Free Tools for Event Planners

posted in: Event Technology 0
Picture9What are the major challenges you face using technology for your events?

We recently ran one of our industry workshops around how event managers use technology in the planning and management of events. As part of that session we looked at some of the free tools available to Event Managers, so we’ve converted the session into this blog post. Some of them are totally free, while others have restrictions (such as user numbers) but can be very effective for helping organise your staff, performers or production.

We have no official connection or endorsement for the products below, but we’ve used them to help us run the workshops and seminars within The Event Management Hub. We also recommend checking out this board on Pinterest by The Event Manager Blog. It has over one thousand links to event technology start-ups. We’re sure not all of them are free, but you might find something useful for your own organisation. Another blog post worth mentioning is 102 (mostly free) Event Marketing Tools written by Eventbrite.


1. Google DocsGoogle Docs Event Managemenrt

  • Free office suite
  • Word Processing / Spreadsheets / Presentations / Forms / Drawings
  • Documents are stored in the cloud, not on your device.
  • Collaborate with other in real time and track changes.

2.  EventbriteEventbrite Event Management

  • Fully integrate your event into your own website and social network pages.
  • Send invitations to guest via email.
  • Collect online payments.
  • Track promotional activity to maximise marketing spend.
  • See where your audience is coming from
  • Mobile app for scanning tickets.
  • FREE for free events, % paid on charged events.

3. WordPressPicture3

  • FREE Content Management System
  • Originally blogging software.
  • Very easy to use, no coding knowledge required
  • Powers nearly 1/3 of websites in the world
  • 1000’s of free and paid themes.
  • Free hosting on

4. MailchimpPicture4

  • Email marketing system
  • Easy to use interface
  • Track delivery and read rates
  • Segregate your member list
  • Integrates easily with systems like WordPress
  • Free up to 2,000 subscribers or 12,000 emails per month

6. DropboxPicture5

  •  Share files via the Cloud
  • Invite collaborators to particular files or folders.
  • Keeps all documents in sync with colleagues.
  • Free up to 2GB of storage.



7. KickstarterPicture8

  • Innovative funding source
  • Crowd funding for events?
  • Set a target and a deadline
  • Different levels of support, £1 upwards.
  • Build an audience before the event even happens
  • Leeds Indie Food Festival

8. Survey MonkeyPicture6

  • Easily use NET promoter score
  • Event ROI / Objectives
  • Easy integration with other platforms
  • Free for up to 10 questions and 100 responses


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Mark Norman
Follow Mark Norman:

Senior Lecturer in Events Management

I lead on the administration for the Event Management Hub website alongside teaching modules including; Festivals and Outdoor Events, Event Law and Risk Management and The Live Tourism Event