Weekly Event Planning & Cost Estimation

I balance creativity as an artist with the logistics of planning social gatherings that often double as client-networking mixers, team-building sessions, product launches, and the occasional wedding. To keep every week running smoothly I need a detail-minded partner who can translate ideas into an actionable plan, price it accurately, and flag timeline risks before they surface.

Your core mission is two-fold:
• Build a concise weekly project plan that covers venue selection, vendor coordination, and guest management.
• Produce an itemised cost estimate alongside each plan, so I can decide at a glance, whether to fast-track, scale back, or add experiential touches without compromising customer satisfaction.

I typically map a three-to-six-week lead time for each event, so fast turnaround on your documents is essential. You may use the tools you’re most comfortable with, Excel, Google Sheets, Airtable, or similar, but the final files must be easy for clients to read and for my team to update. A visual timeline (Gantt, Trello board, or Asana schedule) that syncs with the budget sheet will earn instant approval.

Acceptance criteria
• Weekly plan delivered every Monday by 10 a.m. (my time, GMT-5)
• Cost estimate broken down by line item and vendor, showing both quoted and actual spend
• Timeline view highlighting critical path tasks and vendor confirmation deadlines
• All documents shareable via cloud link and fully editable

If you can keep the numbers tight, the timeline clear, and the vibe creative, let’s start this week.