As planners, we're all quite familiar with the infamous, elephant-sized binder we have to bring with us to the event. And it’s just so hard to part with it, right? Have you ever thought, “What if something were to happen and I needed that second, third, or even fourth back-up copy of that one chart, or checklist?”
Well, thanks to tablets, assorted on-the-go devices, and “cloud” networks, you can lighten your load. Here are a few handy apps and technology tools to organize your documents and not need a suitcase full of paper.
iBooks: If you are an iPad user, you can save your PDF documents to iBooks. Within iBooks you can create all different kinds of subfolders, or “collections,” to organize your floorplans, staffing charts, and assorted checklists quickly and easily.
Dropbox: Whether you’re at your desk or on the go, if your documents are saved in Dropbox, you can access them anywhere. And what’s best, you can assign “permissions” to different users. For example, for sensitive documents, such as contracts and financials, no need to share—just have that folder with “private” permissions. Do you need your staff to access the BEOs? No problem. Put those in a different folder and invite those specific people who you want to view them.
DocsToGo: With this handy app, not only can you store Word, PDF and Excel documents, you can create them. And just like the two other tech solutions above, you can easily share the documents with whoever needs them, particularly for those last-minute fires that always need to be put out!
For our most recent Ticket Summit conference this past July, the physical binder we brought was barely touched. Everything we needed was just a few “taps” away. Try these apps out, and I guarantee it will lighten your load.
Molly A. Mérez is executive director of Ticket Summit®, Inc.– the leading conference and tradeshow for live entertainment executives. Previously, Mérez served as associate vice president of corporate marketing at TicketNetwork®, and conducted ethnographic research for SmartRevenue Marketing Research Company. Currently, she serves as chair of the marketing committee of the Professional Convention Management Association (Greater New York Chapter). Mérez was named to the Expo Magazine Expo Elite (2012, 2013) and was The Expo Group's Show Manager of the Year (2012). She holds a Ph.D. in sociology from Yale University and can be found on Twitter @MollyMerez.