Whether you’re just stepping into the world of event planning or a seasoned pro looking to trim expenses, the right tools can make all the difference. And the best part? You don’t need to overspend to get started with quality tools. I know firsthand that starting out in this industry can mean juggling a lot. Client meetings, timelines, budgets, vendor communications—all at once. But luckily, a ton of great free event planning software is available that’ll help you stay organized and focused. A lot more than was available when I started my business in 2009 (believe me!).
So today, I’m sharing some of the top free event planning software tools that I’ve found easy to use. (and have made my life a lot easier). They’re designed to handle the foundational work of event planning. From managing timelines to client communication, design work, and file-sharing—all without costing a dime!
1. Free Event Planning Software Project Management Tools
Project management is the backbone of any successful event. And there are several free event planning software tools out there that can help keep you (and your clients!) organized and on task.
Here are some favorites that I recommend:
- Asana: With its different “viewing” options, Asana is a great tool for managing everything from vendor lists to daily tasks. I recommend using the board view and organizing each event as a separate project. With lists for each stage—planning, design, logistics, and final details. Each card can hold to-do lists, links, notes, and even attachments like contracts or layouts, so everything’s in one place!
- Google Workspace: If you love simplicity (and let’s face it—most of us are already using gmail). Google Workspace can be your go-to for task management and collaboration. With tools like Google Sheets for budgets, Google Docs for contracts, and Google Calendar and Google Meet for meetings, it covers the basics beautifully. Plus, since it's all in the cloud, sharing with clients and vendors is easy.
Pro Tip: With these free event planning software tools, set up separate boards or files for each event. Then, organize your timeline, vendor contacts, budgets, and any client requests in easy-to-find sections. It’ll keep your day-to-day planning smooth and your stress levels low.
2. Client Communication and Scheduling Tools
Good communication is key in the wedding industry, and let’s face it—having tools that streamline client calls and meeting scheduling can save you a world of time! Here are two free event planning software tools I think every planner should try:
- Zoom: Virtual meetings have become the norm, and Zoom makes it easy to connect with clients, vendors, and team members, regardless of location. Even on the free plan, Zoom allows you to host group calls and record meetings. A helpful feature when you need to review details later or share discussions with the rest of your team. Plus, it has a skin-smoothing feature that I kind of love.
- Loom: This tool is a gem for event planners who need to share information visually and explain it clearly. Whether it’s with clients or your team. Nobody wants unnecessary meetings in 2025, and with Loom, you can record your screen while talking. Making it easy to walk clients through timelines, layout plans, or budget updates! It’s perfect for keeping everyone aligned without needing to hop on multiple calls. The best part? They can refer back to the video anytime they want!
3. Design and Visualization Tools
Creating a visual representation of your event is essential, and fortunately, you don’t need expensive software to do it well. I’ve found these free event planning software tools to be incredibly helpful for mood boards, design inspiration, and even layout planning when you’re just getting started:
- Canva: Canva is hands down one of the best free design tools out there. You can create everything from mood boards to client presentation decks with beautiful, customizable templates. I love using Canva to put together mood boards that showcase color schemes, floral arrangements, and other decor elements for clients to visualize the big picture. I also have great Canva templates in my shop to get you started!
- Pinterest: This one is a wedding classic. Pinterest is perfect for gathering inspiration and sharing it with clients. By creating a board for each client, you can easily save images, create sections for specific aspects of the wedding (like centerpieces or seating arrangements), and keep everyone on the same page design-wise. Just make sure not to “borrow” images from Pinterest and use them on your website or in your marketing.
- Planner 5D or Roomstyler: While these might not be forever tools (I recommend Merri for most wedding planners!), if you’re working on layouts or need a visual floor plan, tools like Planner 5D and Roomstyler can help you create event spaces and room layouts. Both have free versions that allow you to map out seating arrangements, decor setups, and layouts to give clients a more realistic view of their venue.
4. Collaboration and File-Sharing Options
When it comes to sharing important files and collaborating on documents with clients or vendors, a reliable file-sharing system is important. Here are two go-to options:
- Google Drive: This is my absolute favorite for collaboration. With Google Drive, you can share everything from contracts to timelines with clients and vendors, and the real-time collaboration feature makes it easy to update information and get immediate feedback. I’ve even created a Client Dashboard right in Google Drive for you to use with your own clients!
- Dropbox Basic: If you need a separate space to share larger files like high-resolution images or videos, Dropbox offers a free version with ample storage. It’s an easy way to store and share files that might be too large to email.
Pro Tip: Create a folder for each client in Google Drive or Dropbox. Add subfolders for timelines, budgets, design inspiration, contracts, and any other important info. This keeps all their documents in one place and makes it easy for clients to access what they need without hunting through emails.
Frequently Asked Questions
Free event planning software tools can be surprisingly powerful, giving you what you need to stay organized and work with clients seamlessly. Here are answers to some common questions about free tools that’ll help you make the most of them in your business.
What are the main differences between free and paid versions of these tools?
