Building an Event Planning & Organizer App: Use Cases, Features

Nowadays, we have various apps installed on our mobile for almost everything, like checking news, conducting bank transactions, paying online, or socializing. Besides, we also have numerous apps on the App Store and Play Store for event planning and organization. These apps may not be popular, but the concept is also not new. 

More and more professional event planners are choosing to develop event planning and organizer apps. The layman is also increasingly using these apps to plan their events hassle-free. Facts associated with event planning apps actually look promising. If you are devising to develop an event planning and organizer app, then you are at the right spot.

This article will discuss how to build an event app. Before that, let’s take a quick recap about the event app.

Keep reading!

What Is an Event Planning and Organizer App?

An app specially crafted to assist users in planning and organizing events is an event planning and organizer app. Such apps let users easily organize their events while being busy in their routine life. 

The chief target of an event is perfect and expected management; here, these apps come into play. They perform as we want using efficient tools and include advanced features and functionalities to make an event successful. 

Why Do You Need an Event Planning and Organizer App?

1. Customer Point of View

Using such apps, users can save communication time; that’s one of the top needs for planning and organizing an event. Also, event apps help them manage events efficiently regardless of their sizes during their busy schedules. They can connect with every aspect necessary to successfully organize and manage an event. 

2. Business Point of View

The event planning apps would suit the event planners who look for a widespread stage to perform better within the budget limits, boost their efficiency, manage their time better, automate their jobs, meet distinct customer needs, and catch up with an enhanced ROI. 

Major Types and Use Cases of Event Management Apps:

1. Corporate Event Apps

a) Seminars and Conferences

Organizations can plan and conduct meetings with their targeted audiences and meet their desired end.

b) Trade Shows

Firms may sponsor or host a trade show using these event apps to improve their image as a leader among the attendees. 

c) Executive Retreats and Incentive Programs

These retreats give a broad way to business development, well-organized planning, and enjoyable activities in the face of rewards and incentives. 

d) Golf Events

For almost all organizations, golf outings are one of the most favorite events. Here, the chief targets are relationship management and team building. 

e) Appreciation Events

Such programs let the event hosts spend their informal time with their guests uniquely, organizing the parties and offering opportunities to craft rapport and learn about mutual business preferences. 

f) Company or Organization Milestones

Such events offer an organization or business a fantastic chance to celebrate a grand opening or other big events. 

g) Team-Building Events

These events help boost confidence, morale, and goodwill. Also, employees can spend their time together away from their workspace. As the name says, these events help build teams. 

h) Product Launch Events

These events range from internal meetings to full-blown product launch parties that help create a buzz among the customers and media. Such events are common among B2B companies. 

i) Board Meetings and Shareholder Meetings

These meetings serve two essential purposes. The board meetings assist board members in catching up with the opportunities to meet with the company executives, review business performance, and make chief decisions. Shareholder meetings let the brands share their recent targets, performance, future goals, and business approaches with their stakeholders. 

2. Private Event Apps

a) Weddings

From florists to decorators, caterers to bakers, you can manage everything for your wedding using these apps. 

b) Birthdays

Like a wedding, you can manage birthday parties, from decorations to cakes, and everything through such apps to enjoy the party without stress. 

c) Themed Parties

A theme party demands the acts that can help pull the specific theme all through the party. You can hire professionals who meet such requirements.

d) Wedding Anniversaries

Wedding anniversaries are events that demand attention to every minute detail so they don’t get left unnoticed by the married couple and guests. Here comes an app that helps meet each need to make an event successful.

e) Family Events

Whether it’s family reunions, birthday parties, or anything, one needs to consider everything targeting the likes and dislikes of the entire family. A professional and experienced event planner can help you using event planning apps here. 

f) VIP Events

Such events can be private or public, too; as the tag says, these are invitation-only. Such events are invitations to resort weekends or concert-type events where only expert event planners can help get things sorted. 

g) Funeral

Such events fall under family events where the family reunites and celebrates. Here too, it becomes tough for the deceased’s family to arrange the funeral. They can use the event apps to conduct their jobs easily.

