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A Comprehensive Solution to Grow Your Events

A Comprehensive Solution to Grow Your Events

Planning Pod is an entire occasion planning and occasion registration platform to streamline your occasion processes. Right here is our evaluation.


Planning Pod is web-based occasion administration software program that streamlines the challenge planning that occasion professionals use to handle their occasion particulars, groups and attendees.

Planning Pod is a toolkit designed for individuals and organizations that handle a number of or complicated occasions and registrations. Managing occasions utilizing spreadsheets, emails and quite a lot of apps could be inefficient and time-consuming so shifting to an all-in-one platform provides a streamlined various. It’s refreshing to see a robust focus inside the software program on profitable enterprise and cultivating prospects.

The success of any occasion is a results of the back-end planning and preparation, and Planning Pod presents a centralized place to handle occasions, employees, shoppers, venues, distributors, funds and enterprise particulars.

Planning Pod presents a command middle of 30+ built-in instruments. Knowledge is moveable throughout platforms and presently integrates with Salesforce, Gmail/Google Docs, MailChimp, Fixed Contact, Dropbox, Microsoft OneDrive and extra. The extra knowledge and particulars you’ve gotten to handle the larger the efficiencies you’re possible to profit from.

Planning Pod can be utilized on any gadget (PCs, Macs, and all cellular units, together with iPads/iPhones and Android units). It’s suitable with all present Net browsers.

53% of occasion planners don’t use any type of occasion administration software program. Causes for this reticence can embrace the fee, the time/effort wanted to study a brand new system or not providing the pliability wanted to handle a diversified occasion portfolio. In case you are wanting to change your occasion administration software program supplier or if considered one of these causes is holding you again, it’s value exploring Planning Pod.

Let’s take a look at Planning Pod in additional element to enable you to make an knowledgeable selection.


Productiveness Instruments. Handle and monitor particulars with to-dos within the activity administration device, create checklists and worksheets and monitor revenue and expenditure.

Course of Instruments. Simplify processes with reusable templates and entry info shortly to be responsive and make quick selections.

Enterprise Administration Instruments. Handle leads, clients, contracts, and billing. Create occasion proposals by dragging and dropping info, stock gadgets and pricing.

Attendee and Design Instruments. Handle occasion registrations, acquire attendee info and funds and create associated supplies like flooring plan and seating layouts.

Collaboration Instruments. Talk with colleagues and different customers and share, manage and entry info and information.


One of many first putting advantages about Planning Pod is that it isn’t solely targeted on managing confirmed occasion bookings and boosting productiveness. The system is designed with prospect-nurturing and enterprise improvement in thoughts. That is refreshing and makes it notably beneficial for any revenue and results-driven occasion planner or group.

Getting Began

The Planning Pod onboarding course of features a reside demo and help middle with how-to coaching movies and guides. Each account and consumer can entry help by e-mail, stay chat, and telephone.

Present knowledge (customers, distributors, contractors, shoppers, and so on.) could be imported into the platform by way of spreadsheets or from one other software. Attendee info may be imported by way of vCard or .CSV information. You are able to do a one-time import of calendar info from most main digital calendars by way of an .ICS file. And you may sync your Planning Pod calendar with most different digital calendars like Google, Apple, Yahoo.

For spreadsheets or .CSV information with customized occasion knowledge, you need to use the Planning Pod white-glove importing service to manually port knowledge into your account, at a further value.

There isn’t any restrict to the variety of customers. Tremendous Admins can set permissions for designated consumer teams so you possibly can specify which customers can view and/or entry specific occasions, instruments, and knowledge. If there are any instruments that you don’t use these at a common degree these may be disabled for everybody and you may set your account preferences – comparable to to auto-archive occasions once they have ended.


Planning Pod could be custom-made to your model, altering colours and fonts and including logos and group particulars to be displayed within the header and footer.

The dashboard exhibits stat circles for necessary knowledge, which you’ll be able to change in accordance to your occasion objectives and the time interval you need to see. This welcome display additionally exhibits consumer actions required, akin to duties pending, funds due and messages.

Venture Administration

Venture administration is probably the most utilized device that Planning Pod provides. Duties could be entered with due dates and assigned to group members with notifications. If in case you have a challenge administration template this may be reused towards totally different occasions and the dates duties are due will mechanically populate again from the occasion date. Duties might be proven as an inventory or in a calendar view and filtered to present solely particular actions. Calendars may also be exported out to different calendars by way of a URL hyperlink.

As well as to activity administration, easy checklists might be created and saved, for instance, packing lists. The message board can monitor all messages and communications, together with responses by e mail.

