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Effective Project Management for Event Planners

Revolutionize the way you organize, coordinate, and execute events. Leverage powerful Flowlu features to enhance efficiency, collaboration, and deliver memorable experiences for event attendees.
Flowlu - Effective Project Management for Event Planners
All-in-one
Everything for planning, managing and analyzing your projects.
Easy-to-use
Explore the seamless onboarding and knowledge base.
Fully customizable
Customize Flowlu to meet exactly your business needs.
Secure
All your information is stored and encrypted using the TLS protocol.
Streamline operations and elevate the success of your events to new heights
From managing tasks to streamlining communication, Flowlu offers a wide range of features designed to improve productivity and efficiency of professionals in the events industry.
Flowlu - Streamline operations and elevate the success of your events to new heights
Key Features of Event Project Management Software
Task Management
Event planners can create, assign, and track tasks effortlessly, ensuring that every aspect of the event is carefully planned and executed on time. With real-time updates, custom statuses, multiple views and customizable task lists, organizers can stay ahead of deadlines and ensure every aspect of the meetings unfolds seamlessly.
Flowlu - Task Management
Budget Tracking
Effective budget management is critical in event planning. Flowlu enables organizers to create detailed budgets, track expenses in real-time, estimate revenue, and make necessary adjustments to stay within budget constraints. Whether you're working with a fixed budget or need to allocate funds across various categories, Flowlu provides the tools you need to make informed financial decisions throughout the planning process.
Flowlu - Budget Tracking
Vendor Management
Planners work with various vendors and suppliers, from caterers and florists to audiovisual technicians and transportation services. Easily manage vendor contact info, payments, agreements and contracts, activities and conversations, ensuring seamless communication with all stakeholders.
Flowlu - Vendor Management
Attendee Registration
Simplify the registration process for attendees with customizable registration web forms and automated workflows. Store all important details with Flowlu custom lists. Take your company to new heights and reach your business goals!
Flowlu - Attendee Registration
Resource Allocation
Event planning often involves coordinating various resources, such as venues, equipment, and personnel. Flowlu allows event organizers to allocate resources efficiently, ensuring that everything is in place for the smooth execution of the meetings.
Flowlu - Resource Allocation
Document Management
Say goodbye to cluttered email threads and scattered documents. With Flowlu's document management feature, securely create, store, organize and track custom contracts, proposals, invoices, estimates, templates, and other important files for easy access anytime, anywhere.
Flowlu - Document Management
Workflow Automation
Boost productivity and efficiency with Flowlu's workflow automation capabilities. Set up custom automated workflows for recurring tasks, notifications, and approvals, allowing you to focus on more strategic aspects of event planning. Automatically collect sales leads, send invoices for payments and update information across the entire platform.
Flowlu - Workflow Automation
Customizable Project Templates
Save time and effort by using Flowlu's customizable project templates for event planning. From gathering timelines to checklists, pre-design templates for your project managers to suit your unique business requirements and impress your attendees.
Flowlu - Customizable Project Templates
Team Management and Communication
Clear and timely communication is essential for the success of any event. Flowlu provides team management and communication tools for companies such as instant messaging, shared calendars, attendance tracking, news feed, groups and file sharing capabilities, facilitating seamless communication among team members regardless of geographical barriers.
Flowlu - Team Management and Communication
Built-In Calendar
Event planning often involves coordinating schedules with multiple stakeholders. Seamlessly manage gathering schedules and meetings with personal or team calendars to avoid conflicts and ensure everyone stays on track. Calendar integration features enable seamless syncing with popular calendar apps like Google Calendar, ensuring everyone is aware of important deadlines, milestones and appointments.
Flowlu - Built-In Calendar
Project Visualization
Visualizing the gathering timeline is paramount for effective planning and execution. Flowlu offers intuitive Gantt charts, Kanban boards and to-do lists, allowing event organizers to map out every milestone and deadline with precision. By visualizing the project roadmap, event organizers can identify potential bottlenecks and proactively address them, ensuring a smooth and timely event delivery for attendees.
Flowlu - Project Visualization
Time Tracking
Streamline your workflows, allocate resources more effectively, and ensure timely execution of tasks with Flowlu user-friendly time tracker. Effortlessly record spent time and track billable hours. Eliminate manual time tracking methods to free up valuable time to focus on creative planning and strategy development.
Flowlu - Time Tracking
Client Collaboration and Feedback
Flowlu enables your staff to collaborate with customers seamlessly, providing client portals for transparent communication. From initial inquiries and proposal presentations to post-event follow-ups, Flowlu enables you to manage client and attendee interactions seamlessly, ensuring a positive experience that fosters client satisfaction. By involving clients in the process and incorporating their input, you can tailor your services to exceed expectations and forge long-lasting partnerships.
Flowlu - Client Collaboration and Feedback
Analytics and Reports
Gain valuable insights into your gathering management company performance through robust analytics and reporting functionalities. Add a customizable dashboard to your home page to have all valuable information at a glance, allowing you to make data-driven decisions and adjustments as needed.
Flowlu - Analytics and Reports
Knowledge Base
Flowlu offers a centralized platform where event organizers can store, organize, and access critical information effortlessly. From venue details and vendor contracts to guest preferences and event timelines, everything is conveniently housed in one place, streamlining the process from start to finish. Categorize articles based on custom topics, keywords, or tags, enabling quick retrieval of relevant content.
Flowlu - Knowledge Base

