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How do you keep track of your parties?

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How do you keep track of your parties?

Post by SuzySparkles on Tue Nov 13, 2012 11:53 am

Here is how I do it... If anyone has questions please feel free to ask here or share your way...

https://www.youtube.com/watch?v=tNMdd_XbwVI&feature=plcp
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Re: How do you keep track of your parties?

Post by Erica's Funny Faces on Tue Nov 13, 2012 1:11 pm

LOVE THIS! Thanks for sharing...I use a horrible planner that never has enough room lol. Time for a change...
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Re: How do you keep track of your parties?

Post by shadnee on Tue Nov 13, 2012 1:12 pm

Thanks for sharing Smile
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Re: How do you keep track of your parties?

Post by ladysinaz on Tue Nov 13, 2012 2:42 pm

Ooooo thanks great Very Happy

my files are a hot mess

Thanks
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Re: How do you keep track of your parties?

Post by CATZ on Tue Nov 13, 2012 6:59 pm

I'm completely dependent on my Outlook! Smile

I colourize a 'facepainting' category so I can see at a glance on my month view where the parties are. I do the same thing as Suzie with the contract in Excel, but I don't have a binder. Good idea by the way. I have a file folder I put in a wall pocket. The party isn't confirmed until I get a 50% deposit.
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Re: How do you keep track of your parties?

Post by JennyNixe on Wed Nov 14, 2012 6:22 pm

This is very helpful. I am such a flake that I need step-by-step organizational help.

However, when I first saw the title of this thread, I thought it said "How do you keep track of your PANTIES?"

At a different time of my life, that would have been equally helpful.
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Re: How do you keep track of your parties?

Post by Rebons on Wed Nov 14, 2012 6:46 pm

LOL Jennie!
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Re: How do you keep track of your parties?

Post by VictoriaS on Wed Dec 05, 2012 12:11 pm

I use an online appointment scheduling software that I can use with a mobile app on my phone. It's all in one place and since I always have my phone with me I can book people where ever I am. This is the one I use after trying 3 or 4 different ones http://www.fullslate.com/ You have to pay, but to me it is totally worth it. You can keep track of everything there, manage appointments, and automate reminders, send communications, etc. I don't deal well with lots of paper. I don't have to keep the info on my computer so if I have a computer that dies, I can still access the info online from anywhere.
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Re: How do you keep track of your parties?

Post by earthvibe360 on Wed Dec 26, 2012 2:13 pm

I am a Goolge fan, and I use the Google Calendar to keep track of parties.
I can color code it to stand out against my other calendars. I can import Facebook events, as well. I can add links, I can include the address, and attachments to the party events. I also write down notes, such as how much I was paid, plus tips, so I can go back and add additional details. I use my android phone, to pull up the events, add dates on the spot. Once I pull up the event, then usually I can highlight the address, and import directly into Google Maps, which gives turn by turn directions to get there. These services are all Free. You just need a smart phone. I also use the calendar to add whenever I made a purchase for facepaints, and what it was for...I'm finding more uses all the time... You can also view the calendar by Agenda view, to see a list of events, purchases etc

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Re: How do you keep track of your parties?

Post by Erica's Funny Faces on Wed Dec 26, 2012 3:08 pm

Hi earthvibe, did you download the app from google play? If its not to much trouble whats the exact name of the calendar? Having trouble finding it but I think this would help me immensely!
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Re: How do you keep track of your parties?

Post by earthvibe360 on Wed Dec 26, 2012 6:37 pm

Ok on my android phone, I simply use the calendar that comes on the phone, and I sync it with my Google account. Android is very friendly with Google, and I sync everything, my contacts, email etc.

I have a Google Account, and I actively use the email, contacts, calendar, Google docs, blogger, and probably something else I'm not thinking of, that is provided by having a Google Account, so I use Google Calendar, which is synced with my default calendar on my android phone.

Make sure to check up on the sync process. Sometimes updates to your phone, or random other things, can cause the sync to reset... For ex, I noticed the other day that an event I put in with a client, on my phone, did not show up, in my Google Calendar. I checked the settings, and the auto sync was turned off. This was due to me taking my phone into tech support, and them fiddling with it. Just make sure to check your setting after any changes to your phone.

