10 Tech Tools Every Event Planner Should Be Using in 2025

January 17, 2025 Mario Stewart

Pexels Image from Pexels, Alena Darmel https://www.pexels.com/photo/photo-of-a-woman-talking-on-the-phone-while-smiling-7706969/

Stress is a constant problem for event planners. You’re always under pressure to create the latest and greatest events, and it feels like there’s never enough time to get everything done. Even having time to eat and sleep sometimes feels like a pipe dream.

While there’s no magic solution to eliminate stress while pulling off top-tier NYC events, using technology to lighten your workload is the next best thing. Make your life a little easier with these 10 tech tools every event planner should be using in 2025.

1. Event Management Tools

Event planning is hectic by nature. There are a million things to keep track of, and you need it all to work seamlessly. That’s why a good event management tool is one of the most important tech tools every event planner should be using in 2025. Event management tools, like Eventbrite, handle everything from marketing to ticket sales and registration, so you are free to focus on other aspects of the event-planning process.

2. Venue Planning Tools

Making a mistake at the venue planning stage could derail your entire event. Choosing a venue that is too large instantly makes your event look poorly attended, while a venue that’s too small creates problems with overcrowding and may force you to leave out important features. Fortunately, venue planning tools like MagicPlan eliminate that uncertainty. They instantly measure rooms and create floor plans so you know right away whether a particular venue will work for your event.

3. AI Tools

Many event planners worry that AI could harm their businesses, but you shouldn’t be afraid to try AI tools to help lighten your load. From tailoring guest experiences to creating a digital knowledge base to train your staff, AI can boost your success all while reducing your workload. Plus, AI is continually advancing, so new benefits emerge all the time. Try a few AI tools and see what works for you!

4. Chatbots

If you’re not already using chatbots, it’s time to start. Chatbots work well as the first point of contact for your event planning business. Both potential clients and event guests can interact with a chatbot to have many of their questions answered, freeing your valuable time for other tasks.

5. Smart Badges

Smart badges are one of the most exciting tech tools every planner should be using in 2025. In addition to the obvious function of identification, smart badges solve many event planning problems and enhance guest experiences. For instance, smart badges help guests instantly exchange information, participate in gamification, and find members of their group. Moreover, on the event-planning side, smart badges create a seamless check-in experience and provide you with valuable data, such as guest behavior, engagement, and number of leads generated.

6. Hybrid Platforms

The last thing you want as an event planner is to fall behind on attendance trends. Demand for flexible attendance options continues to increase, so embracing hybrid platforms is crucial to succeeding as an event planner in 2025. Hybrid platforms allow you to seamlessly integrate in-person and virtual aspects of your event, creating a more engaging and inclusive experience for all your guests.

7. VR and AR Tools

Today’s event guests expect fully immersive experiences. Fortunately, that’s easy to provide with the use of VR and AR tools. Whether you include a VR station for gamification and product demos, offer interactive experiences using AR, or take advantage of virtual reality to improve the event experience for virtual guests, VR and AR tools take your events to a whole new level.

8. Engagement Tools

If there’s one thing every event planner dreads, it’s bored or unhappy guests who can’t wait to leave your event. Indeed, failing to engage your guests quickly translates to a death knell for your entire event. Thankfully, engagement tools make it easy to keep your guests engaged and on track throughout your event. From crafting individualized event experiences to offering live polls and gamification, engagement tools foster guest participation.

9. Communication Tools

As an event planner, your days are often hectic. Whether you are trying to coordinate vendors with your team, making site visits, or managing the event itself, communication with your team is essential. However, keeping everyone in the loop is difficult when you’re all going in different directions or in the midst of a noisy event. Fortunately, a number of communication tools are available to help your team coordinate schedules, complete tasks, and stay in touch at all times during your event.

10. Analytics Tools

Finally, every event planner needs a way to measure the success of their events. After all, you can’t continue to grow or maximize your ROI if you don’t have reliable data to learn from. That’s why analytics tools are some of the most important tech tools every event planner should be using in 2025. Today’s analytics tools help you analyze event data at unprecedented levels of precision, so you know exactly how to pivot to improve future events.

With new tech tools emerging all the time, it’s sometimes hard to know which ones are best for your event business. Don’t miss your chance to try all the latest and greatest tech tools for the event space at The Event Planner Expo 2025. With over 150 vendors, there’s no better way to experience cutting-edge event technology and trends. Get your tickets today!

Previous Article
Unforgettable Moments: Incorporating Wearable Tech into NYC Events
Unforgettable Moments: Incorporating Wearable Tech into NYC Events

Learn how to incorporate wearable event tech into all your New York events and boost attendee engagement.

Next Article
Event Technology ROI: Measuring the Impact of Your Event Investments
Event Technology ROI: Measuring the Impact of Your Event Investments

Get smart about how you measure your New York events when you use the best event technology to gauge your e...