12 Things to Have in Your Client Binder

Organization is one of my first love as an event planner. To keep things clear in my busy world, I create a binder for each client and keep all documents, contracts, and notes in this one place.

A few things to include in your client binder:

1.) Any notes and research on your client, including any scheduled meetings you have together.

2.) A copy of the contract the client signed with you. You should keep the original in a safe place in your office.

3.) Event budget sheets.

4.) Detailed information about the services you’re providing and a timeline for you to follow with actual due dates.

5.) A timeline and to-do list for the months leading up to the event.

6.) Checklists and timelines for the pre-event, day of event and post-event. Make copies of the event day schedule for client. Have copies of final timelines to distribute to staff and vendors who have commitments.

7.) A divider tab for each of the vendors involved in the event. You should include all their contact information, a list of the services they are providing, and a copy of their contract and any addendums. If you were not involved in hiring them but you are managing the event, you still need a copy of their contracts.

8.) Paper copies of e-mails you’ve sent and received regarding the event. Always get things in writing and keep copies. When you handle changes over the phone or via e-mail or “texting,” write down any agreements made and send a copy to the other party for confirmation.

9.) A floor plan for the event that has been provided by the venue or that you created yourself.

10.) If registration or invitation was used, a hard copy of the final list.

11.) Names and contact numbers of client, vendors, staff, etc.

12.) Blank paper for notes. This will enable you to quickly joint notes down and keep them in one place.

Whether you use digital or hard copy the key is placing things in way you can communicate and plan a successful event.