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Re: How do you keep track of your parties?

Post by Forest-Fairy on Mon Mar 24, 2014 5:26 am

SuzySparkles wrote:Here is how I do it... If anyone has questions please feel free to ask here or share your way...

https://www.youtube.com/watch?v=tNMdd_XbwVI&feature=plcp

VERY similar to what I do. But I LOVE your idea of putting the month print out in there and organizing by month! I have a calendar at the beginning of my binder with the current month displayed on top but I LOVE your way of having them in there with the booking forms! Going to do that now. Thank you!

I also program them into my Android phone's calendar app so i can see the basic times and days when I'm out on a gig, just in case i get an inquiry.

I'll have to take some photos to make a video of my book to show you. I like to be crazy organized, a side effect from doing live theater stage management for so many years lol.
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Re: How do you keep track of your parties?

Post by cammidale on Mon Jun 30, 2014 7:55 am

Forest-Fairy wrote:
SuzySparkles wrote:Here is how I do it... If anyone has questions please feel free to ask here or share your way...

https://www.youtube.com/watch?v=tNMdd_XbwVI&feature=plcp

VERY similar to what I do. But I LOVE your idea of putting the month print out in there and organizing by month! I have a calendar at the beginning of my binder with the current month displayed on top but I LOVE your way of having them in there with the booking forms! Going to do that now. Thank you!

I also program them into my Android phone's calendar app so i can see the basic times and days when I'm out on a gig, just in case i get an inquiry.

I'll have to take some photos to make a video of my book to show you. I like to be crazy organized, a side effect from doing live theater stage management for so many years lol.

Forest Fairy, do you use the calendar app that comes on the phone or something from the app store? I have an android that I'd like to utilize for this too so that I can always check my appointments if someone calls while I'm out and about.
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Re: How do you keep track of your parties?

Post by Forest-Fairy on Mon Jun 30, 2014 4:15 pm

i just use the regular calendar app
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Re: How do you keep track of your parties?

Post by JJJJJ on Mon Jun 30, 2014 5:35 pm

I use a big paper wall calendar with each month hanging separately. I also put it in a date book. And, I write each client's info on large index cards and I keep them on my desk (my real actual wooden desk) in date order of the parties. Then, after the party is over, they go into an alphabetical file box. I also e-mail/call each client several days to a week before party time. If I was any more obsessive about it, I would write the dates on my pillowcase in removable marker. But the three places I already write it suffices.

And, gasp to ye all, I do not own a cell phone. cheers 


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Re: How do you keep track of your parties?

Post by fesspenter on Mon Jun 30, 2014 5:50 pm

I just call in my jobs to JJJJJ, and have her take care of managing my parties, while I go back to my box and eat cookies.

xoxo
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Re: How do you keep track of your parties?

Post by JJJJJ on Mon Jun 30, 2014 5:52 pm

Fessy pays me big bucks for this, everyone. You can too!

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Re: How do you keep track of your parties?

Post by Staley on Tue Jul 01, 2014 1:15 am

SuzySparkles, could you share your sheet that you have clients fill out and return? I love your system. I like the convenience of a phone calendar but with the way my brain works it is really best for me to have things on paper.

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Re: How do you keep track of your parties?

Post by SuzySparkles on Wed Jul 02, 2014 11:23 pm

Sure!

Email me for a contract at suzysparkles@gmail.com
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Re: How do you keep track of your parties?

Post by AmandaD on Fri Aug 08, 2014 7:07 am

I just emailed you for a copy as well Very Happy
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Re: How do you keep track of your parties?

Post by Lollipop_Painting on Fri Aug 15, 2014 12:00 pm

I actually use my gmail's google calendar. I'm able to switch things around easy-write all my information on each party within it (phone number, address, and all event details, plus anything else). The best part- I can check this off my cell phone if anyone ever asks me while I'm out.  Very Happy
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Re: How do you keep track of your parties?

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