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Event project management for elevated productivity

Join thousands of professionals who save over 62 hours of busywork every month

Planning Pod streamlines event tasks, time, and resources

Challenge

Managing scattered resources?

Solution
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Get all the tools you need in one place

Challenges

Overlooking mission-critical details?

Solutions
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Easily store and access information

Challenges

Struggling to keep stakeholders in the loop?

Solutions
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Collaborate with shared tools and documents

Challenges

Missing deadlines and milestones?

Solutions
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View tasks, meetings and due dates in real-time

Challenges

Coping with broken or inadequate processes?

Solutions
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Stay on track with customizable workflows

What our productivity tools can do for you

event-planning

Create templates and workflows

Build out workflows to streamline your processes and create or use pre-built templates for task lists, timelines, budgets, checklists and other documents.

Identify and assign stakeholders

Identify team members, clients, vendors, contractors and volunteers who are involved and assign them to the event in Planning Pod based on the level of access they need.

Establish timelines and deadlines

Add meetings, appointments and important dates to the calendar tool and create detailed event timelines with assignments for team members, clients and vendors.

Assign and manage tasks

Create tasks and task lists or import them from pre-built templates. Then assign tasks to stakeholders and add email and text reminders as well as any relevant notes for each task.

Monitor project and event progress

Easily track progress via at-a-glance dashboards, customized reports and the calendar tool, where you can see all tasks, due dates and event space/venue bookings.

Collaborate and communicate with stakeholders

Keep your team, clients and vendors in the loop with email integrations, a centralized inbox for your events, client portals, call logging and shared collaboration tools for vision boards, floor plans and more.

Manage documents and files

Securely store all your event and project-related documents — including links for Google Drive, Microsoft OneDrive and Dropbox docs — where stakeholders can easily access them.

Track budgets and expenditures

Build and manage detailed event and project budgets with estimated/negotiated costs, vendor assignments, payments, due dates and running totals.

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 project management suite

screenshot of a calendar

Project Management

Easily access and update key event and project resources to keep your team on track and up-to-date.

  • Appointment Calendar
  • Task Manager
  • File Sharing
  • Checklists
  • Call Logging
  • Budget Manager
screenshot of communications and collaboration manage

Collaboration Tools

Simplify how you and stakeholders share ideas and streamline how you communicate with them.

  • Central Inbox for Emails
  • Online Client Portals
  • Vision Boards
  • Timelines
  • Shareable Tools/Documents
Illustration of reports, comparisons, percentages, etc.

Automations and Insights

Improve teamwork and remove inefficiencies with tools that keep processes flowing.

  • Workflows and Triggers
  • Notifications/Reminders
  • Custom and Pre-Built Templates
  • Dashboards
  • Custom Reporting

Related Use Cases

Customers who use our venue management tools are also interested in:

Get started today with our event project management and productivity tools

FAQs

What is the best event management software for keeping track of all details and preventing errors?

Speaking for ourselves, Planning Pod provides a centralized platform with over 40 integrated tools, ensuring that all mission-critical details, such as emails, tasks, checklists, and reports, are stored and easily accessible in one place to prevent them from being overlooked or misplaced. Schedule a demo to take our tools for a test drive!

How can event management software help streamline communication and collaboration among my team, clients, and vendors?

Planning Pod offers shared tools and documents, including client portals and vision boards, with customizable access levels for unlimited users. This ensures that clients, staff, and vendors are always on the same page, reducing misunderstandings.

What features should I look for in event software to manage project deadlines and team schedules?

Any platform worth it’s salt should include user-friendly timeline, task management, and calendaring tools that allow you to view tasks, meetings, and due dates in real-time. This is key to ensuring that your team stays on schedule and completes assigned items on time.

How can I automate event project workflows and standardize processes with software?

With Planning Pod, you can easily stay on track with customizable workflows for your bookings and business projects. Our platform offers pre-built templates and automated workflows that enable you to standardize efficient project processes and document creation, reducing inconsistent follow-through.

Is there event management software that combines all tools in one place to eliminate switching between apps?

Yes! Planning Pod offers a solution to managing scattered resources by consolidating over 40 integrated tools into a single platform. This eliminates the need to juggle between multiple software apps, emails, and documents, simplifying information management and reducing double data entry.

What kind of tools are available in event management software to help with organization and staying synced with the team?

Planning Pod’s event business platform provides a central hub for all the tools you need, including task management, checklists, reports, and timelines. This helps you and your team stay organized and synced by having a dedicated place for tracking everything related to your events.

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