For event planners, time is a precious asset. They must constantly balance tight deadlines and shifting demands. Fortunately, new tools and technology now exist to help streamline the event planning process – from automation and reusable templates to real-time collaboration and immersive 3D walkthroughs. By leveraging these innovations, event planners can maximise their time and ultimately reclaim more hours in the day.
Gefen Lamdan, Chief Product Officer at Prismm (formerly Allseated), shares four insider tips with CN to boost efficiency and ensure optimal results, helping you stay ahead in the ever-evolving industry.
1. Save time – and the planet – with 3D virtual walkthroughs
On-site visits can be costly and time-consuming, especially when key decision-makers reside across different cities or continents. With immersive 3D virtual walkthroughs, you can drastically reduce travel while offering a thorough preview of the event space.
Imagine you’re organising a global tech conference where your keynote speaker is in Silicon Valley, the main sponsor is in London, and you’re coordinating from New York. Instead of flying everyone in for a venue tour, scouting venues and planning their layouts in a collaborative, virtual environment is now possible.
By offering a virtual preview, you limit back-and-forth discussions over minor details since everyone can see and comment on the 3D layout in real time. The result? Faster approvals, lower costs, and a more sustainable way to bring your creative vision to life before the first guest arrives.
2. Squeeze everything out of your existing floor plans
Creating new physical mock-ups and prototypes for every event can be time-consuming and costly. Instead, online floor planning software and platforms enable event planners to develop a library of reusable templates tailored to your most frequent event venues and types. Templates can include a 200-guest corporate gala with standard seating arrangements, a designated stage area, a buffet or dessert station space, a different template for an outdoor reception showcasing the entire outdoor area and stations, and other templates for multiple wedding party sizes.
With a selection of core templates available at a click, you can jump straight into crafting and personalising your client’s dream event without wasting time setting up the initial design.
3. Automate more, stress less
Have you ever wished for an easier way to design your floor plans? Choosing furniture, moving and placing it around a room, and ensuring adequate lighting and spacing is a time-consuming and often stressful part of event planning.
However, you can fast-track this entire process by using specialised automation tools. AI-driven tools can quickly analyse a venue’s dimensions and provide seating arrangements and décor suggestions—automatically arranging tables, chairs, and walkways for optimal aesthetics. This kind of “intelligent” layout generator preserves your unique vision while freeing you to focus on the finishing touches of the event.
4. One hub to rule them all
Traditionally, event planners used separate tools for design, task management, communication, and execution. However, this can lead to complex, inefficient experiences where somebody must manage data and tasks across different systems and stakeholders. Today, however, platforms exist that combine these features in one place – streamlining the entire event planning process and maximising efficiency.
Combined with virtual, real-time collaboration, all parties involved in the event planning process can collaborate in one digital workspace, centralising communication. Everything is accessible and easily adjustable—so you spend less time chasing feedback and more time delivering a memorable event.
In an industry where every minute counts, maximising your workflow is essential. By using these tips, you will reclaim hours you didn’t think existed and can reinvest into delivering the best experiences for your clients.
