Choosing the Right Event Signage Software
Searching for "event signage software" returns a mix of sign design tools, digital signage platforms, and signage management systems. They sound similar but they're completely different things.
This guide focuses on signage management software — tools for planning, coordinating, and tracking the physical installation of signs at an event. Here's how to evaluate them.
The four things that actually matter
1. Sign inventory management
Can you build and maintain a structured list of every sign, with enough detail to actually manage the project? Look for:
- Custom fields (material, size, special instructions)
- Bulk import via CSV
- Sign numbering (auto-generated, with custom prefixes)
- Unique QR codes per sign
2. Map-based placement
Physical signage lives in physical space. The software should let you place signs on a venue map — either a site plan image or a real-world map — so everyone knows exactly where each sign goes.
Without a map view, you're back to describing locations in words ("left of the main stage, near the third pillar on the east side").
3. Contractor mobile workflow
Installation is done in the field, not at a desk. The tool your contractors use needs to:
- Work on a phone
- Work offline or in low-connectivity environments
- Allow photo uploads as installation evidence
- Be simple enough to use under pressure on a busy installation day
4. Real-time progress visibility
The organiser — whether that's you, a client, or a production manager — needs to see what's been installed and what hasn't. Look for:
- Live status dashboard (installed %, pending, issues)
- Status history and audit trail
- Photo review and approval workflow
Questions to ask before committing
- Can contractors access it without creating an account? (Invitation-only access is fine; full sign-up friction is not.)
- Does it work offline? Venues often have unreliable WiFi.
- Can you import your existing sign list? Starting from scratch every event wastes time.
- Is there a photo approval workflow? Or do you just see a photo with no way to flag issues?
- What does the mobile experience actually look like on a phone? Ask for a demo on a device, not a browser.
What to avoid
- General project management tools. Trello and Asana can be bent into event signage workflows, but you'll spend more time managing the tool than managing the signage.
- Design-focused tools. Sign design software (like Canva or Adobe) doesn't track installation status.
- Digital signage platforms. These manage screen content, not physical sign installation.
The right fit for your event
The right software depends on your scale:
- Under 50 signs, simple workflow: A shared spreadsheet might genuinely be fine.
- 50–500 signs, single contractor team: Purpose-built signage management software becomes worth it.
- 500+ signs, multiple contractors, complex venue: You need a real system with map placement, role-based access, and a solid mobile app.
Signplanr is built for that middle-to-large range. See a demo or start a free trial.
Related reading:
- Your Contractors Shouldn't Need a Training Course to Use Your Software — why the contractor mobile experience is the real test of signage software.
- Double-Sided Signs Shouldn't Be a Software Problem — a feature gap that reveals whether a tool's data model matches physical reality.
- Why "Contact Us for Pricing" Is a Red Flag — what hidden pricing really tells you about a signage platform.