3. Public Event Apps

a) Conventions

A public event held at a private space, like a hotel or conferencing facility, with access to unspecified members is a convention. It can be a medical convention, stamp-collecting convention, and beekeeping convention. Public event apps can be used here to conduct events per expectations. 

b) Networking Events

Like conventions, networking events bring people with similar interests together, usually those with professional interests. It can be formal or informal, but it is a public event. Such apps can help manage every aspect required. 

c) Press Conferences

The individuals and companies conduct press conferences to announce any new development or make any statement. Press conferences are held in public or private venues where the press’s verified members can participate. Organizations or firms can plan and conduct such conferences using event apps. 

d) Opening Ceremonies

Such ceremonies are organized to celebrate the opening of anything; it can be any new storefront, company, sports stadium, or business. The event apps help in planning and managing such ceremonies. 

e) Live Performances

The magic shows or live performances of music festivals, DJs, and more are the events that the public chooses to attend in the public area by buying tickets. The event organizing apps may allow users to manage every aspect of such events seamlessly. 

f) Award Ceremonies

Award functions may be private or public events like graduation ceremonies, where formal invites are welcome. One can manage to organize such events easily using specific apps crafted for such a purpose. 

g) Fundraising Events

Such events may seem very similar, but we can take all the charity events as fundraising events. 

For example, a charity event may be organized to thank contributors for arranging a gala dinner for them. On the contrary, a fundraising event is planned to raise funds. So, whatever the reason, such events demand well-organization and management that the event planners today attain using specific apps. 

4. Charity Event Apps

a) Fun Run/Walk

These events don’t include 5Ks, half-marathons, marathons, or any other high-profile races. In this research, such runs are the walks and runs that don’t need special permits or road closures. Anyone can plan these events easily using event planning apps and deliver a high ROI for all-sized firms. 

b) A-Thon Events

Raising funds through such events is popular in the nonprofit community. Whatever the event, a hike-a-thon, a golf-a-thon, or hike-a-thon, these are the best ways to raise your mission awareness, increase fundraising, and build support within a community. Various apps available in the market can help you manage such events easily. 

c) Competition (non-sport)

You can create a sense of competitiveness among your supporters by conducting various competitions, like singing, eating, or dancing. Public members may pay to participate in competitions or vote to raise funds for a cause. Sometimes, local laws can hinder the competition. So, be sure your competition is legal before you plan it using an event planning app. 

d) Auction

Such events yield high ROI for mid-sized organizations, and one can plan them easily. Small firms can also catch up with good ROI but needs more and better planning. The large-sized organizations find the planning of auctions quite challenging with little ROI. The apps help them here to plan and organize events quite well. 

e) Art Exhibit

The art shows for charity appear as an opportunity for community members to exhibit their expertise for an amazing cause. For mid-and large-sized organizations, such events are good to host. Also, using the event planning apps, it becomes easier to conduct them. 

f) Gala

A large-scale fundraising event, a gala usually includes dancing, dinner, silent auctions, a raffle, or entertainment to benefit a cause. As this is generally the biggest non-profit event, it needs various resources. It may be expensive to host such events, including food and beverages, rental fees, marketing, etc. An event management app can assist here in organizing such events quite well.

g) Concert

Concerts for a benefit are not only the celebrity performer-packed events we watch on television; it’s more than that. To plan and organize such events, a concert organizing app can help.

h) Sporting Event

To help with nontraditional fundraising, various sports teams perform with nonprofits at sporting events. Such events motivate teamwork and permit nonprofits to gain funds. The sporting event planning arrives with every essential aspect to help people organize such events. 

5. Social Event Apps

a) Yacht Party

Among some fancier social events, yacht parties are quite popular. Picking the event data, setting a budget, and everything can be stressful. You need to set a fun theme, boat attire, hire DJ, and more. An event planning and organizer app helps make the entire management easy.

b) Bar Crawl

One of the favorite social event ideas is a bar crawl. You need to arrange various things, like choose a place with a good amount of bar options, easily reachable with good transportation options, and much more. Most people use event apps to get their job done easily and faster. 

c) Masquerade Party

One of the most unique, magical, and mysterious social events, masquerade parties demands various arrangements. It starts with amazing planning, theme choice, mask and clothing choices, deciding venue, decor arrangement, etc. To attain all such objectives, one can use event organizing apps. 

d) Fashion Show

One among the festive social media ideas, a fashion show can be hosted at a home or a venue, needs a runway, makeup stations, a food and beverage station, a prop station, and more. Everything can be managed using an event planner app seamlessly. 

e) Cooking Competition

Among other social events, a cooking competition is a healthy event that always offers an amazing experience. You will need a few judges, enough ingredients for your participants, exciting pricing for winners, extra food and drink stock, and more.  An app can be useful for arranging everything for organizing competitions.

