One of the job perks you get to experience as an event planner is that no two days are ever the same. But, we’re planners, so it’s a habit for us to have a framework in place to stay organized and maximize our time. When we’re not on-site at an event, most of our time is spent “herding cats” - organizing details, communicating between teams, and let’s face it - making miracles happen. We may rely on helpful workplace tips, like time blocking our calendars and limiting checking/answering our emails to only certain times during the day to help get us through it. If you’ve ever wondered how to organize your day as an event planner, or if you’re curious how we spend our time check out an example of what a typical day could look like!
Block off the first hour of your workday to get items organized and create a plan to tackle your week. Grab a coffee, check your calendar, answer emails and prioritize your tasks for the day. Look ahead at your upcoming events and put together a to-do list based on deadlines or items that need immediate attention and set up any meetings needed to get it done.
Event planners are often working on multiple events at any given time. Set time aside to focus on them all individually. It’s helpful to have an event checklist for each event and check off items as your complete them. Spend time focusing on upcoming events and deadlines, like AV orders, food & beverage selections, room set specifications, and vendor orders. Making sure to record and keep track of items like budgets, order amounts, and shipping information.
How is it already lunchtime? While it may make sense to work through lunch on some days, it’s best to set aside this time for yourself - if you must keep busy, try going on a walk and listening to an industry podcast, catch up on some industry news, or set up lunch meetings with venues and vendors.
Since you’ve spent the morning organizing and preparing your upcoming event logistics, spend your afternoons collaborating with your team and share any event progress and updates. Check your email again and follow up with vendors, your venue, and your team and share any pertinent information or ask any questions that may have come up. Also use this time to set meetings with your teams for updating them, follow up on outstanding items, and discuss what still needs to be done.
Whether this is meeting with a mentor, attending a webinar, networking with a local group - spend some time where you can focus on your career. It’s always great to keep learning, and you never know what opportunities will arise for you in the future because of it. While it’s hard to tear yourself away from the day to day of your job, finding time to focus on your career is important for job satisfaction in the long run!
Use this time at the end of the day to look ahead to see what kinds of little things you can do that you have been putting off-book travel, do your expense reports, run reports, pull lists, find places to take your team during your next trip….all the admin stuff that you can’t seem to get done during the day.
The workday is over but still unable to shut your brain off? Are you currently making mental lists on your commute home? Try adding in something for your mental health at the end of the day - like work out the class you enjoy or meeting with friends or coworkers for a happy hour. Event planning can be an exhausting job and often we can forget to take care of ourselves.
Interested in how other EventUp team members spend their day supporting the venue directory? Here's what we are up to:
Stay tuned for more posts sharing the daily lives of EventUp staff. Is there a role you want to learn more about? Let us know in the comments.