Event work moves between clients, venues, vendors, and weekend deadlines, and Everhour keeps team time organized for review.
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.
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Event planners need a clean record of labor by client and event, because the work spans client meetings, venue research, vendor bids, logistics, onsite monitoring, and bill review. The useful output is a time record organized by client, event, service area, date, and notes, so you can see where planning labor went before invoices, vendor reconciliation, payroll review, or internal budget checks.
Meeting, convention, and event planners arrange details for meetings, conferences, conventions, weddings, product launches, galas, award ceremonies, and nonprofit events. An entry for a corporate conference can read: Client A, Spring Summit, venue walk-through, onsite, 2.5 hours, non-billable, note: ballroom layout and catering access check. That level of detail gives the event lead a usable record without turning every task into a paragraph.
Use fields that match how event work is managed: client, event name, service line, task, date, start and stop time or duration, worker, location type, billable status, rate, and notes. Service lines usually need more precision than broad administration. Separate venue bidding, site inspection, transportation, food coordination, room setup, agenda work, registration, onsite monitoring, and bill review.
For a U.S. event team, payroll and billing rate fields normally use U.S. dollars. Keep vendor-related notes separate from vendor invoices, because time entries show staff effort while bills show outside costs. Reviewers need both views: labor by event budget and payable amounts by vendor. A planner who spends 1.0 hour reviewing hotel charges should record the labor entry separately from the hotel invoice approval.
Event deadlines create uneven weeks. A team can spend Monday on vendor bids, Thursday at a hotel walk-through, Saturday monitoring registration and food service, then Monday reconciling bills. Covered employers using any complete and accurate method under the FLSA still need records that show hours worked each workday and total hours worked each workweek for employees covered by the FLSA minimum wage or overtime provisions.
For covered nonexempt employees, the federal baseline requires overtime pay for hours worked over 40 in a fixed 168-hour workweek at not less than 1.5 times the employee's regular rate. The FLSA does not require premium pay solely because work happens on Saturday, Sunday, a holiday, or a regular rest day, unless weekly overtime is triggered or another law, policy, contract, or agreement applies. Do not average a 50-hour event week with a 30-hour follow-up week for FLSA overtime.
A one-off weekly time log is enough for a solo planner preparing a quick recap, a small wedding job, or a single event budget review. It works when the same person enters the time, reviews it, and sends the invoice. It stops being enough once several coordinators split office planning, venue visits, onsite coverage, and post-event bill review across overlapping events.
A managed workflow matters when you need submitted timesheets, approvals, locked periods, role-based access, and capacity checks before payroll or billing handoff. Everhour Team Management fits that stage by giving event leads roles, project assignments, team groups, weekly capacity, personal tracking limits, admin time correction, and approval workflows that support consistent review across office, travel, and venue work.
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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Group time by client first, then by event, service line, and task. Use service categories that mirror actual planning work, such as venue bidding, site inspection, transportation, food coordination, program or agenda work, onsite monitoring, and bill review. Separate billable and non-billable time so client invoices, budget reviews, and internal staffing decisions use the same underlying structure.
Yes. Onsite hours belong in a distinct category because venue coverage, registration support, room changes, vendor coordination, and activity monitoring create different cost and staffing signals than office planning. A planner can still keep the same client and event name, but the location type and service line should show whether the work happened at the office, a venue, or during travel.
No. For covered nonexempt employees, the FLSA federal baseline requires overtime pay only for hours worked over 40 in a fixed 168-hour workweek at not less than 1.5 times the regular rate. Saturday, Sunday, holiday, or regular rest-day work does not create federal premium pay by itself, unless another law, policy, contract, or agreement applies.
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 choose any complete and accurate timekeeping method. Payroll records must be preserved for at least three years, and basic time and earnings records, such as daily time cards or sheets, for at least two years.
Collect only details you need for payroll, billing, staffing, and event records. U.S. businesses handling personal information must avoid unfair or deceptive practices under Section 5 of the FTC Act, and FTC guidance says sensitive employee information should be kept safe and disposed of securely. California employees and job applicants can have CCPA rights when the business is covered by that law.
Everhour Team Management lets event leads assign roles, group team members, set weekly capacity, apply personal tracking limits, route time through approvals, and lock approved periods before payroll or client billing review. Admin time correction helps fix a missed onsite entry without sending the planner through repeated revisions.
Everhour embeds tracking controls inside supported project tools such as Asana, ClickUp, Jira, Monday, Notion, Trello, and Basecamp. Planners can log time against venue tasks, vendor checklists, agenda work, and onsite assignments where the schedule already lives, then use those entries for reports.
Use Everhour Team Management to set roles, weekly capacity, approval steps, and locked periods for teams moving between office planning and venue work, giving event leads cleaner payroll and billing review.
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