There’s a time-tracking perform which anybody can add their hours to and obtain a operating complete to hold monitor of time spent on a venture.


You’ll be able to create your personal reusable templates for belongings you use time and again in your occasions, for example, floorplans, to-do lists, itineraries, budgets, worksheets, checklists, varieties, proposals, invoices and line gadgets for proposals/invoices. You may also use/modify one of many 37 pre-built templates from Planning Pod. Import any template into an occasion and make your modifications, while preserving the grasp template info.

Registration and RSVPs

On-line occasion registration may be custom-made, including tickets, costs and customized questions. Ticket bookings might be password protected.

For RSVP-style occasions, you possibly can add your attendee listing and friends can enter their first and final identify onto an internet web page to affirm their attendance and be promoted to reply any questions you specify. If their identify isn’t listed they can’t RSVP. It’s also possible to manage attendees into teams/households and add Plus Ones.

You possibly can know the place you stand always relating to registration orders and funds for each occasion by viewing present attendee counts, tickets bought and revenues. It’s potential to shortly seek for orders and resend affirmation emails and tickets or refund or void orders.

Registration Charges and Payouts

There are not any charges without spending a dime occasions and for paid occasions the occasion planner can select to move the charges on to consumers or take up them into the ticket worth. Planning Pod has partnered with WePay as their most popular bank card processor, which signifies that minimal setup is required to begin receiving payouts. WePay sometimes releases funds 2-5 days after a bank card cost has been processed.

Leads and Enterprise Improvement

Leads and prospects could be added to the system in order that they are often tracked and colours may be assigned to them. A photograph, contact particulars, and appointments may be added. The leads dashboards allows progress to be recorded as they progress down the gross sales pipeline and stat circles present at a look the variety of new potential shoppers and confirmed enterprise offers.

A prospecting questionnaire template can be utilized to ask potential shoppers to affirm further info. If enterprise is secured the contact might be transformed into an occasion undertaking, preserving all of the background info recorded.

Occasion Proposals and Enterprise Instruments

You’ll be able to drag-and-drop gadgets to create an in depth and colourful occasion proposal with out having to enter the info from scratch. Proposals can embrace charges and stock line gadgets, plus proportion markups, supply/setup prices, taxes, and gratuities.

The proposal could be hooked up to an e mail from inside the system or could be downloaded as a PDF. Any modifications and updates to the proposal might be tracked.

In the event that they settle for the proposal shoppers can signal the proposal/contract electronically, both by way of an emailed hyperlink or in individual by way of your pc. Signing the authorized settlement closes the proposal/contract, which is displayed within the applicable dashboard. Proposals can then be become invoices with a single click on.


The Good Occasion Administration Software program Information illustrated that solely 25% of software program had an occasion price range function, and solely 22% provided price range monitoring. In Planning Pod you’ll be able to construct out your personal price range template or use one among their pre-built templates. Limitless line gadgets and classes could be added to monitor bills and revenues and exactly monitor budgeted value, precise value, payments-to-date and balances due for every merchandise. You possibly can add a number of funds for an merchandise and schedule cost due dates and reminders.

Itinerary, Venues, Employees and Distributors

Venues could be added to the system and saved for future use itemizing area/room particulars and together with pictures. You might connect floorplan format templates to areas/rooms for straightforward reference. When quoting for work, you possibly can shortly assign areas/rooms to leads and occasions. In the event you set the calendar device to the “venues” view you possibly can see all the area/room bookings at-a-glance.

The itinerary device permits you to construct a schedule/timeline containing the entire, detailed details about your occasion. You possibly can export all related info to share with the venue, comparable to BEO sheets, or filter the itinerary to share directions for particular staff members. There’s additionally the choice to obtain the occasion ebook – a downloadable PDF of all the knowledge you saved within the occasion. 

If modifications are wanted to the schedule you possibly can replace the itinerary by specifying that each one gadgets earlier than or after a sure level may be adjusted or moved earlier or later, which is a neat little trick. The up to date timings might be printed shortly or shared by way of a URL. Reminders may be set for workers and distributors 5 to 30 minutes earlier than a selected aspect begins.

Useful info, corresponding to worth sheets, insurance coverage paperwork, and danger assessments could be saved towards every vendor for fast reference.


The floorplan device is one other massive promoting level and can be utilized to construct scale diagrams for conferences, dinners, exhibitions and any occasion room or area. You possibly can add a line drawing or plan from the venue to use because the background picture.

There are a selection of pre-set gadgets which may be dragged-and-dropped, similar to normal desk sizes, F&B, sales space sizes, stage, and even crops and velvet rope and stanchion. You possibly can add and adapt gadgets to particular dimensions and may choose and transfer one or a number of gadgets and shade code the plan. No design expertise is required. The plan might be exported to PDF or shared by way of a hyperlink.