Free versions give you the basics—task management, design options, and collaboration features. The paid versions usually add on extras like more storage, custom branding, and integrations with other tools, which are helpful if you’re running a large team or multiple events. But for core planning tasks, the free versions are solid and can carry a lot of weight without costing a thing.
Can I customize free tools to fit my personal workflow and style?
Absolutely. Most free tools offer plenty of ways to make them your own. In Asana, you can set up custom boards and color-coded labels. Google Sheets lets you build personalized templates for budgets or timelines, and Canva’s free version has templates you can adapt for each client. A little customization can go a long way in helping these tools feel like they were made for you.
Free event planning tools are an invaluable asset, especially for planners starting out or looking to reduce expenses. Remember, even with the basics, you can set up a system that keeps your planning process smooth and professional!
Bringing It All Together
Starting a wedding planning business doesn’t mean you need to spend a fortune on software. The free event planning software tools available today can support nearly every aspect of planning, from managing timelines to designing mood boards, setting up client calls, and sharing files. In fact, some of the best tools out there are totally free and have features that are more than enough for planners just getting started or working on a tight budget.
When you set yourself up with these free event planning software tools, you’re setting up systems that help you manage the details that matter most. Each of these tools adds a layer of organization and professionalism to your process, which goes a long way in building trust with clients. Plus, the less time you spend hunting down files or rescheduling meetings, the more time you’ll have to focus on designing beautiful, memorable events!
Ready to Take the Next Step?
With a solid set of tools and a good system in place, you're ready to elevate your planning game even further. I’d love to invite you to join me inside The Planner’s Playbook next. Inside, there are monthly content and support drops, office hours, and a community of other wedding planners who get it (invaluable). I believe that you don’t have to do business alone—let’s take your planning process to the next level together!
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- How Wedding Pros Can Level Up Their Business with Digital Tools with CEO of Provenance Steven Greitzer
- Enji Marketing Software: A Review
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Raise your hand if you’ve ever gotten a message so long, you needed a snack halfway through reading it. 🙃
This week, we’re talking about THAT kind of client (or inquiry).
The one with 67 questions.
And unlimited access expectations.
And zero boundaries.
In this week’s podcast episode, I’m giving you the tools and scripts you need to protect your time, your energy, and your business (while still showing up like a professional).
Comment 184 and I’ll send you the link to listen (and let you know the threads post that stopped me in my tracks last week).
#candicecoppola #weddingindustry #weddingpros #weddingpro #weddingindustryexperts #weddingpodcast #weddingbusiness #weddingindustryeducation #weddingplanner
I love living here—but every now and then, a sunset like this one stops me in my tracks!
The kind of moment that makes you pause and remember:
*This* is the whole point.
Not just building a business.
Not just hitting the next milestone.
But building a life that feels like this.
Next week, I get to share this place—my home—with 11 incredible women I have the honor of coaching. And I hope this sunset gives them what it gives me:
Perspective. Peace. Possibility.
🧡🧡🧡🧡🧡
#ialmostforgot #chasingsunsets #barbadoslife #caribbean #coachingretreat #lifeonpurpose #weddingproinsiders
Tariffs. Rising costs. Vendor pricing shifts. 😬
This week’s episode of The Power in Purpose is unlike anything I’ve done before because honestly? This feels like an emergency.
With new tariffs being applied across nearly all imported goods, the impact on the wedding industry is hitting everyone. Florists, planners, rental companies, caterers, DJs… no one is untouched.
So I called in someone who really knows what’s going on behind the scenes: my husband Jason (yes, his very first appearance on the pod 🎙️), who has deep expertise in logistics, shipping, and global trade.
Together, we’re breaking down:
👉🏻 Why these new tariffs are happening (in plain English)
👉🏻 How they’re driving up pricing for vendors + clients alike
👉🏻 What you should be saying to your clients right now
👉🏻 How to advocate, advise, and guide through economic uncertainty
Here’s the thing: you don’t have to have all the answers. What matters most is transparency, honesty, and your ability to help clients adjust and adapt.
Comment “183” and I’ll DM you the link to listen.
#candicecoppola #weddingindustry #tariff #tariffs #weddingindustry #weddingbuzz #weddingpros #weddingpro #weddingindustryexperts #weddingpodcast #weddingbusiness #thepowerinpurposepodcast #weddingindustryeducation #weddingplanner
Does the “wedding tax” really exist - and have weddings gotten too expensive? 😳
As an industry, let’s have an open and transparent conversation about costs… and trust. I’m breaking this down on this week’s episode of my podcast, The Power in Purpose, and I’m inviting you to join.
I’m asking/answering questions like:
👉🏻 Have costs risen too high?
👉🏻 Why are so many couples “venue poor”?
👉🏻 Have we lost trust with couples - and what can we do to gain it back?
👉🏻 Do vendors really charge more when they hear the word “wedding?”
👉🏻 Are we losing our hospitality as an industry?
👉🏻 How can we be more transparent?
And a whole lot more.
Comment 182 below and I’ll send you the link to this week’s episode.
#candicecoppola #weddingindustry #weddingpros #weddingpro #weddingindustryexperts #weddingpodcast #weddingbusiness #weddingtax #thepowerinpurposepodcast #weddingindustryeducation
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