Developing a Task Calendar with Your Client
Once the client has signed the contract, you may suggest drafting a task calendar together. This is especially true with larger events that take six months or more to plan. The task calendar will highlight the client's responsibilities and tasks during the planning stages.
The client's tasks will depend on the services she has hired you to perform. For example, client A has secured your services for a basic event-planning package. Client A has agreed to handle the invitations and has added this service to her package. Client B has secured your services for a deluxe event-planning package in which you handle the invitations. Client A will have invitations on her task calendar where Client B would not. Below are further examples of possible client tasks.
Send a save-the-date card six months before the event.
Meet the vendors four to six months before the event to choose the caterer, if applicable, and the photographer, entertainment, florist, and so forth.
Confirm the final guest count the week before the event.
Event Planner Tasks
As an event planner, your task calendar will vary depending on two variables. The first is the type of event you are planning. The second is the services secured by your client. Below is an overview of tasks you may place on your task calendar.
Once the venue has been secured, schedule a site visit with your client and facility planner for a walk-through. You will want to create a floor plan to discuss the location of tables, bar, band, etc.
Four to six months before, coordinate a meeting with vendors and your client. You should attend every vendor meeting.
Four weeks before, schedule another site visit with your client. During this site visit you will want to discuss table arrangements.
Three months prior, meet with caterer and client to taste seasonal menu options.
Two weeks before, secure rental equipment. During busy seasons, call six weeks ahead of time.
Two weeks before, post staffing schedule for FOH employees.