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Event communication tools that simplify collaboration

Improve your team’s responsiveness and strengthen your bond with stakeholders

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Planning Pod keeps everyone on the same page

Challenge

Misplacing messages and notes?

Solution
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Centralize your interactions in one place

Challenges

Organizing scattered emails and inboxes?

Solutions
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Manage event-related email in a single inbox

Challenges

Scrambling to maintain client outreach?

Solutions
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Give clients 24/7 access via an online portal

Challenges

Forgetting or neglecting to follow up?

Solutions
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Automate email and text communications

Challenges

Nagging clients for approvals?

Solutions
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Share documents online to review and sign

Challenges

Failing to meet clients’ expectations?

Solutions
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Deliver interactive tools that delight

What our event communication tools can do for you

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Build timesaving email templates

Create unlimited email templates for a variety of situations as well as custom templates for floor plans, documents and forms/surveys.

Create email sequences for automated followup

Build out sequences of email messages that are triggered by an action and scheduled to send until a reply is received. Great for following up with leads or event stakeholders.

Enter and manage contact information

Use our CRM tools to add and update contact information for anyone you communicate with - leads, clients, staff, vendors, contractors, stakeholders and volunteers.

Manage event-related emails

Send and receive emails from inside your Planning Pod account, where you and your team can view and track event-related emails to all team members in the same central inbox.

Collaborate via client portals

Give your clients access to a client portal where they can view and sign documents, make payments, respond to forms and collaborate on vision boards and floor plans

Brainstorm with vision boards

Share and categorize images and ideas back and forth with clients. Great for brainstorming on event design, decor/floral, rentals and food-and-beverage options.

Share documents and files

Send document links to proposals, contracts, invoices and BEOs for clients to review and sign. Or share documents and other files directly with clients inside the client portal.

What our customers say

5.0 out of 5 stars

"This is the first time in my career I can manage my event bookings, customers, sales, operations and projects in one system. And the price is so reasonable for everything you get. Planning Pod is the only system you should be running."

 

Dianne Kohler

Camrose Exhibition Center
Events/Exhibition Center
5.0 out of 5 stars
"Planning Pod has helped us double our volume from last year! We cater a lot of all-inclusive weddings, and I have all my BEOs, vendors, email communications and event details in one place so I don't have to scramble to find those details."

Shannon Robles

Cascadia Pizza
Restaurant/Catering
5.0 out of 5 stars
"Planning Pod is a game-changer for me. Sales are completed within hours instead of days (even minutes sometimes) and it takes two clicks to send a proposal for signature. It saves us at least an entire salary."

John Norton

The Coonamessett
Hotel/Lodging
5.0 out of 5 stars
"Planning Pod really is an all-in-one tool for planners and venues. It intuitively thinks about the things you may not be thinking of because there is already so much built into it."

Brandee Garr

Blush by Brandee Gaar
Event/Wedding Planning
5.0 out of 5 stars
“Planning Pod has really become the lifeline of our business. It’s a one stop shop for everything that we do. I’ve eliminated at least two softwares just by implementing it … and the system saves each of my staff about 5 hours per week. With Planning Pod, I get a lead and I can respond within the day, usually within an hour. And it keeps the whole chain of communication with clients all in one place.”

Andrea Vallencourt

Clay Theater
Wedding/Event Venue
5.0 out of 5 stars
“The most important thing with software is keeping it simple, and Planning Pod does that. It is very user friendly, and everything is there - invoicing, proposals, contracts, floorplans, BEOs, you name it. It keeps a record of everything so I can quickly find how much someone has paid me or when an event is booked. And it's so convenient that leads come directly from our site into our account so I can quickly reach out to them.”

Olivia Keefe

Hotel Salem
Hotel/Catering
5.0 out of 5 stars
“Before Planning Pod, we were using a hodgepodge of emails, spreadsheets and software that was just eating up time, and that doesn't bring in revenue. But when I started with Planning Pod and realized what I could do with it, I wanted to know more. Now I’m loving it every day. And I have the ability to control and really customize the features and workflows to fit my needs. I feel like Planning Pod has really helped us in making sure that our process is streamlined throughout our team.”

Michelle Sanabria

Hidden Barn Venue
Event/Wedding Venue
5.0 out of 5 stars
"Great for organizing and centralizing all notes and details, including contracts, payments, etc., such that everything is easily accessible to all office staff. Both sales and event management staff use the software extensively. We particularly appreciate the responsiveness by support."

Tad Emptage

Cirque-Tacular Entertainment
Event Planning/Production
5.0 out of 5 stars
"Keeping abreast of our event schedule. It is helpful to see this in a list form as well as a calendar form."

Whitney Tatum

Eventures Inc.
5.0 out of 5 stars
"Planning Pod is a great tool in assisting us with running our event center! We love the home page and event dashboards, which keep us on track throughout the event process. We also love the activity log so we can view the date and time that clients receive emails and make changes."

Deidre Jackson

Noble Event Center
Event Venue/Space
5.0 out of 5 stars
"Floorplans!!! So incredibly useful. I also love being able to invoice and send contracts through Planning Pod."

