How to choose the best CRM for your event planning business

As an event planner, you manage a constant flow of details—from client budgets and guest lists to seating arrangements and vendor information. A customer relationship management (CRM) tool can help you keep everything organized so you can execute every project with minimal hassle. 

The best CRMs for event planners have features to help you manage the entire client lifecycle, from the first inquiry to the big day. Here’s how to choose the right CRM for event management for your day-to-day workflows. 

What is a CRM for event planners? 

A CRM for event planners is a software program that helps track all your clients and projects in one place. These programs help manage everything from contact details to project statuses to payments. CRMs for event planners typically have industry-specific features, like floor plans and vendor management.

Why do event planners need a CRM?

Event planners need a CRM to keep their client and project details organized in one centralized platform. With CRM software, you can track each client as they move through the different stages of the planning process. That way, you can quickly access the information you need without having to sift through scattered notes. 

Effective CRMs can also automate time-consuming administrative tasks, like scheduling meetings or sending out payment reminders. Automations free up your time to work on more complex planning tasks or attract more clients and grow your business. 

A CRM makes it easier to provide a high-quality experience for your clients, so they’re more likely to contact you for future events or refer your business to friends.

How can a CRM support the event planner’s workflow? 

A CRM is a centralized tool for managing client relationships, contacts, and projects. It lets you see where clients are in the sales pipeline and what tasks you need to complete. Event planning clients move through several stages over the course of a project, including lead qualification, design, planning, coordination, and payment, and you can track their progression in your CRM. 

Many CRMs have built-in automations to handle tasks like email marketing, scheduling, and personalized follow-ups without manual effort. Some CRMs report analytics so you can see what’s working and calculate return on investment after a project ends.

Must-have CRM features for event planners

When choosing an event management CRM, some aspects are more important than others. You likely don’t need to prioritize features like customer support ticketing or product catalog management, which are more relevant in other fields. These are some of the important features to look for when evaluating CRM apps for event planners: 

• Client booking: Many event planning CRMs allow you to create client-facing booking or scheduling portals where prospects can inquire or book services. 
• Centralized client and vendor database: Opt for a CRM tool that helps you track both client and vendor details in one place. 
• Project and task management: Integrated project management helps manage your entire to-do list in one place. 
• Scheduling: Event planners have an abundance of meetings, and your CRM should help keep your schedule on track. 
• Branded file templates: Some event-focused CRMs have template libraries with proposals, floor plans, and banquet event orders (BEOs), so you don’t have to create the documents from scratch while managing events. 
• Digital contracts with e-signatures: Look for a CRM with digital contract templates built for event planners, with e-sign options to save time for your clients. 
• Marketing integrations: Ideally, your CRM can integrate with other event marketing tools you use, like email marketing platforms.
• Automated invoicing and payments: Some platforms let you automate your invoicing process or support recurring and partial payments for added flexibility. 
• Reporting and analytics: Reporting features give you a detailed look at how your business is performing. 

How does HoneyBook compare to other CRMs for event planners? 

Many CRM tools for event planning exist, and you’ll get the best experience with an option that suits the size of your company and the types of events you host. Here are some of the leading CRMs for event planners on the market to consider. 

Planning Pod

Planning Pod is a CRM and event management software built for planners. It has event-specific features like a booking calendar, floor plans, BEOs, and ticketing. The platform also has more traditional CRM features like lead proposals and invoicing. While Planning Pod may be a good fit for teams that need advanced event-specific planning tools, it may not have the flexibility necessary for independent event planners. 

Aisle Planner

Aisle Planner is another popular event management tool among wedding planners and other event professionals. It has detailed project management dashboards and client portals to track every step of the planning process. Aisle Planner also has custom lead forms, invoices and payments, and revenue reporting. Its user-friendly interface and mood board feature are well-suited for wedding planners, but Aisle Planner may not be the right fit for larger corporate events or conferences. 

HoneyBook

HoneyBook is an all-in-one client management platform that lets you control the entire client experience from inquiry to payment. HoneyBook has a built-in CRM to help manage leads and clients throughout each project, from first inquiry to final payment. 

You can also use HoneyBook to create proposals, contracts, invoices, onboarding guides, and even event-specific documents, like floor plans and BEOs. Clients can access all their project details in custom client portals. 

When compared to other event planning CRMs, HoneyBook offers extensive automations and AI-powered tools designed to help reduce repetitive work. These features can handle repetitive tasks like follow-up messages or meeting notes for you. HoneyBook works well for busy independent event planners who want their CRM and other tools in one place. 

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Dubsado

Dubsado is a CRM and business management platform designed for creative small businesses. It offers a variety of business management tools, including lead forms, contracts, proposals, invoices, and payment processing. It’s highly customizable, with an extensive template library. However, Dubsado doesn’t have many event-specific features. It’s better suited for event planners who already have strong planning workflows in their tech stack, but need business management features. 

How to choose the right CRM for your event planning business

By choosing an appropriate CRM for your event planning business, you can boost productivity and revenue. Here’s how to choose the right CRM for events: 

• Map your workflow: Identify any roadblocks you’re currently facing and the features that would help simplify your day-to-day processes. 
• Prioritize core features and automations: Look for platforms with tools that match your workflow and client needs, and prioritize automation features that can save time. 
• Check available integrations: If you rely on tools for marketing, event registration, or accounting, choose a CRM that integrates with your existing software so your data stays connected across platforms. 
• Test the user experience: Read reviews and watch demos to understand how the platform works for both you and your clients.
• Calculate costs: Compare pricing plans to make sure the CRM fits your budget and delivers the value you need. 

Scale your event planning business with HoneyBook

A CRM is just one of the many tools you need to build a successful event planning business. HoneyBook combines a small business CRM with other essential client management features so you can handle the entire planning process in one place. 

HoneyBook is a centralized platform for leads, proposals, contracts, scheduling, and invoices, with automations to help you work faster. Branded client portals and document templates help you deliver a memorable client experience every time. 

Try HoneyBook free today to make managing events easier than ever.

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