Running Multiple Events This Quarter? Here’s How to Stay Organised

Regardless of whether you are working alongside the C-Suite, heading up a marketing team, or in charge of operations, the pressure of a multi-event quarter is the same. You have to maintain the highest standard of brand experience, all whilst keeping your daily job on track.

When you have three different events all in different stages of planning, it can be hard to keep all the balls up in the air without a few dropping. Your brain can become a revolving door trying to keep up with catering menus, AV requirements, and guest lists. We explore the best ways to stay organised without losing your sanity.

Centralise your master timelines

The biggest risk in a busy quarter can be that there are too many details, and it’s easy to forget which venue has the 6pm bump-in for the florist. 

The fix? Move away from scattered spreadsheets. Create one Master Event Calendar that you can visualise and see the clash points and busiest periods. If you have two events in the (shock, horror!) same week, identify the crossovers and set our internal reminders. As they always say: preparation prevents poor performance.

Standardise your event brief

When you’re juggling multiple venues, you can’t afford to start from scratch every time you send an enquiry.

The fix? Create a brief with Venue Crew. Working on multiple events at once doesn’t have to be all on your plate. Venue Crew is designed to do the hard work for you. And, it keeps all invoices in one place. Finding the perfect venue? Done. Finding all your suppliers? Done. Minimising paperwork? Definitely done!

Reduce the paperwork, stop the back-and-forth. Read more.

Delegate the sourcing phase

The most time-consuming part of running multiple events is the “hunt.” Contacting various venues, checking their live availability for specific dates, and comparing quote inclusions can take days of work.

The Fix: This is where Venue Crew becomes your secret weapon. Instead of calling ten venues for three different events, you give the briefs to us. We act as your dedicated sourcing partner, returning a curated shortlist for all three events in a fraction of the time. We handle the initial vetting, and you only have to focus on the final decision.

Leverage “single point of truth” venues

If you are running a series of events, try to work with venues that offer comprehensive, in-house solutions.

The Fix: Look for venues with “Event Ecosystems”—spaces that have trusted, pre-vetted partners for AV, catering, and styling. By reducing the number of individual vendors you have to manage across multiple sites, you exponentially reduce your email load and the risk of a logistical breakdown.

Prioritise the “Wrap”

When you’re in the middle of the busy quarter, it can be tempting to finish one event and immediately start on the next. But the end of an event is just as important as the start, and if you have it all lined up, you can avoid a huge pile of paperwork. Reconciling invoices, sending thank-you notes, and gathering feedback, can haunt your inbox for weeks if not handled immediately.

The Fix: Schedule 60 minutes the morning after every event for “The Wrap.” Finalise the paperwork while it’s fresh. If you’ve booked through Venue Crew, your paperwork is often streamlined, making the reconciliation process faster so you can move your full focus to the next project.

Don’t let events get on top of you

Running multiple events shouldn’t feel like a circus act. It’s about building a repeatable system and knowing which experts to call in to handle the heavy lifting.

By partnering with Venue Crew, you gain a strategic ally who understands the corporate pace. We don’t just find you a room; we help you manage the quarter, ensuring every event—from the first breakfast meeting to the final gala—is executed with precision.