles, session info/doc upload, attendee profiles/schedule building, polling, checkin, and survey options as well. Their team was great to work with and it was reasonably priced! We got great feedback from our attendees that it was easy to use, and they loved being able to feel dive the event and build out an experience custom to them.

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What are the best tools for organizing a conference?

1

2

3

4

5

6

7

1 Project management tools

2 Registration and ticketing tools

3 Speaker and sponsor management tools

4 Venue and catering management tools

5 Attendee engagement and feedback tools

6 Online event platforms

7 Here’s what else to consider

Event Planning

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What are the best tools for organizing a conference?

1

2

3

4

5

6

7

1 Project management tools

2 Registration and ticketing tools

3 Speaker and sponsor management tools

4 Venue and catering management tools

5 Attendee engagement and feedback tools

6 Online event platforms

7 Here’s what else to consider

Event Planning

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