10 Essential Tech Tools Every Modern Event Organiser Needs in 2025

Phil Ingram
Nov 26
3 min read

The days of organising an event with a clipboard, a prayer, and a chaotic Excel spreadsheet are long gone. The modern event organiser is part project manager, part marketer, and part tech wizard.

In 2025, the difference between a stressful, chaotic event and a seamless, sold-out success often comes down to your tech stack. You don't need to use everything, but you do need a toolkit that automates the grunt work and amplifies the experience.

Here are the 10 essential tech tools for events that should be in your arsenal this year.

1. The Digital Brain: Notion (or Monday.com)

Stop using five different apps for to-do lists, budgets, and vendor contacts. You need a "Single Source of Truth." Tools like Notion or Monday.com allow you to build a central operating system for your event. You can track tasks, store contracts, manage guest lists, and collaborate with your team in real-time. If it isn't in the system, it doesn't exist.

2. The Design Studio: Canva

Speed is everything. You can't wait three days for a graphic designer to resize an image for Instagram. Canva remains the undisputed king of rapid design. With its massive library of event-specific templates—from tickets to digital signage—it allows you to create professional-grade assets in minutes, ensuring your branding is consistent across every channel.

3. The Ethical Ticketing Platform: Humanitix

Ticketing is a commodity, so why not make it count? Humanitix has disrupted the market by donating 100% of its booking fees to education charities. It offers a slick, professional booking experience for your attendees, while also giving you a powerful CSR (Corporate Social Responsibility) story to tell before your doors even open.

4. The "Digital Twin" Architect: AllSeated

Guesswork is expensive. AllSeated allows you to create 3D, to-scale floor plans of your venue. You can visualise exactly how the tables will fit, where the buffet line should go to avoid bottlenecks, and virtually "walk through" the space before you even load in. It saves hours of furniture-shifting on the day.

5. The Conversation Starter: Slido

Death to the awkward silence after "Does anyone have any questions?" Slido is the gold standard for live polling and Q&A. It allows audiences to submit questions via their phones (anonymously if they wish) and vote for the best ones. It democratises the conversation and ensures your speakers are answering what the room actually wants to know.

6. The Pocket Guide: Whova

Printed programmes are out of date the moment they come off the press. An event app like Whova puts the agenda, speaker bios, and networking tools in your attendees' pockets. Its real power lies in its networking features, helping attendees find and message each other, turning a room of strangers into a community.

7. The Gatekeeper: Qflow

The first impression matters. If your entry queue is slow, your attendees start the day frustrated. Qflow (and similar dedicated check-in apps) turns any smartphone into a rapid-fire ticket scanner. It handles thousands of guests with ease, syncs in real-time across multiple doors, and gives you live data on exactly who has arrived.

8. The Hybrid Safety Net: Vimeo

Even if you are focusing on in-person events, having a solid streaming capability is an essential insurance policy. Vimeo offers a more robust, higher-quality streaming platform than Zoom. It allows you to broadcast keynotes to a global audience or simply create a high-quality archive of your content to sell or share later.

9. The Feedback Loop: Typeform

If you don't ask, you don't learn. But nobody fills out a boring survey. Typeform makes feedback feel like a conversation. Its interface is beautiful, mobile-friendly, and conversational. Use it to send a "3-Question Pulse Check" immediately after the event while the experience is still fresh in their minds.

10. The Gamification & Loyalty Engine: meed

You have the tools to get them in the door, but what keeps them engaged during the event, and what brings them back for the next one?

This is where meed stands alone.

Most event apps are great for information, but they are terrible for incentivising behaviour. STAMP for EVENTS by meed turns your event into an interactive journey.

Gamify the Floor: Create a "Digital Passport" where attendees collect stamps by visiting specific zones, sponsors, or stages.
Instant Rewards: When they hit a milestone (e.g., "Visited 5 Booths"), the system automatically sends them a reward, like a voucher for a free coffee or entry into a prize draw.
No App Required: Crucially, meed is browser-based. Attendees scan a QR code to start. There is no friction, meaning adoption rates are enormous.