Sales space area and assigned seating can’t be bought instantly from the plan but, nevertheless, for seating plans you possibly can allocate friends to particular seats and element their dietary requests.

Imaginative and prescient Board

Planning Pod features a visible brainstorming software, comparable to making a Pinterest board. You possibly can add pictures, assign them to totally different classes, change the dimensions to give them larger prominence and add feedback and descriptions. A URL might be shared to give entry or it may be downloaded to PDF.

Custom-made Reviews

You’ll be able to run 20 complete reviews on quite a lot of metrics, together with key occasion particulars, venue/area bookings, to-do’s, budgets, registration orders, invoices and funds, proposals, leads, distributors, contracts, time monitoring, account logs and extra. Outcomes may be filtered utilizing quite a lot of variables, together with date vary.

You can even create your personal customized tags for grouping and sorting info extra simply. These tags could be searched from any space of the system and it’s attainable to run stories based mostly on these tags to present totally different knowledge.

Safety of Knowledge

To take care of the safety and confidentiality of their clients’ knowledge, Planning Pod use probably the most up-to-date firewall safety on the servers the place info is saved, execute day by day distant backups of your account info, use Safe Socket Layer (SSL) encryption/safety to make sure that the connection between your pc and our servers is safe and encrypt all account passwords.



Productiveness Instruments

To-Do’s/Process Supervisor

  • keyboard_arrow_right Due dates
  • keyboard_arrow_right Assign to customers
  • keyboard_arrow_right Add notes
  • keyboard_arrow_right E-mail/textual content reminders

Shared Calendars

  • keyboard_arrow_right Shade-coded calendars
  • keyboard_arrow_right Sync with Gmail and Outlook Calendars.

Itinerary/Schedule Builder

  • keyboard_arrow_right Occasion timelines with color-coded classes
  • keyboard_arrow_right Contact/vendor/room assignments and reminders

Price range Supervisor

  • keyboard_arrow_right Monitor general price range, estimated and precise
  • keyboard_arrow_right Oversee prices, funds
  • keyboard_arrow_right Handle cost due dates with reminders

Checklists and Worksheets

  • keyboard_arrow_right Create lists
  • keyboard_arrow_right Document random particulars

Course of Instruments

At-a-Look Dashboard

Reusable Templates

  • keyboard_arrow_right Create templates for to-do lists, itineraries/schedules, budgets, types, contracts, proposals that you should use time and again
  • keyboard_arrow_right Customise how instruments work collectively
  • keyboard_arrow_right Arrange triggers for automated reminders, emails, knowledge imports, and integrations with different purposes


  • keyboard_arrow_right Customise how instruments work collectively
  • keyboard_arrow_right Arrange triggers for automated reminders, emails, knowledge imports, and integrations with different purposes


  • keyboard_arrow_right Obtain CSV reviews to view in Excel or Google Sheets

Integrations with different platforms by way of Zapier

Share knowledge to/out of your Planning Pod account

Enterprise Administration Instruments

Lead Supervisor

  • keyboard_arrow_right Monitor prospects alongside the gross sales pipeline
  • keyboard_arrow_right Workflows and net varieties for accumulating lead info

Contracts and E-Signatures

  • keyboard_arrow_right Digital variations of contracts
  • keyboard_arrow_right Gather and handle signatures on-line

Custom-made proposals/quotes

  • keyboard_arrow_right Add pictures and attachments
  • keyboard_arrow_right Monitor variations and updates

Invoices and Funds

  • keyboard_arrow_right Construct detailed invoices
  • keyboard_arrow_right Monitor deposits and stability funds
  • keyboard_arrow_right Bank card processing integration to gather on-line funds.

Attendee and Design Instruments

Registrations and RSVPs

  • keyboard_arrow_right Acquire RSVPs and paid or free registrations on-line
  • keyboard_arrow_right Custom-made registration questionnaires/types

Floorplans and Seating

  • keyboard_arrow_right Construct to-scale occasion floorplans and seating preparations
  • keyboard_arrow_right Drag-and-drop room design instruments
  • keyboard_arrow_right Import background photographs of room schematics

Occasion Verify-in

  • keyboard_arrow_right Examine in attendees on the door by way of identify search or QR code
  • keyboard_arrow_right Suitable with all units
  • keyboard_arrow_right Permits for a number of check-in stations

Attendee and Ticketing CRM Supervisor

  • keyboard_arrow_right Handle all attendee info
  • keyboard_arrow_right Ticket/cost/RSVP particulars, contact info, and responses to customized questions