Benefits of Using Flowlu Software in Event Planning

Improved Organization

By centralizing all event-related information and tasks in one platform, Flowlu helps streamline the process and keeps everyone on the same page. This leads to greater efficiency and fewer chances of oversight or miscommunication between organizers and attendees.
1

Enhanced Collaboration

Collaboration is key in gathering planning, where multiple stakeholders are involved. Flowlu lets your team collaborate efficiently by providing a digital centralized platform for sharing ideas, updates, and attendees’ feedback, enabling team members to work together towards a common goal.
2

Time and Cost Efficiency

By automating repetitive tasks, optimizing resource allocation, and facilitating better decision-making, Flowlu helps event organizers and businesses save time and reduce costs. This allows users to focus their efforts on delivering a memorable experience for attendees.
3

Enhanced Attendee Experience

Deliver a superior attendee experience with streamlined registration processes, analytics, personalized communications, and seamless gathering execution.
4

Select Your Subscription

Choose the best plan for your event management company
Free
2 Users
1GB Storage
$0
Always free. No expiration, no hidden fees
Sign Up
  • Unlimited Projects & Tasks
  • Unlimited Contacts
  • Invoicing & Online Payments
  • Expense Tracking
  • 1 Project Template
  • 1 Knowledge Base
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Team
8 Users
10GB Storage
$29 $39
per team / month
billed yearly
per team / month
billed monthly
Start free trial
  • All features from Free plan, plus:
  • Client Portal
  • 3 Project Templates
  • 2 Knowledge Bases
  • Task Automation
  • API and Webhooks
  • Email Integration
  • Time Tracking
  • CRM Automation
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Business HIT
16 Users
50GB Storage
$59 $74
per team / month
billed yearly
per team / month
billed monthly
Start free trial
  • All features from Team plan, plus:
  • Custom Fields
  • Time Billing
  • Task Automation
  • Click & Open Tracking for Email
  • Telephony Integration
  • Mailchimp Integration
  • Advanced Reports
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Professional
25 Users
100GB Storage
$119 $149
per team / month
billed yearly
per team / month
billed monthly
Start free trial
  • All features from Business plan, plus:
  • 20 Project Templates
  • Unlimited Knowledge Bases
  • Change History
  • Advanced Reports
  • Custom Logo
  • Report: Project Cash Flow Forecast
  • Additional Transactions Reports
  • External User Roles
  • User Roles
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Enterprise
Unlimited Users
1000GB Storage
$199 $249
per team / month
billed yearly
per team / month
billed monthly
Start free trial
  • All features from Professional plan, plus:
  • Formula Fields
  • Custom Domain
  • Unlimited External Users
  • IP Whitelist
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Why businesses love Flowlu?

