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30 Tricks to Stay Extremely Organized as an Event Planner

Planning and organizing events requires expert skills and a high level of organization. As an event planner, you need to go beyond basic principles and discover new techniques and tools to stay ahead in the...

Planning and organizing events requires expert skills and a high level of organization. As an event planner, you need to go beyond basic principles and discover new techniques and tools to stay ahead in the industry. In this article, we will explore 30 creative ways for event planners to stay organized and enhance their productivity.

Get an egg timer.

Time mini tasks like answering emails and adding more event planning binder tabs in 5 to 10 minute increments. It will help you stay focused and manage your time efficiently.

Create and test drive your very own event planning process template.

Systemize the parts of the process you do for every event, giving yourself more room to be creative.

Scan documents on the go.

Use apps that turn your phone into a portable scanning machine. This way, you can easily scan documents during site visits, out-of-office meetings, or even in your car.

Gamify your event planning goals.

Use apps like Habitica to make event goal setting more fun. Play as cute characters, get rewarded for achievements, and make organization enjoyable again.

Keep a brainstorm book with you at all times.

If you suddenly get struck with a lightning bolt of inspiration, you can jot it down in your brainstorm book, even if you're working on another project or just getting home from work.

Marie Kondo your event planning binder.

Only keep items that spark joy and remove anything that doesn't serve a purpose.

Paint an office wall in chalkboard paint.

Never lose a to-do list again by having a designated space for writing down tasks.

Guide: How to Create an Event Planning Checklist Caption: Guide: How to Create an Event Planning Checklist

Form your own secret code.

Organize your to-do list by categorizing tasks with symbols. For example, stars can represent venue-related tasks, while asterisks can indicate internal projects.

Start a "Not Today!" list.

Keep track of all the unexpected tasks that come up during the day and tackle them only after completing your planned tasks.

Keep a master contact sheet in your event planning binder.

Have contact information for your most preferred vendors neatly organized for future reference.

Match your event binder tabs with your digital folders.

Ensure consistency between physical and digital organization to easily locate documents and track updates.

Organize one-off or infrequent projects by event type.

Create subsections for projects by date and have a template folder specific to each event type.

Have essential tools in your binder.

Always carry a blank notebook, a highlighter, a hole puncher, and pens/pencils, either using a zip pouch or a binder with holders.

Have a dedicated meeting binder.

Include tabs for agendas, presentations, handouts, and a contact list of everyone involved in the meeting.

Plan around out-of-office schedules.

Keep an out-of-office calendar for key event stakeholders and team members to prevent delays in approvals and sign-offs.

Invest in a smart notebook.

Automatically turn your handwritten notes into digital documents and store them in your document cloud.

Add meetings or deadlines using voice technology.

Use voice assistants like Siri to add new events or deadlines to your digital calendar.

Get a calendar summary delivered.

Opt for an automatic daily summary of your calendar sent to your email every morning.

Have a joint event project calendar.

Share a calendar with your entire team to ensure everyone is on the same page and deadlines are met.

Use separate email addresses.

Create a separate email address for each project, keeping your primary inbox focused on new client emails and important tasks.

Keep track of response deadlines.

Set expected response deadlines for emails and add them to your personal reminder list for effective follow-ups.

Hold a wrap-up session after each event.

Take time to clean out physical and digital folders, update your portfolio, and review your preferred vendor and contact lists.

Keep a networking spreadsheet.

Record the names, titles, and contact information of people you meet. Maintaining these connections can be valuable for future collaborations.

Organize event-related receipts in a separate email box.

Snap photos or forward receipts to your personal email and keep physical copies in a fireproof box.

Create a project-related screenshot folder on your phone.

Save contracts, social media mentions, and online inspiration in one labeled folder for easy access.

Visualize your workday.

Spend a few minutes visualizing a successful workday when you first arrive at your office. Combine this with excellent preparation for increased productivity.

Hire a virtual event planning assistant.

Delegate administrative and note-taking tasks to a virtual assistant, giving you more time to focus on high-priority items.

Keep your main event inspiration photo as your desktop background.

This will keep you motivated and on track, even when working on the smallest details.

Write in a "What I Learned" journal.

Reflect on each event and note down what worked well and what can be improved. Use this journal as a reference for future events.

Have designated personal admin time.

Set aside time at the beginning and end of your day for personal admin tasks, keeping a list of what needs to be done during this time.

Feeling Inspired to Improve Your Event Planning Organization?

Read about event planning portfolio basics, watch event planning videos, and gain experience through common event planning problems with actionable solutions.

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