Event Planning Software

In today's world we soon learn that some computer-literate person somewhere has written software to speed up just about any time-consuming work. It's fantastic. What used to take days or weeks with pencil, scissors and graph paper can often be done in an hour or so with the right software package.

When it comes to event planning, we do sometimes miss the therapeutic value of drawing a diagram by hand, and then cutting out the different shapes to move around on the chart. In the past, when the boss came by, he knew we were not playing with paper dolls and their furniture, even if it sometimes seemed that way. However, it did take a lot of work and was frustrating, if results were needed in a hurry.

Today we can design the floor plan on the computer. Then we can create the tables and other items in the same software program. That is, we select a shape, adjust its dimensions where needed, then pick it up with the mouse and put it where we want it. The floor plan should also indicate electrical outlets, lighting fixtures, windows, fire exits and other doors, and the location of restrooms, as well as the stage, bar, and a dance floor, if any.

If we start with the seating arrangement for say, 100 people, we can figure out on the computer whether round tables will work as well as rectangular tables. If not, will people socialize more at round tables, instead of feeling like the only unaccompanied guest? In that case, we might use round tables anyway. After entering the names of guests into the database, the software will allow us to assign them to tables and then move them around, if we have made an explosive social or political blunder.

When we sent out invitations, RSVP's were probably included. Event planning software will let us keep track of responses and any gifts that were received. We can print place cards, create a menu for the caterers, and generate mailing labels and reports. Will there be a Master of Ceremonies, or will several executives make important presentations? If awards are to be given out, each speech giver will need to know where the honorees are sitting.