As an event planner, how many times a day do you think to yourself, “I wish I had more time?” Time management is likely one of your best skills. But even the most successful event pros struggle to carve out free time sometimes. And when time is money, especially in the planning industry, every minute saved can be a highly-valuable minute earned.
Keep reading for some essential time-management insights, time-saving tricks, and some inspirational quotes to remind you just how valuable your time really is.
Master the Art of Prioritization
Not every task deserves equal attention, and not every request needs an immediate response. Event planners are natural multitaskers, but working smarter means knowing what deserves top priority.
- The 80/20 Rule – Focus your efforts on the 20% of the event tasks that will deliver 80% of your results. Spend more time on big-impact areas like securing sponsors, locking in key vendors, and client relationship-building.
- Time Blocking – Set designated time slots for emails, calls, and administrative work so they don’t take over your day. Block off creative time when you’re freshest to focus on event visioning and branding.
- Know When to Say No – Not every opportunity, client request, or additional detail is worth your time. Learning to say no (or at least, “not right now”) will protect your schedule from unnecessary clutter.
“Yesterday is gone. Tomorrow has not yet come. We have only today. Let us begin.” – Mother Teresa
Limit Distractions and Avoid Time Traps
One moment, you’re checking emails, and the next, you’re deep in a spiral of Instagram Reels or vendor rabbit holes. The more distractions you eliminate, the more efficient your planning process becomes.
- Turn Off Notifications – Set dedicated focus hours where email, Slack, and social media notifications are silenced.
- Batch Similar Tasks Together – Set aside specific blocks for vendor calls, client updates, and invoicing instead of switching between tasks.
- Keep Meetings Short and Purpose-Driven – Not every conversation needs to be an hour-long meeting. Use agendas and keep virtual check-ins concise.
“At the end of your life, you will never regret not having passed one more test, not winning one more verdict, or not closing one more deal. You will regret time not spent with a husband, a friend, a child, or a parent.” – Barbara Bush
Take Breaks to Boost Productivity
This one might sound counterintuitive, but burnout slows you down more than anything. A refreshed, recharged planner is far more efficient than a frazzled one.
- Try the Pomodoro Technique – Work for 25 minutes, then take a 5-minute break to reset.
- Step Away from the Screen – A short walk, a deep breath, or a quick coffee break can help you return to your work with a clearer head.
- Set Boundaries with Clients – Your time is valuable. If a request comes in after hours, it can wait until tomorrow.
“Determine never to be idle. No person will have occasion to complain of the want of time who never loses any. It is wonderful how much can be done if we are always doing.” – Thomas Jefferson
Build a Reliable Vendor Network
One of the biggest time-savers in event planning? Having a go-to network of vendors who know your style, expectations, and event workflow.
- Keep a “Preferred Vendors” List – A trusted caterer, florist, AV team, and rental company can dramatically reduce planning time.
- Foster Strong Relationships – A vendor who knows you well is more likely to accommodate last-minute changes and offer competitive rates.
- Negotiate Long-Term Partnerships – When vendors know they’ll get repeat business, they’re often more willing to streamline the process for you.
“Time management is an oxymoron. Time is beyond our control, and the clock keeps ticking regardless of how we lead our lives. Priority management is the answer to maximizing the time we have.” – John C. Maxwell
Embrace Tech for Seamless Collaboration
New York events move fast, and communication needs to be just as swift. Technology helps you work smarter—not harder—by keeping everyone on the same page.
- Event Management Software – Platforms like Cvent, Monday.com, or Asana help keep track of to-do lists, deadlines, and vendor agreements.
- Cloud-Based Document Sharing – Google Drive, Dropbox, or Notion ensure that contracts, budgets, and run-of-show documents are accessible anywhere.
- Smart Scheduling Tools – Use apps like Calendly or Doodle to eliminate the back-and-forth of scheduling client and vendor calls.
“I never think of the future. It comes soon enough” – Albert Einstein
Learn How to Make Every Minute Count at The Event Planner Expo 2025
In the fast-paced world of New York event planning, every minute counts. But when you can be smart about what you prioritize, how you delegate, and where you take time for yourself, you can be even more impactful as an event planner. Shave minutes off here or hours off an otherwise-hectic week there. And take back your time in a big way.
Learn time-management secrets from the best of the best this October at The Event Planner Expo 2025! Get your All Access tickets now so you don’t miss a high-energy moment. We promise, it’s three days of time WELL SPENT.