A very strong tool for SMB and PM
Imagine a unified business management platform that caters to SMBs but includes powerful enterprise-level functionality normally reserved for more expensive CRMs, PM tools, and the like. It's as if they scoured the market for the most popular features, then crammed them all into their product. Read more
Brandon E.
Brandon E.
Sales Specialist
Comprehensive solution for project management and CRM
Flowlu is a comprehensive solution for project management and CRM software. Especially when you don’t want to have a dozen separate systems and drown in integration efforts. The interface is easy to use, and there are some amazing features, such as fully automated task flow inside the system itself. It also has enough customization capabilities ... Read more
Tomas V.
Tomas V.
CEO
By far one of the best business management software
I run an agency and have personally used countless project and business management software solutions. Flowlu is a feature-rich CRM that offers amazing automation tools to make your life easier. It provides a plethora of features that can be customized to meet your company's unique requirements. I also appreciate that it includes time track... Read more
Shiraz Q.
Shiraz Q.
CEO
Fast, feature packed, priced right
Flowlu is easy to use, has a mobile app, and keeps getting better. Flowlu peaked my interest when I saw how many different features they were able to incorporate into their system. Once I started using it I was surprised at how everything was pretty fast and cohesive. This will be a great tool for my agency and fits a lot of needs that other sys... Read more
Josiah H.
Josiah H.
Web Developer
THIS is what I've been waiting for
My experience has been incredible so far. Flowlu has replaced five applications and has made life better for me and 350 of my employees. It's kind of like being a kid at Christmas... I actually look forward to using the application every morning. The thing that differentiates them from everyone else is that they do a lot of things very well... Read more
Antonio Thornton, P.
Antonio Thornton, P.
CEO
Pumped about Flowlu
I was looking for a viable platform that would make my business more profitable and easier to run and manage to meet my requirements for a very long time. Some platforms offer similar functions to Flowlu but Flowlu offers speed, performance and overall product quality. I am implementing and testing the platform now in several companies that I ru... Read more
Martin G.
Martin G.
Director
Does it all really well
Flowlu is one system that puts all your client interactions at your fingertips. I really like the concept of one integrated system that keeps track of most of the tasks I need to do with clients every day, rather than requiring duplicate data entry across several disconnected systems. This is especially important for small companies like mine th... Read more
Joshua M.
Joshua M.
Founder
So much more than just a Project Management tool!
Flowlu is a full-fledged business workflow tool that allows you to manage pretty much everything in your business from one central location. It has a well-designed, user-friendly interface that is simple to operate and navigate. It also includes one of the best new customer onboarding processes I've seen from a SaaS provider, utilizing its ... Read more
Tim D.
Tim D.
Head Consultant
Flowlu has been the most useful project management tool that we have
We are having the best and most efficient experience working on our projects with Flowlu. It allows us to ensure constant collaboration on all our tasks, which helps us achieve our project goals within the allocated timeframe. It offers us an amazing virtually shared workspace that helps us collaborate and work on our tasks as a team. Read more
Tim Van W.
Tim Van W.
Senior Project Supervisor
Flowlu allows businesses to manage projects from anywhere
This software is great!! So easy to enter information and schedules. This solution keeps me very productive! I have a tendency to try to tackle too much at once and end up with an overwhelming number of unfinished tasks. I like the fact that I can share the tasks and lists with anyone just by using their email addresses. Read more
Alvin Buckley
Alvin Buckley
Events Services
Integrate with your favorite tools
Connect your Flowlu account with other apps via native and third-party premade integrations.
Flowlu - Integration with Imap
Flowlu - Integration with PayPal
Flowlu - Integration with KonnectzIT
Flowlu - Integration with Jira
Flowlu - Integration with Google Calendar
Flowlu - Integration with Integrately
Flowlu - Integration with Jivochat
Flowlu - Integration with Pabbly
Flowlu - Integration with Calendly
Flowlu - Integration with AppyPie
Flowlu - Integration with Square
Flowlu - Integration with Zendesk

What to Consider When Choosing Event Management Software

Scalability
Event planning needs can vary greatly depending on the scale and complexity of the gathering. It's important to choose a software solution that can scale with your unique needs, whether you're organizing small-scale gatherings or large-scale conferences.
Customization Options
Every event is unique, and so are the requirements of organizers. Look for project management software that offers customization options and templates, allowing you to tailor the platform to suit your specific workflows and preferences.
User-Friendliness
Ease of use is crucial when selecting project management software, especially for teams with varying levels of technical expertise. Opt for intuitive platforms with user-friendly interfaces that require minimal training and onboarding.
Integration Capabilities
Planning often involves using multiple tools and software solutions. Choose project management software that integrates seamlessly with other essential tools such as CRM systems, accounting software, and marketing platforms.
Security and Compliance
When handling sensitive attendee data or financial transactions, security becomes a top priority. Ensure that the event management software you choose has strong data protection features, such as encryption and compliance with industry standards like GDPR, to safeguard your information.
Customer Support
Reliable customer support can make or break your experience with a software platform. Look for providers that offer accessible and responsive support channels, such as live chat, phone support, or a detailed knowledge base, to help resolve issues quickly and efficiently.
Frequently Asked Questions
You will find the answers in the knowledge base or write to us in the online chat.

Flowlu is a powerful all-in-one business suite designed to simplify PM, team collaboration, and client communication. Originally created for businesses to manage their complex projects seamlessly, Flowlu online platform has evolved to cater to the unique needs of event organizers. With its intuitive interface and robust features, Flowlu offers an online centralized hub for organizing every aspect of your meetings.

A gathering PM tool is a powerful platform that helps users at any level to manage all aspects of an event, from starting to finish. These tools offer many paid alternatives to traditional methods, allowing users to find the best solutions for their custom and unique needs. Whether it's managing timelines, budgets, vendors, schedules, or attendees, these platforms become indispensable parts of custom event planning. Users can find answers to their questions and navigate through various tasks seamlessly within a single space. With features like task assignments, project templates and analytics, schedule management, budget tracking, and custom communication tools, event project management tools empower users and businesses to stay organized, efficient, and on track to deliver successful gatherings month after month.

Yes, Flowlu can be customized to suit the specific and unique needs of various meetings, from corporate conferences to weddings and festivals.