What Market Stats Say About Event Planning & Organizer Business & Apps?

• The global event management software market will likely grow to $9.18 by 2030, at a CAGR of about 6.24% from 2021-2030.
• Among the two software and service segments, the latter is expected to reach the highest CAGR of around 10.4% over this forecast period. 
• Whereas the cloud segment is predicted to take a rise at a CAGR of approximately 9.71%. 
• Moreover, the segment of large enterprises dominated the world’s event management software market and clutched a market share of around 55.41% in 2020.
• Over this forecast period, the corporate segment will likely expand at a CAGR of 11.03%. 
• In 2028, the revenue forecast is predicted to be $14.48 billion. 
• About 85% of event planners prefer event management software to plan their events.

Benefits of Event Planning and Organizer App
Development

Mobile apps will soon become an important part of any event. There are countless plus points of developing an event planning and organizer app. 

Let’s Review Some Common Advantages of An Event App:

1. Networking

By attending events, people get introduced to various business opportunities. Also, the event organizers enjoy free promotions and get a chance to exhibit their management skills to convert more leads. 

2. Social Media Promotion

The people who plan and organize the events can use social media platforms to live stream parts of their events, post their latest event updates, and more. This helps boost the popularity of their event management app and magnetize more potential clients and users. 

3. Feedbacks

A feedback section on event apps lets you catch up with real-time feedback on your events. Being an event planner, you don’t need to go the extra mile to gather the reviews of your last events. 

4. Good Experience

Users can easily buy tickets, register, get passes, check-ins, and more using the app. The increased convenience will help make your app engaging. The user will catch up with a good experience and will like to return to the app again.

5. Improved Engagement

The event apps can assist boost clients’ and attendees’ interest even before the organization of the events. The app will let the clients and users explore events, agendas, discussions, soon-to-come subjects, and more. This leads to an increased curiosity that helps drive engagement. 

What Should I Look for In Event Management Apps? Features of An Event App

1. Easy Log-in/Sign-up

Make onboarding easy for the users as the first impression is the last. Try integrating social media sign-up to deduce the details from there for easing the users. 

2. Mobile CMS

A mobile content management system dedicated to the app admins would ease them to access the dashboard round the clock to create or update any event or associated details. 

3. User Authentication & Password Protection

Today, as data security is a major concern, your app needs to offer them the same to build trust in them. So, your app should ask for user authentication and needs to be password protected from getting things done. 

4. Event Sessions & Schedule

This is something your app can’t afford to miss. You need to exhibit event sessions and schedules in an engaging way distinguishing them into multiple categories and display accordingly. 

5. Easy Bookings

Displaying events and schedules will not work if users can’t book them. You need to offer a service that will prove to be a convenient and time-saving option for them. Also, you can app a mobile wallet to your app ensuring payment security. 

6. Custom Bookmarking & User Schedule

You can allow customers to customize their schedules and even mark their bookings to get notified before the event. The main intent is to offer the users ease and convenience to ensure the events’ success. 

Steps to Develop an Event Planner App

To create an event app, you must consider basic aspects of the app development process. Let’s check them out:

1. Find Your Purpose

First, make a decision regarding what you want to develop and why. First, figure out the basics. Emerge with a robust concept, research, identify your target audience, and understand their requirements. 

Also, know your market competitors and start with the development process. 

2. Consider the Implementation Options

A mobile app or a web-based app do you want to choose? 

Websites would offer a convenient option to the users for ticket bookings. But, when users are at the event site, they would need an app to get details about the event. 

Mobile apps perform offline also. Most event details, including schedules, maps, etc., can be used offline through local storage. 

