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Managing events is a complex task that goes far beyond booking a venue or inviting guests. From the initial concept to detailed planning, operational implementation and professional follow-up, there are numerous tasks to coordinate. Without structured methods and professional tools, you can quickly lose track of everything – leading to avoidable mistakes, increased stress and dissatisfied participants.
In this article, we will show you tried-and-tested methods and recommended tools that you can use to manage events efficiently. You will receive specific recommendations on how to standardise processes, distribute tasks within your team, maintain an overview and increase participant satisfaction. Whether it’s an internal company event, a specialist conference or a hybrid webinar – with the right approach, professional event management is possible.
Why efficient event management is a competitive advantage
Efficient event management is not an end in itself. It is a key success factor if you organise events on a regular basis – whether in event management, marketing or internal communications. A structured process enables better use of resources and, at the same time, a targeted increase in event quality. Good preparation means less stress, more control and better results.
Those who wish to manage events efficiently will benefit from, among other things:
- Planning reliability: With clearly defined milestones, deadlines and responsibilities, the process can be controlled in a targeted manner.
- Cost transparency: Systematic budget planning and expense tracking help you avoid unnecessary costs.
- Participant satisfaction: Smooth operations, timely communication and professional on-site support enhance the experience.
- Sustainable learning: Structured follow-up and documentation enable you to continuously develop your event processes.
Methods for efficient event management
Proven project management methods are at the heart of successful event management. They help to structure tasks, clarify responsibilities and keep schedules realistic. Different approaches can be combined to meet individual requirements.
Traditional vs. agile project management in the event context
Traditional project planning is particularly suitable for events with clearly defined requirements. The process is linear: from conception to planning to implementation. You work with fixed schedules, Gantt charts and checklists. Advantages: high degree of predictability, clear responsibilities.
Agile methods such as Scrum or Kanban are suitable for dynamic events with changing requirements (e.g. last-minute sponsorship commitments, new programme items). They work in short sprints, plan flexibly and adapt iteratively. Advantages: rapid response to changes, greater team autonomy.
Recommendation: Combine both approaches. Plan milestones in the traditional way, but organise tasks using an agile Kanban board. This allows you to remain flexible while still keeping an eye on the big picture.
Checklists, templates & standardised processes
Checklists are your best tool for preventing oversights. Create reusable templates for each type of event: from technical inspections and guest lists to hygiene documentation. Utilise digital tools to maintain and version checklists across teams.
Templates for budget planning, schedules and communication plans ensure that you don’t have to start from scratch every time. Record lessons learned from past events and continuously optimise your templates.
Time management with Gantt charts & milestones
Gantt charts visualise schedules and dependencies between tasks. This allows you to see which tasks are interdependent and where bottlenecks may occur. Define milestones for critical points in the process (e.g. contract conclusion, print documents ready, technical test).
A well-maintained schedule helps you to monitor deadlines and respond to delays at an early stage. Tools such as Smartsheet or TeamGantt offer intuitive interfaces for your project team.
Risk management & scenario planning
No event ever goes 100% according to plan. That’s why you need a systematic risk analysis:
- What risks are likely? (e.g. weather, illness-related absences, delivery problems)
- What impact would they have?
- What measures can you prepare? (e.g. tent, replacement technology, stand-in team)
For critical risks, create specific alternative scenarios with responsible persons and communication plans. This will enable you to act confidently in an emergency.
Stakeholder and communication management
A successful event requires many contributors: internal departments, external partners, service providers, sponsors. Define early on who plays which role and what information is needed when.
Create communication plans: Who receives what information when, and in what format (e.g. briefing, email, regular meeting)? Use digital tools for centralised communication (Slack, Teams, Asana comments) to avoid communication breakdowns.
Follow-up: measuring success and improving processes
After the event is before the event. Collect structured feedback – from participants, team and partners. Document KPIs (participation rate, leads, budget compliance) and lessons learned.
Summarise the results in a follow-up report and derive optimisations for your standard processes. Good event managers revise their templates, checklists and schedules after every event.
Tools and software for professional event management
Methods only help if they are implemented efficiently. This is where tools come into play. Choosing the right software determines whether your workflow functions effectively or whether you become lost in a confusion of tools.