Occasion Web sites

  • keyboard_arrow_right Construct an internet web page to promote each occasion
  • keyboard_arrow_right Modules for photographs, textual content, galleries, RSVP/registration type, schedules, and social sharing integrations

Collaboration Instruments

CRM/Contact Supervisor

  • keyboard_arrow_right Handle your tackle e-book
  • keyboard_arrow_right Retailer contact info for customers, group members, colleagues, shoppers, distributors

File Sharing

  • keyboard_arrow_right Add and retailer information of any file format
  • keyboard_arrow_right Hyperlink information to occasions and contacts
  • keyboard_arrow_right Share hyperlinks to Google Docs, information in Dropbox or Microsoft OneDrive

Type Builder

  • keyboard_arrow_right Create on-line types and surveys
  • keyboard_arrow_right Gather responses electronically

Imaginative and prescient Board

  • keyboard_arrow_right Visually brainstorm with workforce members
  • keyboard_arrow_right Add, organize and touch upon pictures
  • keyboard_arrow_right Share a hyperlink or doc so shoppers and distributors can see

Messages and Notes

  • keyboard_arrow_right Create and ship out messages to your staff
  • keyboard_arrow_right Create digital notes on the fly

Consumer Permissions

  • keyboard_arrow_right Limitless customers
  • keyboard_arrow_right Add distributors and shoppers
  • keyboard_arrow_right Arrange customized permissions to management who can entry what info


Planning Pod is constructed for occasion professionals who want to handle occasion planning and monetary particulars for a number of occasions and/or bigger occasions. In addition to company occasion planners it’s utilized by occasion venues, unbiased occasion planners and occasion planning companies. Non-profits obtain a 20% low cost.

There are various helpful enterprise instruments with are useful for enterprise improvement and managing contracts and shoppers, in addition to managing the occasion particulars. Many venues use it as a venue administration software program.



  • keyboard_arrow_right Comprehensive toolkit (30+ instruments) for managing all of your backend occasion and reserving particulars.
  • keyboard_arrow_right Limitless customers for collaboration with groups and shopper bases of any measurement.
  • keyboard_arrow_right Targeted on enterprise improvement and serving to your occasion profitability to develop.
  • keyboard_arrow_right Means to arrange customized templates and workflows to match how you propose and work.


  • keyboard_arrow_right Planning Pod doesn’t supply attendee-side advertising instruments like e mail advertising/invites or on-site occasion apps for attendees (though it does combine with MailChimp and Fixed Contact).
  • keyboard_arrow_right Presently, Planning Pod solely integrates with WePay for on-line bank card cost processing.
  • keyboard_arrow_right Like several complete toolkit, it requires a average period of time and dedication to benefit from all of Planning Pod’s capabilities.
  • keyboard_arrow_right In case you are outdoors of the U.S., you may be charged in U.S. dollars and your bank card firm will convert the transaction quantity to your native foreign money.


Planning Pod provides a 30-day free trial to check drive the platform.

Month-to-month subscription plans are based mostly on the variety of occasions you’re operating concurrently and begin from $19/month. In case you handle 10 occasions at a time the plan is $49/month, which is $1.63/day. Yearly choices are additionally obtainable. Each account comes with limitless customers and e mail, reside chat and telephone help.

As quickly as an occasion ends, you possibly can manually archive it or set your occasions to auto-archive after they’re over and they’ll not rely towards your occasion restrict. All archived info is saved in case you want to achieve entry to it afterward. You’ll be able to all the time improve or downgrade your account at any time in case your occasion workload modifications. If for any causes you wanted to cancel your account Planning Pod will keep the account info for them for up to two years.

For occasion registrations, Planning Pod associate with the bank card cost processor WePay to course of registration/ticket funds and bill funds. Bank card processing charges are 2.9% + $zero.30 per transaction, and the registration/ticketing service cost is a further 2.25% + $zero.69 per transaction (capped at $9.99 per ticket).


Planning Pod is a complete occasion planning software program providing much more options than we might cowl on this evaluate. Though it doesn’t supply a lot performance on the occasion advertising aspect, it provides many options to handle and monitor the planning and execution of your occasions. Stand out options embrace the ground planning design software, price range monitoring, and enterprise improvement performance. If in case you have been nervous about shifting to an all-in-one occasion administration software program it is best to join a 30-day free trial to see what Planning Pod can supply.

Disclaimer: Evaluations are paid for placements. Whereas Occasion Supervisor Weblog receives a charge to extensively take a look at the software and assessment it intimately, the content material of the assessment is unbiased and certainly not influenced by the corporate. If in case you have any questions please use the contact us part.