Event planning hours shift between offices, venues, travel, and weekends. Everhour keeps team time organized by 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 |
|---|
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One click and you're timing. Start a timer, add an entry, edit the details. This is exactly how it feels in Everhour.
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Use this page to turn a scattered event week into a clean time record by client, event, and service line. Event planners move between scope meetings, venue inspections, vendor bids, agenda work, onsite coordination, bill review, and client updates. A useful tracker shows which event absorbed the hours, which work category they supported, and whether the time belongs in payroll review, a client invoice, or an internal budget report.
You can use the record for a single wedding, conference, product launch, gala, or for several overlapping events with different deadlines. The practical outcome is a week that shows planning hours, logistics hours, onsite hours, and administrative follow-up without burying them in one vague total. For teams, the record also shows who touched each event before a manager approves time or reconciles charges.
Build entries around the way event work actually happens. Start with client and event name, then add a service line such as venue sourcing, vendor coordination, agenda planning, attendee logistics, onsite production, or bill review. Add date, start and stop time or duration, billable status, USD rate when billing by time, and a note specific enough to explain the work without exposing unnecessary client or attendee details.
A sample entry can read: Northstar Foundation, 2026 gala, onsite logistics, March 5, 2026, 1:00 p.m. to 6:30 p.m., billable, coordinated transportation timing and catering setup with venue staff. 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, so daily detail matters beyond client reporting. Covered employers must preserve payroll records for at least three years and basic time and earnings records, such as daily start/stop time sheets, for at least two years.
Event planners rarely work in one place all week. Office planning, hotel walkthroughs, conference-center meetings, vendor calls, and event-day work all need the same client and event structure. Travel or venue notes help explain why work occurred away from the office, but the time record still needs a business purpose, a date, and a task tied to the event budget or service scope.
Evening and weekend entries deserve clear labels because additional hours often occur as events approach or during meetings and conventions. Under the federal baseline, the FLSA does not require overtime premium pay solely for Saturday, Sunday, holiday, or regular rest-day work. Covered nonexempt employees must receive overtime pay for hours worked over 40 in a fixed 168-hour workweek at a rate of at least one and one-half times the regular rate, unless another law or agreement adds more.
A one-off tracker is enough for a solo planner who needs a clean weekly total, a simple client backup, or a quick split between planning, logistics, and onsite hours. It also works for a short event with one decision maker and no approval chain. Keep the export with the invoice or budget file so the labor record stays connected to the financial record.
A managed workflow becomes necessary when several event team members touch the same event. Timesheets, approval status, locked periods, and reports create a durable record before payroll, billing, or vendor reconciliation. Everhour fits this stage by collecting project and working hours for review, then letting approved time feed event reports and client billing workflows.
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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Summer 2026
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Summer 2026
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Split time by client, event, and service line before adding task notes. Planning can cover scope, programs, agendas, and budgets. Logistics can cover venue bids, rooms, transportation, and food. Onsite work can cover activity monitoring and issue handling. Separate categories make client updates, budget review, and invoice backup easier to check.
Yes. Label weekend and evening entries by actual date and event task so managers can review staffing and weekly totals. The FLSA federal baseline does not require overtime premium pay solely for Saturday, Sunday, holiday, or regular rest-day work. Covered nonexempt employees receive FLSA overtime for hours worked over 40 in a fixed 168-hour workweek at a rate of at least 1.5 times the regular rate, unless another law, policy, or contract adds more.
Split the call when decisions affect different events, budgets, or deadlines. A client update that covers a conference, gala, and product launch should show separate allocations or clear notes for each event. A single entry works only when the call supports one event or one shared program budget and the note makes that scope clear.
Useful entries identify the vendor or service category, event, date, task, person, and approval status. A note such as reviewed catering invoice against final headcount is more useful than admin work. Time records support the planner's review of bills for accuracy and approval for payment; vendor invoices remain the source document for vendor charges.
Record the venue when it explains the business purpose, such as hotel walkthrough, conference-center inspection, or onsite production. Avoid collecting more personal information than the work record needs. U.S. businesses handling personal information must avoid unfair or deceptive practices under Section 5 of the FTC Act. For covered businesses, the CCPA covers California residents who are employees or job applicants.
Everhour Timesheets collect weekly project hours and working hours by person, so event managers can review time before payroll or client billing. Team members submit time, admins can approve, reject, or partially approve it, and approved time stays locked for regular members.
Everhour embeds tracking controls in tools such as Asana, ClickUp, Jira, Monday, Notion, Trello, GitHub, Linear, and Basecamp. Event teams can log time against tasks where venue, vendor, agenda, and onsite work already live, while the hours flow into one reporting layer.
Turn scattered event work into submitted weekly timesheets. Everhour Timesheets lets managers approve, reject, partially approve, and lock entries before payroll or client billing, keeping event labor review clear.
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