As an event planner, your days are a whirlwind of vendor calls, client consultations, and meticulous planning. This daily workflow checklist is designed to help you stay organized, prevent details from slipping through the cracks, and ensure every event runs smoothly from start to finish.
For vendor calls and client consultations specifically, CraftNote is worth adding to your stack: it transcribes and summarizes each conversation automatically and extracts action items, which matters when you're juggling calls for multiple events in a single day and can't rely on memory to keep vendor details straight.
CraftNote records directly from your device without a bot joining, which works for phone calls with vendors as well as video client consultations. Persistent Speaker Memory recognizes the same client or vendor contact automatically across future calls once labeled once, and Ask AI lets you search your full call archive in natural language when you need to recall a specific budget figure or preference from weeks ago. It doesn't calculate budgets or manage vendor contracts itself -- you'd still track those in your event management software.
Pros
- Records without a bot, works for phone-based vendor calls as well as video client meetings
- Ask AI searches your entire call archive by natural-language query, useful across multiple simultaneous events
- Persistent Speaker Memory recognizes recurring clients and vendors automatically
Cons
- Doesn't manage budgets, contracts, or vendor details itself -- still needs your event management software
- Free tier has usage limits
⚠️ Common Mistakes to Avoid
- Not documenting every decision and preference from client meetings.
- Failing to follow up promptly with vendors after calls.
- Neglecting to regularly update master event timelines, leading to missed deadlines.
- Mixing up budget details across different events and clients.
- Skipping post-event debriefs, losing valuable lessons for future planning.