AI Notes for Event Planners
How to Summarize Vendor Coordination Meetings
Event planners often juggle multiple vendors to bring an event to life. Effective communication and organization are crucial to ensure everything runs smoothly. Keeping detailed notes during vendor coordination meetings helps in tracking responsibilities, deadlines, and any changes that arise. With AI-generated notes, you can ensure no detail is missed and maintain a seamless workflow.
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
- Meeting Identification: Who were the vendors involved in the meeting, and what are their respective roles or companies?
- Event Details: What is the event for which this coordination is taking place, including date and location?
- Key Deliverables: What specific products or services did each vendor agree to provide for the event?
- Deadlines & Timelines: Were there any important deadlines or timelines discussed for deliverables from each vendor?
- Logistics & Setup: Were there any logistical details or setup requirements mentioned that need attention before the event day?
- Budget & Costs: Was there any discussion on costs, budgets, or financial agreements with vendors during this call?
- Challenges & Solutions: Did any challenges arise during the meeting, and what solutions were proposed by either party?
- Communication Plan: How will communication be handled moving forward between you and each vendor leading up to the event?
- Follow-Up Actions: What follow-up actions were assigned to either party post-meeting to ensure smooth coordination of tasks?
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:
- If you don't already have a voice recorder that allows you to customize your summaries, download LazyNotes from the App Store.
- Navigate to Settings > Meeting Templates and tap the + button.
- Copy/paste one of our templates and/or customize your own. Tap Save.
- Start your first recording and choose your new template any time during the call.
- Enjoy customized notes emailed right to your mailbox!