You can choose native solutions or build a cross-platform solution. Both are possible, but the latter is significantly faster and offers users a seamless experience.

3. Finalize Your Requirements

Next, you need to decide on your event app features. The features vary with the variety of event planning apps. 

4. Design, Build, and Test

After finalizing the vision of your product, you can start with the development process. 

Here, we will discuss some aspects you need to consider that will save time and money.

• You can create a visual prototype and test it with real users.
• Iterate the app launch: divide your project scope into manageable segments, and move ahead sequentially, one step at a time. You can implement the changes simultaneously without rewriting your app’s code. 
• Test while developing your app: The test-driven development approach ensures software attains business logic and quality needs.

5. Launch

The main issue with event planning apps is that they fail to act before the event. You can’t prepare any simulation unless users start interacting with your product actively. 

It states that your tech team should stay all set to look after if something wrong happens while the event runs. Like an event app, solid tech support is important when your product is time-sensitive. 

Also, you need to consider your app promotion before launching. Offer special prizes at the event for the app users. 

Below Are Some Basic Features that Every Event Planner App Should Include:

a) Geolocation

From the beginning, geolocation will be in use. Event guests need to know the venue of the events. So, you can integrate map services in your event planner app to help them search the venue easily, like Google Maps. 

b) Ticket Sales

You should include an e-ticket booking and online payment option to ease the users. When users will find it convenient to book an event ticket just by using their mobile, why would they prefer going on the spot 

c) Event Schedule

You should offer customization options to the users where they can craft a personal schedule and choose the events they want to attend, suiting their interests and time preference. 

d) Networking Features

Crafting and sharing business cards, social media integration, and more, you can move ahead and improve your AR user experience. Users can open the app and view their smartphone cameras’ virtual badges and name tags. 

e) Mobile Check-In

Your app should allow event check-ins as a mobile app. In this mobile era, people usually forget to carry paper check-ins, passes, tickets, and more. It would be very helpful if your app provides them with such epapers relevant to events. 

f) Push Notifications

An event planning app should send push notifications to the users for real-time updates, reminders, and location-based messages. This will keep users engaged and stay active on the app. 

Additional Event App Features

a) Mobile Wallet

Such a feature will facilitate users to buy anything at the venue and pay online like some events organize stalls where people can buy while attending the event.

b) Live Streaming Options

This can be one of the best monetization ideas where people who can’t attend events but have bought the tickets may watch live streaming of events on their app. 

c) Live Polling

A live polling feature in your app will help make the user experience interactive and allow users to participate in polls and surveys about future events’ agendas. 

d) City Guide

This app feature will help event attendees from different cities, giving them transportation, hotels, and attractions details. Your app would appear to be a city guide for attendees from other cities. 

e) Social Media Platforms Linking

People spend most of their time on social media apps. So, linking your app to such platforms will let the users share the links to future events they find interesting. This way, organizers will get assistance considering the promotion of their events, and your app will also get the promotion. 

f) Gamification Features

Polls, quests, and achievements to improve attendees’ engagement. This feature will make the user stay active on the app and achieve game scores to unlock advanced features just by playing. 

g) Customer Help & Feedback

Such services will help app users to get assistance whenever needed. Your customer support team should be available 24*7 to help the users will their queries. 

h) Virtual Presentations

The presentation can be made easier through virtual presentations to make the work more efficient. This feature allows potential customers to catch up with an idea about the product, working, and related details. 

API Available To Create An Event Planning App

Let’s discuss a few API options to develop an event planning app that will diminish your development efforts by handling a few common functions.

Option 1: Explara APIs

Explara, the next-generation events platform, provides a suite of event planning and management APIs. You can include the below features with the help of the following:

• Event Registration
• Event Management Workflow
• Ticketing
• End-To-End Event Management
• Event Entry Management
• Badge Design

Option 2: Grenadine Event Management APIs

A technology platform provider for event management solutions, Grenadine holds its APIs that you can use in your event planning app. Such APIs allow you to include the below features in your app:

• Registering participants
• Event venue reservations
• Calendar booking for events
• Scheduling of events
• Collect registration and participation data

Option 3: Attendify APIs

The event management technology provider, Attendify, provides its APIs for developing event planning and organizer app. You can get the below benefits by using it:

• Synchronization with the management system of associates. 
• The app will synchronize content automatically with other event management systems incorporating ‘Content Management Systems (CMSs).

