Event planners juggle clients, venues, vendors, and deadlines. Everhour keeps tracked time tied to the work behind each event.
Enter your time in and out for each day. Overtime and gross pay are calculated automatically.
| Day | Time In | Break Start | Break End | Break | Time Out | Total |
|---|
The calculator gives you the number — Everhour takes it from there.
One click and you're timing. Start a timer, add an entry, edit the details. This is exactly how it feels in Everhour.
Set a budget, assign rates, and get alerted before you're over.
Measurement
Track your budget through time or costs
Every report you need — configured your way, always up to date.
Tracked hours flow straight into a polished invoice — no copy-paste, no manual math.
Event planners need a clean way to capture billable work across planning calls, venue research, vendor coordination, onsite execution, and post-event reconciliation. The useful output is a time record that shows which client and event received the work, which service line it belongs to, and whether the time supports an invoice, budget review, payroll check, or internal planning decision.
A single event can include office planning, site visits, travel coordination, evening work, and weekend coverage. Meeting, convention, and event planners often work full time, many work more than 40 hours per week, and extra hours commonly appear as an event date approaches. A tracker keeps those hours organized before memory turns a busy week into vague notes.
A useful entry names the client, event, task, date, person, duration, and billing status. For example, an entry can read: client, Greenfield Foundation; event, annual gala; service line, vendor coordination; task, catering bid review; time, 1.75 hours; billable, yes. That level of detail supports invoices without turning every message into a separate line item.
Event planning work naturally splits into categories such as venue bids, service-provider bids, room setup, transportation, food coordination, event monitoring, and bill review. Those categories help you compare planned labor with actual effort. They also help separate client-facing work from internal administration, especially when one planner handles several events with overlapping deadlines.
The biggest mistake is tracking time only as "event work" or "planning." That label fails when a client asks why a month exceeded the estimate or when a team needs to see which phase consumed the most labor. Use service lines that match the work, such as agenda planning, venue inspection, sponsor coordination, onsite staffing, vendor reconciliation, or post-event billing review.
Another common problem is mixing reimbursable costs, vendor invoices, and labor hours in one note. Event planners review bills for accuracy and approve payment, but that task is separate from the vendor bill itself. Keep time entries focused on labor, then connect the related bill, receipt, or approval note in the financial record where your process stores supporting documents.
A free one-off tracker is enough for a solo planner who needs to total this week's billable hours, prepare a simple invoice, or reconstruct time for one event. It also works for a short engagement where the client only needs a summary by date and service line. Keep the file consistent and save a copy with the final invoice.
A managed workflow fits better when several planners support multiple events, budgets change, or client billing needs repeatable evidence. In that setup, tracked time feeds reports by client, event, service line, and person. Everhour Reporting adds customizable columns, grouping, filters, exports, and scheduled email reports, so event labor can move from raw entries to budget and billing review.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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G2
Summer 2026
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Capterra
Summer 2026
Rated in the top time trackers across G2, Capterra, and TrustRadius — with consistent praise for ease of use, integrations, and support.
Billable time usually includes client-approved planning, venue research, vendor coordination, agenda work, onsite event coverage, and post-event reconciliation. Internal admin, sales work, or general business development belongs outside client billable time unless the contract says otherwise. Use the client agreement as the billing source of truth.
Onsite hours need their own category because they show a different labor pattern than office planning. A record that separates office planning, site visits, travel coordination, and onsite execution helps explain why final event weeks carry heavier time totals. It also helps compare staffing needs across future events.
Client billing follows the contract, so weekend billing depends on the agreed rate terms. For payroll, the federal baseline is different: the FLSA does not require overtime premium pay solely for Saturday, Sunday, holiday, or rest-day work. Covered nonexempt employees get overtime after over 40 hours in a fixed 168-hour workweek at at least 1.5 times the regular rate, unless another law or agreement applies.
A practical entry includes the client, event name, work category, task description, date, duration, person, and billable status. Add enough detail to connect the time to a client need, such as "reviewed AV proposals for conference breakout rooms." Avoid client-sensitive attendee details unless your process requires them and protects that information.
For employees covered by the FLSA minimum wage or overtime provisions, employer records must include hours worked each workday and total hours worked each workweek. Covered employers may use any complete and accurate timekeeping method for nonexempt workers. Payroll records must be preserved for at least three years, and basic time and earnings records for at least two years.
Everhour Reporting turns logged time into customizable reports with 45+ columns, filters, grouping, and date ranges. An event team can review billable time by client, event, service line, member, budget metric, or invoice status, then export reports as CSV, Excel/XLSX, or PDF for billing review.
Everhour can run standalone or inside project tools such as Asana, ClickUp, Jira, Monday, Notion, Trello, and Basecamp. Planners can track time against the tasks where event work already lives, so venue research, vendor follow-ups, and onsite checklists stay connected to logged hours.
Track event labor by client, event, and service line, then use Everhour Reporting to group, filter, export, and schedule the records that support billing and budget review.
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