Organizing events and trips
For individuals, associations, companies and professionals: the place where an event goes from idea to plan.
- Organize an event
- Group trips
- Associations and Pro Loco groups
- Wedding and event planners
- Suppliers
- Companies
In beta: every plan is free
Plan events. Fill every season. Grow destinations.
Organizing events and trips with no technical skills, and year-round events for local places: Play the Event's mission.
Next event (example)
Birthday party
In 3 daysGuests (example)
24 confirmed
Budget (example)
€1,200 / €1,500
The problem
Organizing an event should not be a second job
Everything is scattered
Invitations in one chat, tasks in another, costs on a separate spreadsheet: nobody sees the whole picture.
Tools built for professionals
Many tools assume you already know how to plan an event.
A few busy months, the rest of the year quiet
Many places live on events and tourism packed into a few weeks, and stand still for the rest of the year.
What Play the Event does
Where do you want to start?
Year-round events for local places and accommodation
For people who live on hospitality and events in a place: we work so that events become a reason to visit in every season.
- Restaurants and barsgathering interest
- Hotels and accommodationgathering interest
- Towns and destinationsgathering interest
- Associations and Pro Loco groups
In three steps
How to get started
Three steps, with features already available during the beta.
Pick a template
Start from a template, such as wedding, birthday, local food festival, company event or group trip.
Invite people and share out the work
Who is coming, who does what, by when.
Track budget and costs
Keep track of budget and expenses up to the day of the event, and split the costs if you need to.
On the map
Public events, all year round
An event prepared by an association can become a reason to visit a place off-season. A public event with its venue, created by an association or an organizer, appears on this map.
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Available now
What you get today
Everything below is available right now. The tools are free and need no sign-up; the features listed are free during the beta.
- 87free tools, no sign-up needed
- 47practical guides on the blog
- Free in betaevery plan, no credit card required
Features available during the beta
- Free guides
- Free tools
- Events from templates
- Invitations with replies
- Date poll
- Tasks with deadlines
- Budget and shared costs
- Group trips
- Association members and cards
- Free tickets
- Public events map
- Professional profile
- Seating plan
Try it now
Free tools
Free, no sign-up needed.
- Event Planning Checklist Generator
Generate an event planning checklist by event type and size, with tasks grouped into four phases: research, planning, on site and after the event.
- Event Planning Timeline Calculator
Set deadlines and milestones to plan your event well ahead, working back from the event date phase by phase.
- Event Agenda Generator
Build a balanced event agenda with timed sessions, breaks and networking, planned around your attendees' energy levels.
- Event Budget Calculator
Split your event's total budget across venue, catering, staff, marketing, entertainment and contingency, and see the cost per person.
- Event Cost per Person Calculator
Work out your event's cost per person: budget minus sponsorship, divided by the people who will actually attend; then the ticket price with your markup.
- Event Break-Even Calculator
Find how many tickets you need to sell to break even: enter fixed costs, variable cost per person and ticket price. Free event planning tool.
Worth reading
Guides
Practical guides on organizing events and understanding seasonality.
- How to organize an event: from the idea to the day after
Purpose, type of event, date, venue, budget, people, suppliers, permits, programme, the day itself and the day after: the steps in order, with a worked example, common mistakes and links to a guide for each topic
- The four phases of an event: from the idea to the final review
Idea and feasibility, preparation, the event day and review: tasks, questions, documents and typical mistakes in each phase, how they change by type of event, and a worked example
- Tourism seasonality: what it is and how to measure it
A definition, six indicators you can compare across countries (peak-month shares, Gini, empty months) with a step-by-step worked example, data for Europe, Japan, Argentina and Australia, the limits of the data, and what public policies really do
Beta
Play the Event is in beta: all plans are free
During the beta all plans are free and no credit card is required. The prices you see will apply from the end of the beta, with advance notice and only after you confirm. Create your account and start planning your event: every piece of feedback helps us decide what to improve.
This opens the contact page: write "beta" in the subject and we will get back to you.
You can delete your account whenever you want.
How we work
Why Play the Event
From idea to plan, with no technical skills
Pick a template for your event, from a wedding to a local food festival or a group trip, and you already have invitations with replies, a poll to pick the date, tasks with deadlines, budget and cost splitting.
See the available featuresAI on our own server
The product's AI runs on a server we manage, with no external AI providers.
What the assistant does and does not doOnly what we can back up
Free during the beta, no credit card; no numbers or reviews we cannot back up; one mailbox, info@playtheevent.com, with a reply within two working days.
See pricing after the beta
Telegram
Follow Play the Event on Telegram
On the Play the Event Telegram channel we post beta announcements: new features, guides and news, in Italian and English.
Telegram Channel
Official announcements, new features and guides, in Italian and English.
- Content in Italian and English
- What is new in each release
Automated management bot
Italian and English
Support: info@playtheevent.com
Frequently asked questions
The questions we hear most often
Short answers, with what is there today and what is not there yet.
How much does it cost?
During the beta every plan is free and no credit card is needed. Prices will apply from the end of the beta, with advance notice and only after you confirm. If you create at least one event during the beta, you get 30% off any plan for 12 months.
Do I need an account to use the free tools?
No. The free tools and the guides work without an account. You need one when you want to create an event, invite people, share out tasks and keep a budget.
Do I need technical skills?
No. You start from a template, such as wedding, birthday, local food festival, company event or group trip, and you already have invitations with replies, a date poll, tasks with deadlines, a budget and shared expenses.
Can I delete my account?
Yes, you can delete your account whenever you want. During the beta no plan is paid, so there is no subscription to cancel.
Which languages is it available in?
The site and the product are in Italian and English.
I work for a destination, a hotel or a restaurant: what is there for me?
Tools for restaurants, accommodation and towns are still being built: for now we are gathering interest. Today you will find guides on seasonality and free tools to measure it on your own monthly figures or on official data. Write to us at info@playtheevent.com.
Your next event starts here
Sign up free during the beta, no credit card needed.
We reply from info@playtheevent.com within 2 working days.