This diminishes the requirement of manually copying event planning and management data from other CMSs into the app, as APIs do it for you. 

• Reaching event sponsors
• Registration & ticketing
• Schedule management
• Tracking audience response
• Enlisting speakers

Key Tools For The Event Planning App Development

This is a complete app development project, so it needs to be efficiently executed. For that, you would need the right tools. 

Expert Developers Recommend the Below Tools:

a) TestComplete 

For test automation, you can consider using TestComplete. You would need to impose numerous changes to the app following an iterative development process. In this context, test automation would help you out. 

b) Jenkins

In the app development process, you will need an apt build and deployment management tool to handle frequent releases. Here, you can consider Jenkins, a widely-used tool. 

c) Trello

Finally, a project management tool is required for Agile development. Trello will suit your needs, a robust and well-known tool.

Required Team To Create A Mobile App For Events

To build an event management app, you will need an app development team including

• Project Manager
• Business Analyst
• UX/UI Designer
• Android/iOS Developer
• Backend Developer
• Tester

Approach For Developing An Event Planning (Tech Stack)

Cost To Develop Event Planning App 

The current scenario says the event app development costs may range between $10-$35K. 

We can’t emerge with a strict cost of event app development as it relies on various factors. 

Let’s Discuss Factors Affecting the Cost of App Development. 

a) Location of App Development Team

The location of the app development company plays an important role here. The price varies with the location of the team. 

b) Experience of Developers

A team of experienced developers will charge more than less experienced or freshers. Hire the one suiting your event app development project needs, even if it charges a bit extra. 

c) App Platform

The platform you choose to develop your app will also decide the cost of the app. The app is mostly developed on Android or iOS. Some businesses choose hybrid app development also. 

d) API Integrations

API integration makes the app easily accessible and is one of the features users look forward to. It leads to seamless delivery of data and connection between programs and devices.

e) GPS Functionality

The event management app demands a GPS feature. And this feature assists attendees in reaching the venue of the event. This feature costs a little more but will make your app useful. 

f) App Networking

One of the existing features of app networking should be included in an app. It will help promote your app as people would love to talk about the event they are interested in. 

g) Chatting Option

Chat options for customers or the staff are important for any event planning and organizer app. You should incorporate this feature in your app at any cost. Such chat boxes may cost you an amount but will pay off. 

h) Offers & Discounts

These days, offers and discounts are important to attract customers. If your app does so, it will lead to increased sales, boost brand awareness, build customer loyalty, etc. 

i) UX/UI

Apps with simple UX/UI are something that makes them stand out. The UI you choose for your app determines the cost of your app. The more attractive app design will cost you more but will engage increased traffic. 

Best Examples Of Event Planning Apps To Save You Time And Money?

1. Boomset Event App

A robust platform, boomset helps create engaging events as it arrives with all the onsite solutions and functionality you need. Using this app, you can streamline your events as it offers easy event registration, badge printing, lead retrieval, and more. 

2. Bizzabo 

A hassle-free and modern way to plan and organize an app, Bizzabo helps create more successful, immersive experiences with its event experience OṢ. It is a data-driven open platform that permits event experience leaders to handle events, grow communities, engage audiences, and deliver robust business results. 

3. Eventzilla

An event app, Eventzilla, provides an engaging event experience to the event attendees before, during, and post the event. This customizable app permits attendees to access venue maps, schedules, sponsors, speaker profiles, and other essential details. This app keeps the participants informed, sends a notification to them, allows media file sharing, provides an option to block and unblock attendees, and more. 

4. monday.com

Using this app, you can plan your event from start to end. From budget planning to event registration and coordination with vendors, monday.com can manage everything. It is usually used for easy event registration, marketing management, cross-team collaboration, and real-time monitoring. 

5. Socio (Today a part of Webex)

This event app serves as your event guide, digital networking portal, and content hub. Socio will soon be rebranded as Webex Events and will be shown in the app this year. The user can easily access all the details of events happening nearby, browse the attendee lists, add sessions to the event agenda, watch live streaming, etc. 

