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AI Notes for Event Planners

How to Summarize Event Budget Planning Meetings

Event planners manage numerous details and budgets can be complex. Keeping detailed and structured notes is essential to ensure that all financial aspects are accounted for. Good meeting notes help avoid misunderstandings and ensure every dollar is allocated correctly. Additionally, they assist in communicating plans with clients and vendors efficiently.

But what should you include in your meeting notes? We have compiled a list of key points to include in your meeting notes.

Key points to include in meeting notes for event planners

  • Participants: Who were the key participants in the event budget planning meeting and what are their roles?
  • Event details: What is the name and date of the event being planned?
  • Budget total: What is the total budget allocated for this event?
  • Expense categories: What are the main expense categories discussed during the meeting?
  • Cost allocations: How are costs distributed across different expense categories?
  • Revenue sources: What are the identified revenue sources or funding options for this event?
  • Cost-saving measures: Were there any cost-saving measures or strategies proposed during the meeting?
  • Vendor selection: Were any specific vendors discussed or selected for services at this event?
  • Contingency plans: Is there a contingency plan in place if certain budget elements exceed projections?
  • Action items and deadlines: What action items were assigned, and what are their respective deadlines to ensure adherence to budget goals?

How to automate

But why take notes manually when you can use AI to do it for you? Today's AI can transcribe meetings, summarize key points, and even identify action items. Instead of being distracted by typing and writing notes, you can focus on the conversation.

Here's how:

  1. If you don't already have a voice recorder that allows you to customize your summaries, download LazyNotes from the App Store.
  2. Navigate to Settings > Meeting Templates and tap the + button.
  3. Copy/paste one of our templates and/or customize your own. Tap Save.LazyNotes templates
  4. Start your first recording and choose your new template any time during the call.LazyNotes templates
  5. Enjoy customized notes emailed right to your mailbox!

More ideas for effective meeting notes for event planners