When choosing PM software for event purposes, event organizers can opt for:

  • Cloud-based vs. On-premise: The best cloud-based PM software offers the flexibility of accessing project data online from anywhere with an internet connection, while on-premise software provides greater control and security but requires dedicated infrastructure.
  • Specialized Event Planning Software vs. General Project Management Tools: While some PM software is specifically designed for gathering purposes, others are general-purpose tools that can be customized to suit the unique needs of professionals.

The best online project management software for events typically includes features such as task management, custom budget tracking, timeline scheduling, analytics, attendee management, communication tools, and integration capabilities with other event-related software like registration platforms and best CRM systems.

The best PM tool streamlines gathering organization processes by centralizing all tasks, deadlines, and resources in one platform. It enables virtual team collaboration, real-time updates, custom automated reminders, registration forms, analytics, templates, and provides visibility into the progress of various aspects of meeting organization for attendees, ultimately saving time and reducing errors.

With numerous moving parts, tight deadlines, and high expectations, event planners need reliable tools to manage projects effectively. Several PM options cater specifically to the unique needs of organizers. Flowlu is considered to be one of the best project management software for events and a top recommendation tailored specifically for event organizers with affordable pricing plans. 

Flowlu is a versatile PM platfrom that offers the best features tailored to the unique needs of planners. Its user-friendly interface, customizable project views, templates, attendee registration forms, and robust virtual communication tools make it an ideal choice for managing custom gathering of all sizes.Its powerful automation features streamline workflow management and enhance team productivity.

Flowlu event PM tools helps event organizers to set budgets, track custom expenses, and allocate resources efficiently, ensuring optimal financial management throughout the event organization process for attendees.

  1. Training and Onboarding: Invest in comprehensive training, onboarding programs and get-started guides to ensure that all team members are proficient in using the PM tool effectively.
  2. Regular Updates and Feedback: Encourage regular updates and feedback from users to identify areas for improvement and optimize the use of project management software over time.
  3. Utilizing Advanced Features: Take full advantage of advanced virtual features offered by Flowlu, including automation, knowledge base, web registration forms, products and services catalog, reporting tools, mind maps, issue status tracking, white-label functionality to reflect your branding, project request management, custom fields and lists, and reporting tools, to further enhance productivity and efficiency.

Consider factors such as scalability, customization options, privacy policy towards your data, user-friendliness, and integration capabilities. It's also helpful to read reviews and compare features before making a decision.

  • AI and Automation: Explore how artificial intelligence and custom automation technologies are shaping the future of PM tools, offering capabilities such as predictive analytics, task automation, and intelligent scheduling.
  • Virtual Reality Integration: Discuss the potential impact of virtual reality integration in PM software, enabling planners to visualize venues, layouts, and designs in immersive virtual environments.
  • Enhanced Data Analytics: Highlight the importance of virtual custom data analytics in event organization and how future PM software may offer advanced analytics capabilities and reporting tools to help event organizers make data-driven decisions and optimize gathering outcomes and results.

To maximize efficiency and productivity, Flowlu platform integrates seamlessly with third-party tools and platforms commonly used in event planning such as Mailchimp, Gmail, Google Calendar, PayPal, Twilio, Calendly, WhatsApp and others. Flowlu integration capabilities allow professionals to connect popular tools and to leverage the full potential of their software ecosystem. This eliminates the need for manual data entry and facilitates a more streamlined workflow. Plus, with its open API architecture, Flowlu also offers endless customization possibilities, allowing you to tailor the platform to suit your unique workflow requirements.

Time management is a cornerstone of effective gathering planning, and Flowlu equips event planners with the tools they need to stay organized and on schedule. Its intuitive calendar feature allows professionals to visualize their upcoming events, deadlines, registrations, and custom milestones at a glance. By setting reminders and allocating time blocks for each task, event organizers can mitigate the risk of last-minute crises and ensure every aspect of the gathering goes seamlessly.

Flowlu platform prioritizes intuitive interfaces and offers user-friendly features such as drag-and-drop task management, Kanban boards, customizable dashboards, reporting tools, calendar views, and mobile accessibility. Additionally, comprehensive training, video tutorials, live demo, onboarding guides, and customer support are often available to help users navigate the tool effectively.

Professionals use project management platforms because it gives them the ability to check all the boxes necessary for a successful gathering. By using technology such as interactive task management and diagramming tools, ticketing systems, reporting tools, and social media engagement platforms, they can discover the perfect balance between engagement, and agenda. Project management allows them to learn from past experiences, measure success, and even give individual attention to smaller details. It's about staying updated with the latest news and trends in the industry without becoming overwhelmed by the complexity of the task. Most importantly, project management empowers planners to deliver great experiences for people attending events, ensuring that every aspect, from the first interaction to the last, is well-planned and executed.

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