6. Event Farm

This event app offers an innovative solution that helps plan and manage events, merging wearable tech and event planning software to attract offline and online worlds. Also, it integrates with near-field communication (NFC) technology that permits two portable devices to connect when falling within close range. 

7. Social Tables

This event app uses interactive content to assist event planners in visualizing their event venue, collaborating with staff and attendees, sharing and storing documents externally and internally, and optimizing sales with an in-built lead capture feature. 

8. Eventbrite

One of the top names in online ticketing and event management, Eventbrite emerges with all features a user can expect, like easy-to-develop event pages, real-time reporting, and in-built payment processing. Its robust integration with Facebook lets you promote your event on social media platforms and facilitates attendees to buy tickets online via Facebook’s checkout. 

9. Splash Host

This event management app assists you craft a customized landing page for your event. You can use its backend to tag the attendees based on the collected data during the registration phase and add your tags. Also, this app permits automated personalized and custom event invites, sending one-off marketing emails, updates, reminders, follow-ups, and more. 

How to Monetize Your Event App?

1. Interactive Maps

You can make the navigation of your event easy for the attendees using interactive maps. Obviously, this app feature comes under a popular sponsorship opportunity. On the map, sponsors may get highlighted with interactive pins. Also, the sponsored pin may appear as a link to catch up with the basic details about the company. It allows users to locate expo halls, sessions, sponsor booths, etc. 

2. Sponsor Splash Pages

Splash screens display full-screen ads when users open your event. These ads adjust automatically according to the screen size. Advertisers can catch up with an amazing value by being showcased to all attendees when they launch your event management app. This digital real estate permits sponsors to opt for pop-up advertising solutions. 

3. Highlighted Exhibitors/Sponsored Listings

The listings offer additional exposure to the companies and brands and help sponsors stand uniquely, make themselves more visible, and come under the spotlight. Considering monetizing, you can include a logo or highlight top exhibitors using a unique sponsor icon on the home screen. 

4. Banner Ads

These are front and center on your event app and assist your sponsors in driving the website and booth traffic. These are placed on the main screen to catch up with ultimate visibility that can increase brand visibility and boost sales. You can check the click-through rates and impressions through real-time reports. 

5. Surveys & Interactive Polling

You can make the survey features in the sponsored listing, sessions pages, or the home screen using an icon. Besides, polls can also be an event’s interactive part that sponsors can brand and use for instant feedback. Sponsors can include their brand’s name in surveys, polls, or questions. 

6. Gamification

This monetization mode increases booth traffic as attendees are challenged to try a product or visit sponsors in a game in exchange for points. Organizations can get additional exposure by sponsoring the winners’ presentations and top prizes. The leader board makes attendees play while connecting with sponsors. Posts and images from sponsors and attendees on the walls will increase the visibility of products and key sponsors. 

7. SocialWall 

SocialWall motivates attendees to post their stuff on social networks, which can help promote your events. This way, sponsors can get more attention and get highlighted in real-time at the event. 

8. Beacons

Through beacons, you can connect with attendees even without Wi-Fi. You can place them all through your event space and then allow smart notifications to be moved ahead to attendees within the range. You can monetize beacons and let exhibitors catch success. Sponsor booths encourage interaction through alerts.

9. Push Notifications

You can use push notifications to alert each attendee through prompt pop-ups. You can even schedule notifications and connect with attendees during, before, and after your event. Also, you can target specific attendees’ groups and keep your communication strategy going long after events get over. 

How Can We Help You?

We can help you with teams of highly professional and expert developers who have delivered various event management apps with advanced features and flawless functionality. With 8+ years of learning and experience, we have crafted our identity as a leading app development company. 

Wrapping Up

The event planning and organizer app market will expand in the future. As per a report, the market is likely to reach $10.57 billion by 2023, at a CAGR of 11.6%. 

Witnessing the growing market of event apps, many professional event planners are looking to develop an app. 

So, suppose you are also thinking of developing an event management project and catch up with increased ROI. In that case, you may partner with a mobile app development company and accomplish your objectives.

Frequently Asked Questions on Making an Event Planning and Organizer App