Free Event Planner Timesheet Template
Event planning projects unfold in distinct phases from concept development and venue sourcing through supplier coordination to on-site delivery, and tracking time across these phases helps clients understand the professional effort involved. A timesheet makes the full scope of planning work visible, which is particularly important because much of the work happens behind the scenes before the event day itself. It also provides reliable data for quoting on future events of a similar scale.
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Frequently asked questions
How do I charge for the on-site event day itself?
Many event planners charge a day rate for event-day attendance rather than an hourly rate, as the hours can vary unpredictably. If you charge hourly, log your arrival and departure times precisely and note the activities managed throughout the day. Some planners charge a flat on-site supervision fee regardless of duration.
Should I bill for time spent sourcing and briefing suppliers?
Yes. Supplier research, briefing, negotiation, and coordination are core planning services and should be fully billable. Clients often do not see this work, which is exactly why logging it on a timesheet is important. A well-managed supplier network is what makes events run smoothly.
How do I handle post-event tasks like supplier payments and debrief reports on the timesheet?
Log them as the final phase of the event. 'Post-event supplier invoice reconciliation and payment processing' and 'client debrief report and event evaluation summary' are distinct deliverables that take time. Including them ensures your total effort for the event is fully captured.