As an event planner, you are also a facilitator to many vendors, other event planners, and possibly even an accounting department. You will need to be extremely organized to channel specific information to all of the people working on an event. While the chef will be planning the menu and staffing the kitchen, other members of your team may be responsible for aspects of the event. These responsibilities may include staffing for the front-of-the-house employees, ordering wine, or invoicing the client. It is part of your responsibility to have this information readily available to your event-planning team in a BEO (banquet event order) or event sheet. Every time your event sheet or BEO is updated, you will want to photocopy a revised version to send it to the different departments involved in the event.
In addition, you are also responsible for all expenditures you accrue while planning an event. This may mean itemizing a parking receipt to your company or submitting a receipt for flowers to your client. A good practice for event planners to use is to photocopy all necessary documents.
If you are purchasing a new photocopier for your office or replacing an existing one, spend some time researching the different brands. Some models are all-in-ones and have a fax machine, printer, photo printer, and scanner. A collating feature will be a wise addition for your new copier.