Admin Automation Checklist for Event Planners

Client Communication & Notes

Transcribing kickoff call requirements
Send voice notes from the call; Christine pulls out action items like 'ropes course for 45' and puts them in a doc.
45 min/week
Automatable
Drafting post-event summary reports
Text stats like '220 attendees, $16.8k spent' and she formats the full PDF report right away.
1h/week
Automatable
Negotiating final contract terms with clients
You need human judgment and relationship building for these high-stakes talks.
1h 30m/week
Manual

Sending cancellation notices before deadlines
She reminds you of dates like the tent rental deadline and drafts the email citing contract #4412.
30 min/week
Automatable
Scheduling site visits and tastings
Text 'Book Greenfield site visit Thursday 2pm' and she handles the calendar invites and reminders.
40 min/week
Automatable
Scouting new unique venue locations
Someone has to physically inspect the space and judge its potential creatively.
2h/week
Manual

Sorting mixed receipts by event project
Snap photos of Uber or catering receipts; OCR sorts them into Google Sheets by event name.
1h 30m/week
Automatable
Chasing unpaid client invoices
Set rules to auto-draft polite follow-up emails for invoices overdue by 7+ days.
25 min/week
Automatable
Creating initial budget proposals
Pricing and allocation decisions need your specific expertise and market knowledge.
1h 15m/week
Manual

Check off automatable tasks above to see how much time and money Christine could save you each month.

Ready to automate your admin?

Christine handles your emails, scheduling, documents, and more — so you can focus on event planners.

Automatable — Christine handles this for youManual — requires your personal judgment or presenceEstimated weekly time cost for this task