Event planners should document every detail of the event and in as much details as possible. Use a folder separated by tabs to list all the essential elements related to that particular event. Create columns to show the task, owner and date. This can also be accomplished by using Google docs and sharing this with all the concerned folks. Some important elements to include in the doc are: Date and time of the Event Objective Venue Budget Attendees Theme Invitations Photographer Videographer Entertainment A/V Supplies Decorations Travel Vendors Printing Wrap up Add as much detail as you can under each tab. Create a master folder and a working folder. The master folder should encompass all the details including the contracts and receipts. The working folder is the one that travels with you and is easy to access. Always photocopy all the contracts and receipts. It is a good idea to scan these and store them electronically as the ink on some of the receipts may wear off over time.