In this blog post, you will get quality content about how to organize events on a Mac. There are many built-in Mac event management programs, but there are also superior third-party options. Here’s how to use your Mac to execute any event.
Whatever the event, whether it be a workshop, a wedding, a party, or a week-long on-location filming session, it doesn’t matter. Even though the specifics vary greatly, everything you need to organize has the same basic components, and the Mac is designed to handle all of them.
Additionally, using the iPhone and iPad makes it even more appropriate.
There are online businesses like Eventleaf that attempt to give you everything you need in one bundle if you work as an event planner full-time. Having a single tool is convenient, but there are drawbacks.
You cannot, for instance, choose an alternative component of service if you don’t like a particular aspect of it. Online services do, of course, have a fee, but there are methods to complete this task using only the tools that come with your Mac.
You wouldn’t do that. You could, however, there are third-party alternative apps that are much more suited to the various tasks of event preparation.
As you progress through your event, you can decide when you need to buy each new component.
The components of event preparation
Any event, regardless of type, will share the same fundamental components.
- Time and date
- Venue (including online)
- People who worked on it
- Materials (presentations, catering) (presentations, catering)
There will always be some sort of fallout. However, you may be the one giving investors financial reporting or the bride and groom could be the ones responsible for writing thank-you notes, in which case it would be their responsibility.
They might, however, ask you who you are and who you believe gave them the gravy bucket.
There are programs for both Mac and iOS that can use to set up and manage each of these components. Additionally, there is some overlap between the various components.
Location, time, and date
If this were simple, that would be great. You desire this church or that convention center on this date, for this quantity of people, for this length of time.
However, venues fill up quickly, and attendance figures at events can alter drastically. You’re now compelled to consider Radio City Music Hall since your personal, small open mic night at the neighborhood coffee shop can generate so many sales.
Or the ideal location is only offered during the same week as an event hosted by a competing business, and it lacks the necessary capacity, the best catering, the best audio system in North America, and simple wheelchair access.
Venues are also arbitrary. You can specify capacity and catering options all you want, but you still might discover that the ostensibly perfect location is awful for whatever reason.
So while a calendar software will allow you to enter the time and location, you need more information before you get there. Depending on how well-organized you are, the other item you require might be an Apple Note or a Numbers spreadsheet.
A spreadsheet is preferable, whether you use Microsoft Excel or the Numbers program that comes preinstalled on your Mac.
With a spreadsheet, you can list the locations you’re thinking about and make comments next to each one with details like their price and capacity or more ethereal qualities like whether they smell like cats. Additionally, you can keep track of whether you have inquired, made a reservation, paid a deposit, or received a full invoice.
You may then use the filtering to only see, for example, locations with seats for more than 50 people, which are under $200, and which you have already visited.
In Numbers, you may filter a list of attendees to see who has or hasn’t responded, among other things.
You would assume that since you are hosting this event for your attendees, they would be more accommodating. However, you’ll still invite folks who don’t respond.
Equally possible is that you are planning this event for a business that fails to inform. You that they will suddenly require seating for visitors from their new Scranton branch.
Attendees are mostly simply a number that you have to deal with, which would be one thing if that were all they were. The location, seating capacity, catering requirements, and printing costs for ID badges or wedding table place cards are all influenced by the number.
Attendees are persons, not just numbers. You can easily imagine issues at a wedding reception where Uncle Pat’s location near the bar is essentially scheduling a fight for the middle of the night.
However, there may still be a hierarchy at corporate functions when attendees may be strangers but it may mean everything to them. Don’t make the seating arrangement too tightly fixed, then.
Extending invitations and monitoring answers
What you need in this situation is a complete customer relationship management (CRM) app, like Daylite, and the time to learn how to use it. However, there is a benefit to keeping with what you are used to, like the Mac’s native Contacts software.
To find a happy medium, though, use Cardhop.
Both apps have the benefit of being quick.
Maybe your client needs to follow up with the CEO who won’t return your emails. Copy CEO email into Cardhop, open it with a keystroke, and you’re done.
If more than one person matches “CEO,” you’ll see a list; nevertheless, after you’ve chosen the correct person, their email address will be copied to your clipboard. Without ever having to delve into the contacts’ specifics, you can paste it into an email, Message, or wherever you’d like.
