The Guide

The Best 5 Tools We Use For Events

April 21, 2016

The world of event planning can sometimes feel a little overwhelming, especially if you’re new to the game and have a small budget to start.

Luckily, organizers tend to be some of the most resourceful people, able to stretch a dollar without sacrificing their guests’ experience.

As a guru at Picatic, I’m lucky to work with thousands of brands and event planners each year, and I’ve done my very best to be a sponge for all the event planning tips and strategies I can find.

In this post, I share the 5 best tools for events with a limited budget. They are simple and free, powerful and effective, and I’d love to share them with you.


Google Keep

Outsource your mind and memory to Google Keep’s simple yet effective interface. Maintain all your voice memos, photos, notes, and lists with this cross-platform app. Everything you save to Keep is synced across all your devices and is accessible both on and offline.

With Keep, reminders can be set on anything you add to the app. You can even attach your notes to your calendars and locations which will help maintain order among the chaos.

Social Media


Leveraging social media is a cheap way to reach out to influencers and attract followers who can help you spread the word of your event or become attendees themselves. If you’re running a public event, making use of social media is a must.

Hootsuite allows you to manage and schedule messages ahead of time on several channels like LinkedIN, Facebook, Instagram, Twitter and Google Plus.

Internal Communication


Communicating to your team across the entire event organization process is key, and ensuring everyone is on the same page and schedule will save you many headaches. Slack  is relatively simple in concept but does what it does best. It acts as a chat portal for your team, accessible on desktop and mobile. With Slack you can send and share files, create chat channels dedicated to different topics or groups of people ( think sponsors, volunteers, venue, performers etc..), and integrate with 100s of other platforms to stay productive. An added bonus is that it cuts down on your email back and forth by almost half.

External Communication


Mailchimp is a marketing automation platform specializing in email. You may have heard of or used Mailchimp in one capacity or another, but it is also a great communication tool for events. Its applications are many; send out event invitations to your existing mailing lists, update your attendees on event details, send surveys to guests and even build new mailing lists from your event guests.

Mailchimp is a great way to keep your guests informed, thank them for their attendance and grow an audience for your future events. It also provides thorough metrics to keep track of how effective your campaigns have been. Need help getting stated? Check out Mailchimp’s event inspiration gallery.

Event Website


Now it’s time for me to plug an event website tool I’m quite partial to (for obvious reasons). Picatic is a free online ticketing and event registration platform that empowers organizers to bring people together by removing unnecessary service fees.  It’s simple and easy, and the ready-to-go templates make it easy to have your event page up in a breeze.



Create beautifully responsive forms to collect feedback before and after your event. You may want to find out where your guests heard about you, or their food preferences before your event. Typeform allows you to build secure custom forms using your own, or one of several templates. You can then export the collected data for analysis via .xlsx . Typeform is great to use after your event has gone live to conduct a thorough post mortem on what you did right, and what you could improve.

Are there any event tools here that you might try? Any of your favorites that weren’t included? We’d love to hear how you tackle event planning and the tools you find more effective.