Stay Sane While Planning Events With This Weekly To-Do List

When you work as an event planner, it's normal to feel overwhelmed by all that you need to accomplish.

Whether you're putting out fires before an event or hiring new vendors, your to-do list seems endless.

Check out these ten things you'll want to include in your weekly schedule to help you keep your ducks in a row.


1. Review your calendar

At the start of each week, take a few moments to look over your calendar.

This can help you figure out what needs to be done over the coming five days. You'll also be able to preemptively prepare yourself and your staff for any tough meetings or presentations needed.

If your week looks overwhelming, see if there are any items you can push to the following week. Delegating to someone else on your team is also an option.


2. Go over deadlines with yourself and the team

It's smart to have a weekly check-in meeting with your team.

Make one of the tasks at this meeting setting reminders in your phones for things that must be accomplished throughout the week.

a photo team conducting the meeting

Gone are the days of your team telling you something slipped their minds. A weekly meeting will make sure everyone is on task, knows their project deadlines and what to focus on for the rest of the week.

Doing so will make sure everything is covered, meaning less work for you in the end.


3. Follow up on emails and admin work

It's easy to let emails slip through the cracks.

Set up 3-4 separate hours each week where you focus on clearing your inbox, listening and responding to messages, and tying up loose ends. 


4. Check up on staff

While you don't need to meet with every staff member every week, you should meet with one or two.

Set up a rotating schedule of staff meetings.

two people talking for the staff meetingWhen you meet with your staff, don't just talk about their work. Check in to learn about their stress levels, mental health, and any issues they're having at work.

They'll see that you care and your work environment will benefit.


5. Review your budget and expense report

You know your budgets for your events - set a time each week to make sure you're sticking to it.

If you find that you're going over budget, use this time to adjust your spending. 


6. Exercise

Don't forget to set aside time to take care of yourself!

Whether that means walking at lunch, hitting an early morning spin class, or running after work, get your sweat on. 

This is great for mental and physical health as well as refreshing your brain throughout the week. 


7. Schedule your social posts and blogs

Many apps allow you to set it and forget it when it comes to social media.

If you wait to do your posts day by day, it may slip your mind. When you set up your posts at the beginning of the week, you're ensuring your audience gets your content on time and you don't have to worry for the rest of the week.

a crowdfire app for social media posts and blogs

If something great comes up during the week that you want to post, no problem - simply add it in. 

Recommended social media management software:

  • HubSpot
  • Crowdfire (free)
  • Zoho
  • Buffer
  • Sprout Social
  • Sendible

8. Review your marketing reports

See what's working, what isn't.

Check in to see how your marketing strategies are working, and make changes where necessary. Too often, event planners only check in on marketing strategies after an event, when it's too late.

By checking in weekly, you're allowing plenty of time to adjust your plan.



Create custom reports and real-time alerts

Track marketing efforts, build reports you need,
and monitor sales that come in. All with your reports.


9. Review your timeline for the event day

Your next big event may seem like it's far away, but the date will be here before you know it.

Check-in on your timeline weekly, and make adjustments where necessary. 


10. Schedule in some time for your mental health

In addition to exercise, do other activities that benefit your health too.

Take time for meditation, therapy, and make sure you have at least one night a week to just relax.


Because with a refreshed brain and mind restart, you're going to be more productive in your work.

a woman doing meditation

Bottom line: stay on top of your to-do list each week, and don't forget to take time for yourself. Your organization and self-care set the tone for your staff.

Be the example for them, and they'll rise to your high standards.

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