Event work spans offices, venues, and weekends. Everhour keeps time records tied to the events your team runs.
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.
Use this page to organize event hours before they reach an invoice, payroll review, or post-event recap. Event management work moves through client meetings, bids, site inspections, vendor coordination, event monitoring, bill review, and follow-up. A useful record connects every entry to the event it supports, the service performed, the person who worked, and the date the work happened.
Event planners also work across offices, hotels, conference centers, and travel days, so one generic admin bucket hides cost drivers. Track the event name, client, location, phase, role, billable status, and rate when billing uses an hourly or cost-plus structure. For flat project fees, the same record shows whether the budget and staffing plan matched the work actually required.
Start with a separate project for each event or engagement, then use tasks or tags for planning, vendor bids, site visits, travel, rehearsal, onsite execution, post-event bill review, and evaluation. Project-level fields should capture time, location, and cost because those details define event scope. Entries need the worker, date, start and stop time or duration, task, client, location, and billable status.
A planner's Tuesday entry set can include 1.25 hours for client agenda review, 2 hours for venue inspection, 0.75 hours for caterer bid comparison, and 1 hour for sponsor budget updates. A coordinator's event-day entries can split registration desk setup, transportation coordination, room turnover, and final bill notes. That detail lets you explain labor on the invoice and see which event phase consumed the schedule.
Event schedules create uneven weeks. BLS notes that many meeting, convention, and event planners work more than 40 hours per week, add hours before major events, and work weekends during meetings or conventions. For payroll review, separate time by workweek rather than by event weekend alone. Under the FLSA federal baseline, covered nonexempt employees must receive overtime pay for hours actually worked over 40 in a fixed 168-hour workweek at not less than 1.5 times the regular rate.
Weekend labels alone do not prove overtime under federal law. The FLSA does not require premium pay solely for Saturday, Sunday, holiday, or regular rest-day work unless the weekly overtime rule is triggered or another law, policy, contract, or agreement applies. Avoid averaging a quiet setup week with a heavy event week because FLSA overtime hours may not be averaged across two or more workweeks.
A one-off weekly total is enough for a solo planner checking whether a flat-fee gala consumed too many hours or preparing a simple hourly recap for one client. A managed workflow becomes necessary once several coordinators, assistants, or onsite staff touch the same event. At that point, you need submitted time, assigned roles, approval status, and a reliable handoff to billing or payroll review.
Everhour fits that longer workflow by applying team management controls to event time. Managers can assign people to projects, group team members by department or event crew, set weekly capacity and tracking limits, correct entries as admins, and lock time after approval. That gives you a controlled record before event costs, client invoices, or payroll review use the hours.
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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Summer 2026
Rated in the top time trackers across G2, Capterra, and TrustRadius — with consistent praise for ease of use, integrations, and support.
A useful entry connects the hour to a client event, service category, location, worker, date, and billable status. Event teams commonly need categories for client meetings, vendor bids, site inspections, transportation, food or room coordination, onsite monitoring, bill review, and post-event evaluation. Rate or cost fields matter when billing uses hourly, percentage, or cost-plus pricing.
Separate phases keep office work, venue work, and travel from collapsing into one total. Use planning for agendas and budgets, procurement for bids and vendor coordination, site work for inspections or venue setup, onsite execution for event-day monitoring, and closeout for bill review and evaluations. Location tags add context when teams move between hotels, conference centers, and offices.
Weekend work does not trigger FLSA overtime by itself. Under the federal baseline, covered nonexempt employees must receive overtime pay for hours actually worked over 40 in a fixed 168-hour workweek at not less than 1.5 times the regular rate. A state law, employment agreement, client contract, or employer policy can require additional weekend or holiday premiums.
Flat project fees remove hourly line-item billing. Time records still show whether the fee covered the labor required. Track hours against phases such as planning, site visits, vendor coordination, onsite work, and closeout. That record supports future quotes, staffing plans, utilization review, and a post-event discussion when the client requests extra work outside the agreed scope.
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 must preserve payroll records for at least three years and basic time and earnings records, such as daily start and stop time cards or sheets, for at least two years.
Everhour Team Management lets managers assign people to event projects, group staff by department or crew, set weekly capacity and personal tracking limits, and approve submitted time before it reaches billing or payroll review. Lock rules and admin corrections keep approved periods from changing without manager action.
Everhour Project Budgeting tracks hour-based or money-based budgets as teams log time and expenses for an event. Budget alerts can notify selected admins at 75%, 90%, 100%, or custom thresholds, which helps planners act before a gala, conference, or meeting exceeds its approved labor plan.
Use Everhour Team Management to assign event crews, approve submitted time, lock approved periods, and correct entries before billing or payroll review turns venue-day work into dependable event records.
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