Tips for Planning Events Without Event Management Software

Are you planning an event but don't have the time or money to use event management software? Here's how to host better events using online forms.

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By: Johan Lieu

Do you have an event to plan but you're not in touch with your inner Lord Sugar? That's okay! You don't have to be a professional to pull off a slick, well-attended event. Whether you're in charge of putting together a retirement party for your boss, hosting a fundraiser or coordinating a multi-day workshop, here's how to use forms to make it all happen.

Of course, if you are an event planner – or if you build websites for event planners – you, too, will love these tips. Especially because they'll help you plan, host and manage events without using event management software.

Using forms to organise your events

Do you want to be let in on the secret to planning flawless events? Stay organised. That means: know what you have to tackle and use an easy system for delegating tasks by creating to-do documents and checklists. But don’t do it the old-fashioned way with pen and paper. It's too easy to misplace. Use Wufoo’s forms instead.

Event Planning Worksheet: So, personally? We love going to events. Music festivals, programming conferences and costume parties are all quite high up on the list. Because we’re such fans of events, we've designed an event planner worksheet just to help you guys out. Use the event planning form to keep track of the event details, location, costs and any other items that will help you out. (These online forms are customisable too, just so you know.)

To-do lists: Coordinate a myriad event details without losing sleep by assigning and tracking tasks with an online to-do list. Because we're cloud-based, you and your staff can access and manage your to-do list from any device

Get the word out!

What sort of an event would it be if no one turned up? Well, in addition to wasting a lot of your time, the non-attended event would probably cost you a large wad of cash. Ensure that people turn up to your event and approach volunteers to help out by sending out online event invitations and registration forms.

Event invites: We’re not knocking the postal system, but inviting people via emailed forms or your website is just way cooler. It saves you money. There are no stamps to buy. And it makes it super simple for people to get the details, see a map of the location and RSVP. Customise our invites so that they include all of the specifics that people will need to know.

Event registration: If your event requires registration, no problem. Send out our registration form, which you can customise so that people can choose which forums/special events they’d like to attend. Make sure you include a map so that people don’t get lost! We’ve also created a very Basic Registration Form for you to use if you don’t need all the bells and whistles.

Workshop registration: Does your event include workshops that require a separate registration? Use our workshop registration form so that you can keep an accurate count of who’s attending what. The form is set up for you to easily collect contact information from workshop participants, and you can even include catering details in your form if you want to order meals for attendees!

Find volunteers: When you need volunteers to help out, you need Wufoo. Send out our volunteer form to prospective volunteers and schedule people according to their interests and times available. Our form also includes space for questions and comments from volunteers.

Collect event registration fees, get feedback and follow-up

Ahhhh. The final details. You’ve organised the concessions, found volunteers and have your invites ready to go. Tie up those loose ends when it comes to collecting online event payments, feedback and follow-up information by incorporating the below forms into your event planning routine.

Online payments: Collecting money for events can be tricky, but you can simplify the process if you get everyone to pay online when they register via one of our forms. Include our online payment form and make collecting money much easier. We’ve partnered with some of the web’s most-used payment processing services, so you don’t have to start from scratch if you already have online payments set up.

Feedback forms: Most event management software includes a way to collect attendee feedback. So it's a good idea to follow suit and find out how you do after each event. Get feedback from event attendees by sending out our Event Satisfaction Survey, Post-Event Survey and Suggestion Form. Use the input to help you and your team improve future events. You won’t know unless you ask!

Build a mailing list: Ensure that you can invite event participants to future happenings by collecting their contact information via our mailing list form. Embed the form into your website when you send out a follow-up survey, or email it around. If people had a great time, the chances are that they’ll want to come back. So using a form to collect emails is a simple way to build your participation list!

See what else you can do with Wufoo

Wufoo is an easy-to-use online tool that allows anyone to create and build online forms – no coding or programming required. And Wufoo hosts and stores everything, so you don't have to worry about where your forms or data will live.

You can completely customise the look and feel of your forms using our Theme Designer by choosing colours to suit your brand or theme, as well as adding your company's logo or your wedding colours to your forms. You can even use one of almost 300 form templates in our Form Gallery to jump-start creating your forms, or look at our Examples to see how you can use Wufoo in your company.

Wufoo partners and works with loads of other applications, allowing you to accept data and information via your forms and send it to other applications that your company uses. We have integrations with applications such as MailChimp, Dropbox, Zapier, Salesforce, WordPress and more.