Time is a valuable asset for event planners. They must always balance strict deadlines and shift requirements. Fortunately, from automation and reusable templates to real-time collaboration and immersive 3D walkthroughs, there are new tools and technologies that can help streamline your event planning process. By leveraging these innovations, event planners can maximize their time and ultimately collect more time in the day.
Gefen Lamdan, Chief Product Officer of PRISMM (formerly All Set), shares four insider tips with CN to help you increase efficiency, ensure optimal results and stay ahead of the ever-evolving industry.
1. Save time – and planets – with 3D virtual walkthrough
On-site visits are expensive and time-consuming, especially when the main decision-makers live in different cities or continents. Immersive 3D virtual walkthroughs allow you to significantly reduce your trip while providing a thorough preview of your event space.
Imagine a keynote speaker holding a Global Technology Conference in Silicon Valley. The main sponsor is in London and is coordinated from New York. Instead of letting everyone go on tours of the venue, it was now possible to scout the venue and plan layouts in a collaborative virtual environment.
By providing a virtual preview, anyone can see and comment on the 3D layout in real time, limiting the fore and after discussion over minor details. result? Faster approvals, lower costs, and more sustainable ways to realize your creative vision before your first guest arrives.
2. Simply filter everything from existing floor plans
Creating new physical mockups and prototypes for every event can be time consuming and expensive. Instead, online floor planning software and platform allow event planners to develop a library of reusable templates tailored to the most frequent event venues and types. The templates include a 200-guest corporate gala with standard seating arrangements, a designated stage area, a buffet or dessert station space, a different template for outdoor receptions, an outdoor reception showcasing the entire outdoor area and station, and other templates for multiple wedding party sizes.
Selecting core templates available on clicks allows you to create and personalize client dream events without wasting your initial design setup.
3. More automation, reduce stress
Have you ever wanted an easy way to design a floor plan? Choosing furniture, moving and placing it around the room, ensuring proper lighting and spacing is a timely and stressful part of your event planning.
However, specialized automation tools can be used to quickly track this entire process. AI-driven tools can quickly analyze venue dimensions and provide seating arrangements and decoration suggestions. Automatically position tables, chairs and sidewalks for optimal aesthetics. This kind of “intelligent” layout generator is free to focus on finishing your event while preserving your unique vision.
4. One hub that rules them all
Traditionally, event planners used individual tools for design, task management, communication and execution. However, this can lead to complex and inefficient experiences where someone has to manage data and tasks across different systems and stakeholders. However, today there is a platform that combines these features in one place. It streamlines the entire event planning process and maximizes efficiency.
Combined with virtual real-time collaboration, all stakeholders involved in the event planning process can collaborate and centralize communication in one digital workspace. Everything is easy to access and easily adjustable. This means less time to chase feedback and more time to deliver memorable events.
In industries where every minute is important, maximizing your workflow is essential. Using these tips, you can revive time you didn’t think it existed and reinvest in providing your clients with the best experience.
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