Similar to this, Fantastical is opened by pressing a key, and you may input things like “View McKenna’s on Maple Street, 1 pm, two weeks from Tuesday” to go there. Fantastical determines the date you’re referring to and enters it.
You’ll run into issues and may want to switch to applications and services like Daylite or Eventleaf when it comes to keeping track of who has been invited, who has responded with a “yes,” and other details.
You cannot indicate whether or not you will be expecting someone using Cardhop or Apple’s Contacts. However, both allow you to construct intelligent groups and include searchable note areas.
Therefore, you may create groups for everyone who wrote the word “Yes” in their notes, or for everyone who wrote “No.” Or the undoubtedly larger proportion of intelligent people who are “Maybe.”
There is still another option, which, depending on the number of guests, might even be free.
Mailchimp has excellent list management capabilities in addition to being built for sending out marketing emails.
You can enter everyone’s information and then create ever-narrower groups. So you’re able to view a list of, for example, all the invitees from England who haven’t responded but about whom you care enough to follow up.
Costs and materials (presentations, refreshments)
No matter how big or little your budget is, you will always have one. But before you spend any of it, find out if you need to receive confirmation.
It’s rather typical to be able to spend money from the budget up to a certain limit. Just be sure to be aware beforehand.
Then you shouldn’t expect to always need precise accounting procedures for this job, but you will always need to keep receipts.
However, especially with a tight budget, it’s simple to overlook the effects of an overrun in one area. And never more so than when you are preoccupied with the editorial aspect of the event, the special guests, their presentations, and other related matters.
You must choose whether to involve an accountant. However, if it is not immediately clear that you will, keep very frequent records and hold frequent meetings. You will benefit from explaining to a client where the money is going to those who contributed to the event.
People who contributed to the event’s creation
You’ll have a lot on your plate if the event includes both you and all the participants. However, since you are essentially working for yourself in this situation, you must take whatever actions are necessary to complete your tasks.
However, resist the need to keep everything in your thoughts. Get a good, robust to-do app. Even though Apple’s Reminders is underutilized, you need something better when creating an event.
On the Mac, iPhone, and iPad, the top to-do apps are OmniFocus ($50) and Things ($50). Get the trial versions of each and test them out if you have the time to see which is best for you.
When planning an occasion, avoid altering your to-do app. Unless, of course, things suddenly take off and you find yourself working with a staff rather than on your own.
The need to pay employees is another justification for hiring an accountant. But from the standpoint of acquiring assistance to complete your project. The largest challenge is the requirement that you be able to assign them tasks.
This turns into a problem of figuring out which parts of the event production you can break off and deliver to them, assuming you know they can and will accomplish it. The question of how to detect their actions is also relevant.
Additionally, there is the issue of when they can be completed if the event can be broken down into smaller tasks. The caterer might require final figures by Tuesday, but those figures rely on whether the Scranton contract materializes.
Therefore, you may allocate the catering question to one person. But that person is prohibited from acting until the transaction has been confirmed.
You require more than a To Do app when you enter this level of specificity. And when you’re working with at least this many people.
Apps for project management
Apps for project management (PM) deal with dependencies, such as when one work depends on another’s completion.
They are also capable of managing resources in a highly complicated way. Let’s say your client requests the assistance of a staff member when they realize you need it. However, that employee is only present in the mornings on Monday and Thursday.
Any PM app can deal with that.
PM applications could be too complex to learn quickly if you only plan one event or if it is small. And they go overboard.
But take a look at OmniPlan. OmniPlan is a project management tool for Mac, iPad, and iPhone that costs $200 for a one-time purchase or $20 per month for a subscription.
There is a free trial as well, so make sure to sign up for it when you have the time. When you are already three weeks into a four-month event, avoid taking on any PM apps.
Every action reacts, and every action has repercussions. Additionally, every event requires some wrapping up, whether it’s sending out thank-you notes or paying your personnel.
All of the aforementioned programs will support you with that. Additionally, every single app is addictive.
With all of this, create one wedding, and you’ll be eager to plan the baby shower as well. And you can visit our T & E store.
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