6 Medium-Tech Planning Apps I Use When Planning Events


About a year ago, I met Sam of Orange Photographie at a coffee shop. I had known her from Instagram previously, and her images were so breathtaking that meeting her was such a thrill for me.

Flash-forward a year and I re-met Sam at an industry party hosted here in Bozeman, MT. I walked up and said

"Hey! You're Sam right? We met at The Daily...last year."

I could see her mind working as she slowly remembered the encounter. I wasn't phased or offended at her not remembering; I have a mind for excruciating detail and I have often freaked people out by remembering them years after I've met them (case in point).

My mind?

It's a scary place.

Which is why I require a scary level of organization in my business. Though, I also require my organizational processes to be S-I-M-P-L-E.

So if you aren't interested in adding a whole bunch of technology into your life, here is my (totally low-key, easy-peasy) way I stay organized in my business.
It's definitely slightly techy but not balls-to-the-wall app-central.


I wasn't an Asana convert until I started working with Carrie Green of the Female Entrepreneur Association. When I mentioned to Carrie that I was hoping to use Asana to help her plan a potential workshop in London, she sent me to this video, created by Natasha Vorompovia of Systems Rock. I was SO floored to watch it and now I'm slowly implementing my own work into Asana, scheduling everything into the calendar, and then tackling each thing day-by-day.

It's not a perfect system and I have a WAYS to go, but knowing that all my tasks are slowly being entered into this project management software makes my work day flow SO much better.

Google Docs

These are my favorite. Not only do I have to worry about saving them into a million folders (because you can just search! So easy! Thanks, Google!) but I can also share them with potential clients (and change the "Can edit" setting to "Can view" so a client doesn't go accidentally deleting all the information). Google Word is perfect for creating day-of timelines, vendor schedules, and sharing checklists or marketing strategies, while Google Excel is the perfect budgeting tool, organizing vendor contact information, and sharing it with my clients with the click of a button (and zero headache).

Vision Boards

This is the part of the post where I reveal that I am the most low-tech individual on the planet. When I need inspiration for anything (a blog post, a goal I'm reaching, a client I'm writing a piece of copy for) I make a vision board. I sit in my (teensy, tiny) studio apartment, lay out every magazine I own, and rip them to shreds. Sometimes, I look at them and can hardly understand what I've pulled apart. But often, after I've written my copy piece or reached my goal or written that blog post, I can look back at the vision board (or vision page-in-my-journal) and connect the dots. It's really fascinating (Also, I love touching things with my hands and the craft of vision boarding is just so satisfying for me).

My Day Designer

I should probably tell you all about the benefits of Google Calendar but, to be honest, if it's not written down, it doesn't happen. The Day Designer is a gorgeous way to make sure I stay organized and hitting my deadlines, while also not being so overwhelming that I'm paralyzed at not checking anything off (although that does happen. Life isn't all sunshine and roses over here.)


I love having floorplans because it makes the day-of set up process, like, a million times easier. While I've worked with clients and other planners who don't use floorplans, I like to create them because a) they're easy and they take less than 1 hour to build, b) it lets me double check all my rentals, make sure I have enough space for all the attendees and any other auxilary tables that we may need, and c) it makes set up 1,000 times easier because you can just email your floorplan to your caterer/AV guy/rental company the day before and say "here's where you'll be setting up! Thanks!" so they're not all over you when they arrive the day of your event, wanting to know where the couch goes.


Not really interested in spending 5% of your event budget on a custom website? Squarespace has some of the simplest, most streamlined, and totally gorgeous website templates that you can get for, like, $100. You can even get a custom domain name (www.mybizworkshop4eva.com) with all of their packages. And they're essentially a drag and drop website builder, which makes it easy for even the most technologically challenged among us.

What planning apps have you found to be super helpful? Share below; I'd love to write a review!

Lauren CaselliComment