A good tool setup covers all phases of an event – from planning to evaluation. It is crucial that the tools are compatible with each other or can be integrated. Here is an overview of proven categories:
| area | Tool types | Examples | Benefit |
|---|---|---|---|
|
project planning |
Kanban, Gantt, task management |
Trello, Asana, TeamGantt |
Overview of tasks, deadlines, responsibilities |
|
Communication |
Collaboration & Chat |
Slack, Microsoft Teams |
Exchange with team & external partners |
|
participant management |
Registration, tickets, check-in |
Eventbrite, registr, Check-in App, doo |
Management of registrations & visitor data, app integration |
|
Event Apps |
Participant interaction, agendas, networking |
Mobile Event App, Polario |
In-app communication, agenda management, interactive features |
|
Marketing & Email |
Campaigns, newsletters, automations |
Mailchimp, HubSpot, registr |
Invitation, reminder, follow-up communication |
|
Budget & Finance |
Tables, budget tools |
Excel, Google Sheets |
Financial planning and cost control |
|
Feedback & Analysis |
Surveys, analytics |
SurveyMonkey, Typeform, Google Analytics |
Measuring satisfaction & success criteria |
All-in-one solutions: Manage events holistically
A particularly efficient approach is to use an all-in-one event platform that combines multiple functions in a single system. The advantage: all key elements of event management – from invitations to analysis – are seamlessly connected, which not only increases efficiency but also improves data quality.
Modern solutions from plazz AG, such as Polario or the Mobile Event App, offer precisely this holistic approach. They enable organisers to manage all phases of the event via a central platform:
- Participant registration: The platform enables the simple creation of individual registration pages, automated sending of invitations and confirmations, as well as ticketing including QR codes for admission.
- Participant management: Organisers can keep track of registrations, participant status, preferences and check-ins at all times. Changes can be tracked and managed in real time.
- Digital event check-in: Participants can conveniently check in on site using a QR code – either via their own mobile devices or self-check-in terminals with optional badge printing. This saves on staff resources and reduces waiting times.
- Mobile event app: The app acts as a central companion for the event. Participants receive personalised agendas, room plans and speaker information, and can interact directly via the app – for example, through live voting, Q&A, networking or push notifications.
- Event interaction: Interactive elements such as surveys, gamification, or group chats promote engagement and create a lively event experience – both for in-person participants and guests joining remotely.
- Analytics & Reporting: After the event, the platform provides detailed evaluations of participation data, app usage, feedback, interactions and other KPIs. This allows you to reliably measure impact and ROI.
Why an event app is indispensable for companies today
Find out how event apps help companies to organise events more efficiently, sustainably and interactively – digitally and smartly.
Step by step: How to organise your event
A well-thought-out step-by-step structure is the basis of any professional event management. Below you will find detailed instructions on how to plan and execute your event efficiently from start to finish:
Step 1: Define your goals
Start with the question: Why are we organising this event? Do you want to attract new customers, inform employees, strengthen partner relationships or promote internal team building? Clear goals not only determine the design of the event, but also all subsequent decisions – from the format and participant communication to measuring success.
Step 2: Analyse your target audience
Only those who know their target audience can create a suitable format. Are they internal employees, external customers or a specialist audience? What expectations, interests or technical requirements do the participants have? This information influences everything – from the choice of location to the level of interaction.
Step 3: Select format & tools
Based on the goal and target audience, you determine the event format: in-person event, digital event or hybrid format. Each format has its own requirements in terms of tools and technology. For digital components, platforms such as Zoom or MS Teams are recommended; for participant management, tools such as registr are recommended; and for interaction and agenda management, event apps such as Polario are recommended.
Step 4: Set up the project structure
Define a central project team with clear roles: project management, technology, communication, participant support. Create a project plan with milestones, responsibilities and deadlines. Tools such as Asana or Trello help to organise tasks clearly and document progress.
Step 5: Plan your budget
Draw up a comprehensive cost plan. In addition to obvious items such as location, catering and technology, also take into account indirect costs such as staffing, travel expenses and licence fees. Allow for a budget buffer for unforeseen expenses and check the budget status regularly.
