Deadlines. Budgets. Forgetting to RSVP. If you're a student leader planning an event, you know it can feel like everything’s happening all at once. It’s chaos - but the kind of chaos that comes with the thrill of pulling off something amazing.
Still, wouldn’t it be nice if it felt a little less… chaotic?
Good news: it can. With the right tools, managing events can feel less like juggling flaming torches and more like, well, organizing an event.
Here’s a list of the most efficient tools student leaders can use to conquer event planning. Trust me, your future self will thank you.
1. Centralized Event Planning Platforms
Have you heard of collaboration apps like Trello or ClickUp? They’re like your digital to-do list on steroids. These tools give you a visual overview of everything you need to manage.
Picture this: your event tasks (and deadlines) neatly organized on a board, with color-coded categories for things like “Venue Booked,” “Social Media Posts Scheduled,” and “Budget Approved.”
Plus, you can invite your team to these platforms and assign tasks. No more endless group texts asking who’s following up on that vendor or which DJ is down for your spring festival. Everyone’s work is visible. And if someone slacks off (no judgment, it happens), you’ll know.
2. Scheduling Tools That Are Actually Fun
Scheduling is the bane of any student leader’s existence. But apps like When2Meet and Doodle? Total lifesavers.
Here’s how it works. Say you’re coordinating volunteer shifts for a weekend bake sale. Instead of 47 back-and-forth emails, you send a When2Meet link to your team. They pick their availability, and voilà! You get a clear picture of who’s free and when.
Why make things harder for yourself? Use these tools to skip the scheduling circus and jump straight into getting things done.
3. Fundraising Software That Saves Your Bacon
If your event involves fundraising, listen up. Collecting donations or entry fees can be a logistics nightmare, especially on tight deadlines. Tools like GiveCampus for frontline fundraising take the drama out of fundraising.
It’s built for scalability, which means you can handle last-minute donor pushes, automate thank-you notes, and track who’s contributed so far without losing your sanity. Think of it as having a magic fundraising assistant who doesn’t require snacks or bathroom breaks.
4. Google Tools, Because Simplicity Rules
Look, sometimes the basics are still the best. Google Drive, Google Sheets, and Google Forms are my ride-or-die tools for keeping everything simple, clean, and collaborative.
Need to collect attendee information? Toss together a quick Google Form. Want to stay on top of expenses without downloading fancy software? Google Sheets has got your back.
Pro Tip: Use comments in Google Docs and Sheets to communicate with team members directly in the files. It keeps feedback and suggestions tied to the task.
5. Communication Tools to Tame the Group Chat
Quick show of hands. How many unread messages do you currently have in your student org’s group chat? A thousand? Same.
Slack or Discord can help you wrangle team conversations into organized channels. Instead of a single chaotic thread full of “LOLs” and unrelated memes (we’ve all been there), you can create channels like #volunteers, #marketing, or #fundraising. It’s a small change that’ll save you huge headaches. Plus, emojis. Use all the emojis.
And if half your team prefers emails? Use Mailchimp for simple and professional email blasts. Nobody misses anything important, and your inbox doesn’t implode.
6. Budget Management Tools
Money. Somehow, there’s never enough. Apps like Splitwise or Excel (but make it smart, like with templates from Smartsheet) make budgeting less painful by clearly outlining what’s been spent and where you’re over budget.
Pro Tip: Set up a contingency fund in case something inevitably goes off track. Day-of crises like “we need more pizza” or “the photo booth company charged us extra” will no longer throw you into a panic.
Calm (and Fun!) Path Forward
Managing events as a student leader doesn’t have to feel like you’re herding cats. With the right tools, you can turn even the most chaotic fundraiser or formal into something smooth, memorable, and dare I say fun.
Remember, it’s about working smarter, not harder. Try some of the tools here, see what fits your style, and lean into tech to lighten the load.
You’ve got this!
