Being an event planner requires both creativity and extreme organizational skills. One way to stay organized is to keep separate binders and files for each of your clients. You can also document the process for many aspects of your business such as the steps to take when you book a new client. Here is a new client checklist to help you get started:
1) Counter-sign the contract from your client and send clients a final copy.
2) Process the initial payment from your clients.
3) Enter the initial payment and future payment dates into a spreadsheet, Quickbooks, or software you use to manage cash flow. Remember to document when future payments are due so you can invoice clients before the due date (and know when you will get paid). If you have a book keeper, you would send her the new client information at this point.
4) Create an email folder with your client’s names. Under that folder, create subfolders for each vendor category where you can keep email communications organized. Here is an example of a folder structure for each client:
- Sally & Joe
- Fashion & Beauty
- Floral & Decor
- Music & Entertainment
- Photo & Video
5) Create a folder on you computer with the same structure as above. This will allow you to work quicker because you will always know where to find files, photos, and contracts for each client.
6) Create a physical binder with client names and event date on the cover. Ideally, we want to save trees and store information electronically but many planners still prefer to have a physical binder for each client.
7) Add clients to your planning software if applicable
8) Send a welcome gift or card to new clients.
9) Send initial documents to clients (checklists, budgets, etc)
10) Send a thank you note or a gift to the person who referred you.
Creating systems in your business will allow you to work faster which enables you to take on more clients (or have more time for yourself). What other areas of your business can create checklists and processes for to help you work more efficiently?