Noelle Davis

Skyline and Co.
Event Venues/Multiple Locations
5.0 out of 5 stars
"I love Planning Pod's floor plans and all their event management tools. They're very useful for both internal and external events for our organization and event clients."

Shelby Kirkes

Oklahoma City Dodgers
Stadium/Arena/Sports Franchise
5.0 out of 5 stars
"There isn’t a longer business relationship I have had in my career than my relationship with Planning Pod. I have been a customer since 2011, and Planning Pod is the CRM tool that covers all of the bases. It definitely helps me be a better event planner for my clients!"

Shaun Gray

Shaun Gray Events
Event/Wedding Planning
5.0 out of 5 stars
“I’ve been able to get back a full day a week because of Planning Pod. It does everything that I previously needed 15 different tools to accomplish. Being able to open one program and have everything there helps so much, and I can do it from anywhere, anytime. I love that me and my team can access many tools in one place - like calendars, contracts, payments and floor plan layouts - to stay on track.”

Laura Motes

Barber Motorsports Museum
Museum/Sporting Venue
5.0 out of 5 stars
"It makes sure our events and planning staff are always up to date, including things like files, proposals and invoices."

Tullen Burns

Clemson University
School/University
4.75 out of 5 stars
"Planning Pod has completely streamlined our process of fielding reservation inquiries, booking events and invoicing customers. The software has everything we need with tremendous ease of access and excellent customer service. "

Lisa Hardwick

Deed Foundation
Nonprofit/Charity
5.0 out of 5 stars
"We opened a year ago, and since the very beginning, Planning Pod has been at the heart of how we operate. It helps us with every aspect of venue management. Calendars, lead pipelines, client communication, floorplan design, and online payments. The one feature I can’t live without? Planning Pod’s great client support. The team responds promptly, issues are resolved quickly, with clear updates every step of the way. Thank you Planning Pod for helping us shine!"

Christine Campbell

Avenue Portland
Event Venue/Space
5.0 out of 5 stars
“We absolutely love using the Planning Pod software. Since transitioning from our previous property management system, it has significantly improved our engagement with both current and potential clients. Our favorite feature is the lead pipeline; it provides an easy, at-a-glance view of where our clients are in the booking process, which has been incredibly helpful. The team at Planning Pod is always willing to assist, as they have been an absolute pleasure to work with. Thank you for creating such a valuable tool!”

Carrie Petroski

Tavares Pavilion
Government/Municipality
5.0 out of 5 stars
“I'm loving the new reporting tools! I've been playing with them almost nonstop since they were launched! In fact, I've created too many reports and need to cull the list a bit.”

David Grantz

Seaford Historical Society
Museum/Cultural Center
4.75 out of 5 stars

“We love how the system makes it an easy transition from proposal to invoice, and we really like the added features for collecting contract signatures online.”

Roxanne Kopelcheck

Rusty Rail Brewing
Brewery

The complete event collaboration suite

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Communications

Keep your clients close and your team and stakeholders dialed in during the entire event lifecycle with our user-friendly tools.

  • Integrated Email
  • Centralized Inbox
  • Email Sequences
  • Call Logging
  • Notifications and Reminders
Set up sales pipelines screen

Collaboration

Transform how you work with clients and stakeholders, share critical information and create amazing experiences.

  • Online Client Portals
  • Forms and Surveys
  • Vision Boards
  • Shareable Documents
  • Floor Plans and Space Layouts

Related Use Cases

Get started today with our event tools for connecting and collaborating

FAQs

How can event management software help centralize event-related communication?

Event management software like Planning Pod can centralize your interactions by consolidating all event-related emails and messages into a single, accessible location through integrations with your email accounts. This ensures team members stay informed and no details are overlooked, preventing misplaced messages and notes.

What is the best way to manage event emails from multiple team members without getting scattered?

A key feature of effective event management software is definitely a single, centralized inbox that integrates with your existing email. This allows your team to send and receive messages with their current email addresses while seeing all event-related messages in one place, eliminating the challenge of scattered inboxes.

 

How can I provide clients with real-time access to event details without constant back-and-forth communication?

Through an online client portal, Planning Pod can give your clients 24/7 access to event details. This allows them to track progress, view and sign documents, and even make payments independently, reducing the need for constant updates and back-and-forth communication.

What is an effective way to automate client follow-up and reminders?

Planning Pod’s event management software offers automated email and text communications. You can set up automated email sequences for leads and automated reminders for clients and stakeholders, which takes the burden of manual follow-up off your shoulders and ensures timely communication.

How can event management software streamline the process of getting documents approved and signed by clients?

With an online document-sharing feature, you can offer clients a centralized platform to review and approve documents on their own schedule. You can also set up automated reminders to prompt them when necessary, which helps move the process forward without constant nagging.

What types of interactive tools can I use to improve client collaboration with my events team?

To meet client expectations and increase their involvement, look for an event software with features like online vision boards, event floor plans, and surveys. These are tools that allow clients and stakeholders to easily share visuals, ideas, and feedback, enriching the creative process.

Can event management software help with managing client relationships and preventing frustrated customers?

Yes! By centralizing all interactions and ensuring timely communication through automated reminders and a single inbox, Planning Pod helps you stay on top of all event-related details. This prevents missed connections and keeps clients informed, leading to better relationships and more satisfied customers.

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