Time management: How to stay on top of your event planning

Planning your events will take a lot of time and energy, as well as resources, and you can’t afford to run out of any of the above. With caterers, registrations, payment, venues, technical setup and everything else you have to deal with, managing your precious time effectively is one of the most important skills you can develop. here are some key tips to help you stay on top of your workload.

Minimise the workload

There’s no point in creating work for yourself if you can get more done in less time. The best way to get rid of some of the longer (and duller) tasks such as filing and sending out promotional materials is to look at systems that could allow you to automate certain processes.

For example, an online delegate registration system can capture all the information you need from your attendees and store it all in one place. If that system can also integrate seamlessly into other databases and systems that perform other functions, you’ll immediately cut out the need to manually duplicate information, potentially saving you hours.


Even after you’ve cut out the unnecessary work, you’ll probably still have a busy schedule. It sounds like a cliché but making lists is the best way to get organised. First make a list of everything you have to do, along with a deadline for each task. Then prioritise them according to what must be done immediately, important tasks that have closer deadlines, and tasks that can be done later on. Stick to that list and get the crucial things over and done with. At least you’ll know the bare bones of your event are in place.


If you don’t have a calendar, it’s time to invest. Make sure you have a visual timeline which displays all of your deadlines and everything that needs to be done on different days. Then plan what you’ll have to do each week and break this up into a “to-do” list for each individual day.

Tick things off, use a bigger font for more important tasks - whatever you need to do to make sure you focus your attention on the right things. And don’t forget - give yourself more time than you think you’re going to need, so that if problems or arise or something else gets in the way, you’re in a better position to deal with it.

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