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5 Meeting Planner Apps Every Planner Needs

5 Meeting Planner Apps Every Planner Needs

Meeting and event planners have a lot on their plates. Here are 5 meeting planner apps every busy planner needs.


Meeting and event planners, producers, and technical directors have a lot on their plates, requiring them to constantly multitask while balancing tight deadlines and budgets. Every day brings new challenges. With that thought in mind, I’ll share 5 meeting planner apps that are easy to use and are either low cost or free.

Below, I’ll explain why you should start using these 5 meeting planner apps today.

Tape Measure™ (free – $3.99)

Need to know the resolution of an LED video screen? How about the screen’s physical size and weight? Want to map media pixel for pixel to a screen? Then Tape Measure from Level Labs, LLC, is the application for you. Widely used by event project managers and AV technicians alike, this user-friendly tool for iPhone/iPad is a fast, convenient measuring tool for calculating LED wall requirements, making it one of the most useful meeting planner apps around.

Billed as the “most advanced measuring app on the planet,” Tape Measure offers tape measure capabilities powered by augmented reality (AR). The app includes the following tools and features:

  • Area Measurement Tool
  • Level Tool / Bubble Level
  • Floor Plan Tool (Beta)
  • Vertical Height Tool
  • Ruler
  • My Measurements Viewer

Subscribing to Tape Measure Pro gives you access to all Tools & Features plus an ad-free experience.

MileIQ (free-$5.99/month)

MileIQ provides automatic, accurate mileage logging, tracking, and reporting, making it one of the most valuable day-to-day meeting planner apps. The app runs in the background, automatically tracking your miles and creating a comprehensive record of your drives. You can classify drives as business or personal and easily add details such as parking, tolls, or drive purposes to suit your specific needs.

MileIQ also creates a record of your mileage and sends you weekly reports. If you need more detailed information, you can use the web dashboard to generate highly customizable reports.

LastPass (free – $24/year) or RoboForm (free – $29.95/year)

Meeting planners, producers, and their clients need to protect their data at all costs, yet they exchange confidential and sensitive accounts, files, and passwords on a regular basis with employees, partners, and vendors. With so many people in the mix, security is a concern. As an added complication, many people (and the organizations that employ them) lack a core understanding of the risks they’re taking and of the serious need for password management best practices at the individual and the corporate level.

Password managers like LastPass and RoboForm can eliminate problems with creating passwords that are too simple, trying to remember different passwords, using the same passwords on multiple sites, or writing down passwords. Password management best practices dictate that you have a different password for every site. Of course, none of these “solutions” is secure – simple passwords are easy for hackers to guess, and written notes can be discovered and used against you. And if you use the same password on multiple sites, a security breach on one site exposes all your logins.

With LastPass and RoboForm, however, all you need to do is create one simple, highly secure password. Your job is to remember that one password; it’s your password manager’s job to remember all the rest of your passwords for you. Simply save a password once, and it’s instantly available on all your devices.

These days, implementation of password management best practices isn’t optional – it’s critical. Create your account with one long, secure master password, then let your password manager do the rest.

WhatsApp (free)

WhatsApp is one of the most popular meeting planner apps available in the app marketplace today. It’s a free app that allows fast, simple, secure messaging and calling. It’s available on iPhones and other smartphones worldwide. With the app, you can interact with colleagues and customers easily by using tools to automate, sort, and quickly respond to messages.

WhatsApp uses your phone’s Internet connection (4G/3G/2G/EDGE or Wi-Fi) rather than your cellular plan’s voice minutes for calling, messaging and group chat, and photo and video sharing. (Data charges may apply.) It works with your phone number and integrates with your phone’s existing address book, so there’s no user names or pins to remember. You can call and chat with anyone around the world with no subscription fees and no international SMS charges.

If you miss your notifications or turn off your phone, WhatsApp will save your recent messages until the next time you use the app. You can also send and receive WhatsApp messages right from your computer’s browser. Other beneficial features: You can share your location, exchange contacts, download your email chat history, and broadcast messages to multiple contacts at once.

Wunderlist (free)

Whether you’re managing multiple work projects, planning a holiday, or sharing an inventory or shopping list, Wunderlist can help you manage all your professional and personal to-do list items. No matter what you’re planning or how big or small the task, Wunderlist is one of the best meeting planner apps available for making it easy to organize and share your work and meet key deadlines.

You can share your lists and work collaboratively on projects with your colleagues, friends, and family. You can even facilitate teamwork by setting due dates and reminders and assigning to-do items to others. Available for free on iPhone, iPad, Mac, Android, Windows, Kindle Fire, and the web, Wunderlist works across all major devices to keep your life in sync.

Make Your Life Easier with the Right Meeting Planner Apps

These meeting planner apps can provide an immediate lift to busy planners, producers, and technical directors. Using these meeting planner apps can save you time and make your life easier, as can working with the right AV production partner. Choose an AV production partner that helps you manage your workload, amps up your productivity, and takes worry off your plate.

Why Total Show Technology?

TST is the total show production solution for anyone who hosts, plans, manages, or produces events, meetings, and trade shows. We own the Pacific Southwest market and travel with our clients all across the country. Our clients have relied on us to deliver audio, video, lighting, equipment rental, and show production for conventions, corporate meetings and events, and trade shows since 1996.

Whether you’re looking for audio visual support or advanced event technologies that enable you to deliver your message effectively, we help your shows go off without a hitch and always make you look good. In an industry where almost anything can go wrong, we make sure everything goes right.

Let’s have a conversation! Call us at 702-897-8508, email us at sales@totalshowtech.com, or visit www.totalshowtech.com/contact.

Rick Pollock

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