Step 6: Develop a communication strategy
Create a plan for internal and external communication. Who will receive what information and when? How will you design the invitations, reminders and participant information? Which channels will you use – email, intranet, event app? Also plan communication on the day of the event (e.g. push notifications in the app) and afterwards (e.g. thank-you emails, feedback forms).
Step 7: Prepare the procedure and technology
Plan the event schedule in detail: Who does what, when, where? Create schedules for the entire event as well as for specific areas (e.g. technology, reception, catering). Test the technology early on: microphones, projectors, Wi-Fi, streaming. Clarify who is responsible for technical problems.
Step 8: Run the event
On the day of the event, everything must run smoothly. Ensure that all participants are briefed, contact persons are defined on site, and a central coordination team is in place. Utilise dashboards and communication channels for spontaneous troubleshooting. Document any deviations live for follow-up.
Step 9: Follow-up & Evaluation
Collect feedback from participants, employees and service providers. Analyse KPIs such as registration rates, participant rates, interaction behaviour and satisfaction. Create a final report with recommendations and lessons learned – and update your checklists and templates for future events.
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Use case: Annual kick-off event for 150 employees
To illustrate the methods and steps described above, let’s look at a practical example: A medium-sized technology company is planning a hybrid kick-off event for the new year with 150 employees. The aim is to communicate the company’s strategy for the new year, connect teams across locations and boost employee motivation.
Concept: Based on the objectives and the heterogeneous target group (on-site and remote participants), the organisation team decides on a hybrid event format. The face-to-face event takes place at a centrally located event venue, while remote employees are connected via livestream via Zoom. Everyone has access to the agenda, speaker profiles, documents and interaction options via the Polario event app.
Planning & tools: The entire project structure is mapped in Asana: tasks, deadlines, responsible persons. Participant management is handled by registr – from invitations to QR code check-in on the day of the event. Polario is used to integrate both on-site participants (e.g. with room plans and push notifications) and remote users (e.g. via Q&A, voting).
Implementation: The project team meets the evening before for a dress rehearsal and technical check. On the day of the event itself, a central event office coordinates the proceedings. There is a digital check-in station on site, while remote employees are supported via a dedicated support channel. During the keynote speech, questions from the app can be integrated live.
Follow-up: One week after the event, a feedback survey is sent out via Polario. The response rate is over 70%. The evaluation shows that the combination of structured preparation, clear processes and supportive technology leads to a consistently positive event experience – both on site and digitally. The insights gained are directly incorporated into the planning of the next event.
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Conclusion
Managing events professionally is not a matter of chance. It requires clear goals, structured processes and the targeted use of digital tools. With methods such as hybrid project approaches, checklists and integrative platforms such as registr, Polario or the Mobile Event App, even complex events can be managed efficiently.
By systematically setting up your processes, clearly assigning responsibilities and focusing on participant experiences, you can create events with real added value – for your organisation and your target group.
Frequently asked questions (FAQ)
How many tools do I really need for an event?
As few as possible, as many as necessary. Choose tools that complement each other perfectly and, ideally, can be integrated via API. Solutions for project management, participant management and event communication are particularly useful.
How can I organise a professional event even with a small team?
The key lies in standardisation and automation. With templates, checklists and the right digital tools, you can manage large events even with a small team. Prioritise tasks and delegate specific ones to external service providers.
What are typical mistakes in event management – and how can they be avoided?
Starting too late, unclear responsibilities, lack of technical testing or poor communication. These mistakes can be avoided with structured project plans, clear role allocation and early preparation.
How can I ensure that my hybrid event works both on-site and digitally?
Involve digital and analogue participants equally – with synchronised content, interaction opportunities and technical support. Plan for dual moderation, dedicated support teams and hybrid agenda formats.
How do I deal with last-minute changes?
Flexibility is crucial. Have alternative plans in place and define contingency processes (e.g. in case of speaker cancellations or technical problems). With an agile planning tool such as Trello or Asana, tasks can be quickly reprioritised.
When and how should I seek feedback?
Ideally, immediately after the event – digitally and with low barriers to entry, e.g. via the event app or an email link. Use simple scales and targeted open questions to obtain meaningful results.
