Finding a time that works for everyone, juggling teams, and manually scheduling events can be overwhelming. In fact, 29% of event planners say managing time and schedules is one of the most stressful parts of their job. And it’s easy to see why.
Thankfully, there are event scheduling tools to help coordinate schedules, manage invitations, track RSVPs, set up timely reminders, automate follow-ups, and streamline the entire process.
In this post, I’ll discuss five event scheduling tools that can help you plan and execute successful events.
Features to Look for in Event Scheduling Tools
Knowing which features to look out for when choosing event scheduling tools is crucial.
Here’s what you should look for in event planning tools:
- User-Friendliness and Mobile Accessibility: Look for event scheduling tools that are intuitive, uncluttered, and accessible even on mobile phones for enhanced flexibility.
- Customization Capabilities: Choose event scheduling tools that allow you to include specific time slots, registration fields, branding elements, or participant roles.
- Calendar Integration: Check if your chosen tool automatically syncs with platforms like Google Calendar or Apple Calendar. This ensures attendees’ availability is reflected in real time.
- Customer Support Availability: Select a tool that offers fast and responsive customer service support via multiple channels, such as live chat, email, and help centers.
- Team Collaboration Features: Look for event scheduling tools that enable task assignment, shared dashboards, and easy communication across various departments.
5 Event Scheduling Tools to Plan Successful Events
In this section, I’ll discuss five powerful event scheduling tools that can help you simplify scheduling, improve coordination, enhance attendee engagement, and protect your brand reputation on social platforms. These event scheduling tools also cater to different event needs, sizes, and budgets and are trusted by professionals worldwide.
Let’s take a closer look at these event scheduling tools:
1. WhenAvailable
Image via WhenAvailable
True to its name, WhenAvailable simplifies the scheduling process by helping you easily find the ideal meeting or event time. It allows participants to vote on their preferred time slots. It’s an excellent solution for scheduling small group events, such as internal team briefings, external influencer marketing meetings, or one-on-one coaching sessions.
Key Features
- Scheduling Polls: Allows you to create polls with various time options. Attendees can also choose their best time slots.
- Time Zone Detection: This feature automatically detects participants’ time zones, ensuring your remote team sees the options in their local time.
- No Sign-Up Required: Attendees don’t need to create an account to participate in polls, making it easy for them to respond.
- Google Calendar Integration: Syncs with Google Calendar, allowing you to view attendees’ availability and add confirmed events directly.
- Automated Email Notifications: Sends email confirmations when the event is set.
Pricing
Image via WhenAvailable
- Free Plan: Covers basic features
- Pro Plan: Starts at $10/poll for advanced features
2. Asana
Image via Asana
While Asana is a project management tool, its features are excellent for planning and scheduling events, assigning responsibilities, and tracking progress. It’s ideal for businesses and corporate teams that manage events as part of larger projects.
Key Features
- Task Assignments: Allows you to create specific tasks, assign them to team members, and set clear deadlines.
- Milestone Tracking: Lets you define key milestones and monitor progress to ensure you stay on track.
- Customizable Workflows: Streamlines your workflow by automating repetitive tasks like sending reminders or updating task statuses.
- Team Collaboration: Facilitates seamless coordination with real-time messaging directly within tasks.
- Calendar and Productivity Tools Integration: Connects with Google Calendar, Zoom, Slack, and other tools.
Pricing
Image via Asana
- Free Plan: Basic features ideal for individuals or small teams
- Premium: Starts at $10.99/user/month
3. Bizzabo
Image via Bizzabo
If you’re planning large conferences, expos, or hybrid events, Bizzabo is one of the best event scheduling tools to improve attendee engagement and create memorable event experiences. It’s a full-scale event management platform that simplifies everything from registration to post-event analytics.
Key Features
- Advanced Event Registration and Ticketing: Simplifies attendee registration and ticketing with flexible, customizable options tailored to your event needs.
- AI-powered Networking Features: Facilitates meaningful connections between attendees through intelligent matchmaking and personalized recommendations.
- Live Event Analytics and Reporting: Provides real-time insights into attendee behavior and event performance.
- Customizable Branding and Integrations: Lets you customize your event with your brand’s assets and integrates with systems like CRM without challenges.
- Virtual and Hybrid Event Support: Adapts to virtual, hybrid, and in-person events.
Pricing
Image via Bizzabo
- Starts at $17,999/year, but custom quotes are available depending on event needs.
4. Cvent
Image via Cvent
Cvent is one of the top event scheduling tools for managing corporate events or managing multiple venues. It covers everything from venue sourcing to check-in, badges, and post-event surveys.
Key Features
- Registration and Ticketing Tools: Simplifies event sign-ups with customizable registration forms and secure ticketing options.
- Venue Sourcing and Space Management: Allows you to find the perfect venue and manage your event space layouts with intuitive tools.
- Check-in and Badge Printing: Improves attendee check-in processes with on-site badge printing capabilities.
- Post-event Surveys: Allows you collect valuable attendee insights through customizable survey questions to measure satisfaction.
- Detailed Analytics and Reporting: Provides in-depth reports and real-time data to evaluate event performance.
Pricing
Image via Cvent
- Offers custom pricing based on event size and requirements.
5. Whova
Image via Whova
Whova stands out from other event scheduling tools for its award-winning mobile app and attendee engagement features. Its live polls, personalized agendas and AI matchmaking keep participants involved and informed.
Key Features
- Live Polling and Q&A Features: Allows you to engage attendees in real time with interactive polls and live Q&A sessions.
- AI-powered Matchmaking: AI-driven networking suggestions ensure valuable connections between attendees.
- Custom Event Branding: Allows you to enforce brand identity by customizing your event’s look and feel with logos, colors, and themes.
- Real-time Push Notifications and Updates: Keeps everyone informed by sending instant alerts directly to attendee devices.
- Virtual and In-Person Event Support: Offers tools to manage both virtual and in-person events.
Pricing
Image via Whova
- Custom quotes are available, depending on your event needs.
Ready To Integrate Event Scheduling Tools?
Event scheduling doesn’t have to be overwhelming. With the right event scheduling tools, you can save time, minimize errors, and create exceptional experiences for your attendees.
Whether you’re hosting a small internal meeting or a large conference, there’s a scheduling tool to match your needs and budget. Compare the event scheduling tools I’ve discussed in this guide, try a few demos, and pick the one that feels like a natural extension of your team.
When your scheduling runs smoothly, your whole event follows!
