If you've ever used Trello, AsanaClickUp or monday.com to plan an event, you're not alone. These popular project management platforms have become go-to tools for teams across all industries. Their flexibility, visual workflows, and collaborative features make them appealing - and for many types of work, they get the job done.
But here's the challenge: event planning isn't just another project. It's a fast-moving, high-stakes process with shifting deadlines, countless stakeholders, and real-time logistics. And while general tools are helpful, they often fall short when applied to the complexity of organising events - whether it’s a corporate conference, a public festival, or a private wedding.
So let's take a closer look at where generic project management tools shine + and where they miss the mark for event professionals.
The Pros: Why Event Planners Love Trello, Asana & Co.
It's easy to see why so many event professionals start with general tools like Trello or Asana. These platforms offer:
- Easy task tracking: Visual boards and checklists make it simple to manage to-dos.
- Team collaboration: Assign tasks, set deadlines, and comment in threads. All in one place.
- Templates and integrations: From calendar syncing to Slack notifications, these platforms are well-connected.
For solo planners or small events, these features might be enough. But as soon as your event becomes more complex, the cracks start to show.
The Gaps: What Generic Tools Don't Cover
While tools like ClickUp are great for task management, they weren't built for events. And that becomes clear when you try to do things like:
- Manage event budgets - No native way to track costs, handle quotes, or monitor spend across vendors.
- Track supplier and venue details - You're left creating custom cards or external spreadsheets to manage contacts, availability, and contracts.
- Build a call sheet or run-of-show - These tools don't understand time slots, program flows, or backstage cues.
- Handle guest registration - There's no built-in way to collect attendee data, RSVPs, or create registration forms.
- Collaborate with external partners - Suppliers often need access to just one part of your plan (e.g. technical specs or catering schedule). Still, general tools don't offer easy permission control or dedicated event views.
And while workarounds exist, using multiple apps, building custom templates, linking Google Sheets - the overhead grows quickly, especially when you're managing multiple events at once.
The Better Way: Software Built for Events
That’s where specialised event software like eventplanner.net comes in. We've taken the intuitive planning features you know from tools like Trello and Monday.com: visual task boards, team collaboration, checklists. And we've layered in event-specific tools designed to make your job easier:
- Event specific project management with built-in call sheets and show flows
- Detailed supplier tracking and contact management
- Budgeting tools to control spend and compare quotes
- Registration forms and guest lists with QR ticketing
- Collaboration features tailored to external partners and internal teams
Everything is in one place, so you don't have to juggle multiple tools or duct-tape solutions together.
Why It Matters
Using the right tool for the job isn’t just about convenience. It reduces stress, saves time, and helps prevent costly mistakes. When your planning platform understands events, you're free to focus on the bigger picture: creating meaningful experiences for your audience.
Generic tools can help you get started. But if you’re serious about event planning - whether you do it full-time, part-time, or occasionally - specialised software can give you the structure and confidence to deliver every time.
Ready to Upgrade?
Explore how eventplanner.net's event software can support your next event. The basic version of our platform is free to use, powerful enough for pros, and easy to adopt - no matter what type of events you organise.
