TLDR (Summary)
The best scheduling software for event planners is Plutio ($19/month).
Event planners need scheduling that coordinates client consultations, vendor meetings, site visits, and planning sessions while connecting every meeting to the right event record. Plutio provides branded booking pages that eliminate email back-and-forth, sync with your calendar, and send automatic reminders to reduce no-shows.
Event planners using self-service scheduling save 5+ hours weekly on meeting coordination by letting clients and vendors book available times themselves.
For additional strategies, read our guide to managing multiple projects.
What is scheduling software for event planners?
Scheduling software for event planners is specialized software that coordinates the many meetings required throughout event planning: initial consultations with prospects, planning sessions with clients, vendor meetings, site visits, and day-of coordination briefings.
The distinction matters: basic calendar sharing shows when you're free. Event scheduling software creates branded booking experiences, sends automatic reminders, collects information before meetings, and connects every appointment to client records and event projects.
What event planner scheduling software actually does
Core functions include creating booking pages for different meeting types (consultations, planning sessions, vendor calls), syncing with your calendar to show real-time availability, sending confirmation and reminder emails automatically, collecting relevant information before meetings through intake forms, and handling timezone differences when working with destination event clients or out-of-area vendors.
Standalone scheduling vs integrated event platforms
Standalone applications like Calendly, Acuity Scheduling, or Cal.com handle scheduling as an isolated function. Clients book meetings, but those appointments exist separately from your event management workflow. You manually note which event the meeting relates to, and meeting history doesn't attach to client records. Integrated platforms like Plutio connect scheduling with client management, event projects, and communication. When a client books a planning session, it automatically links to their event record. Meeting notes attach to the project. The complete history of your interaction is accessible from one place.
What makes event planner scheduling different
Event planners have more complex scheduling needs than typical service businesses. A single wedding might require: initial consultation, design meeting, multiple vendor coordination calls, venue site visit, rehearsal walkthrough, and day-of briefings. Each meeting type has different durations, locations, and participants.
You're also coordinating across multiple events simultaneously. During busy season, you might have 8-12 events in various planning stages, each generating their own meeting requirements. Without scheduling that connects to event records, you lose track of which consultation is for which prospect, which planning session relates to which wedding.
Destination events add timezone complexity. When a New York client is planning a wedding in Italy, scheduling needs to handle both timezones correctly and communicate clearly to all participants.
When scheduling connects to client records and event projects, every meeting becomes part of the complete event history. You see the progression from initial consultation through planning sessions to final walkthrough, all in context.
Why event planners need scheduling software
Event planners who coordinate meetings manually spend hours on email back-and-forth that scheduling software eliminates completely.
The math is simple: if scheduling one meeting takes 3-4 emails over multiple days, and you're scheduling 15-20 meetings per week across client consultations, vendor calls, and planning sessions, that's 45-80 emails weekly just for scheduling. Self-service booking pages reduce that to zero.
The email back-and-forth problem
The typical meeting scheduling exchange looks like: "What times work for you next week?" followed by "Tuesday at 2pm or Thursday at 10am" then "Neither of those work, what about Wednesday?" then "Wednesday afternoon is open, let me check with the other decision-makers" then "Actually, can we do next week instead?" This pattern repeats for every meeting,multiplied across every client and vendor you work with.
According to research on, professionals spend 5+ hours weekly on scheduling-related communication. For event planners managing multiple concurrent events, that number is often higher.
The calendar visibility problem
When clients and vendors can't see your actual availability, they propose times that don't work. When you manually check your calendar and respond hours later, those times may no longer work for them. The delay creates more back-and-forth, and the friction can delay important planning meetings.
Self-service booking shows real-time availability. Clients see exactly when you're free and book instantly. No waiting, no back-and-forth, no coordination delays.
The no-show problem
Meetings scheduled via email often lack proper reminders. Clients forget, vendors double-book, and you're left waiting for people who don't show up. According to scheduling research, automated reminders reduce no-shows by 30-50%.
For event planners, missed meetings cascade into planning delays. If a vendor misses a coordination call, the entire planning timeline can slip. Automatic reminders,sent 24 hours before, morning of, and 1 hour before,dramatically reduce no-shows.
The context problem
When meetings live in a separate calendar from your client records, you lose context. Which consultation was this? What did we discuss last time? What's the status of their event? Before each meeting, you're scrambling to pull together background information that should be instantly accessible.
Connected scheduling software eliminates the coordination overhead that consumes hours weekly. Clients and vendors book themselves, reminders send automatically, and every meeting links to the relevant event record with full context.
Scheduling features event planners need
The essential scheduling features for event planners handle the variety of meeting types throughout event planning while connecting appointments to client records and event projects.
Core scheduling features
- Booking pages: Create shareable links where clients and vendors see your availability and book themselves. Different pages for different meeting types (consultations, planning sessions, vendor calls).
- Calendar sync: Two-way sync with Google Calendar or Outlook. Bookings appear on your calendar instantly. Personal events block availability automatically.
- Automatic reminders: Send confirmation emails upon booking, reminders 24 hours before, morning of, and 1 hour before. Customize timing and messaging for different meeting types.
- Intake forms: Collect relevant information before meetings. For consultations: event date, type, guest count, budget range. For vendor meetings: what they're providing, questions to discuss.
- Buffer time: Add gaps between meetings for travel, preparation, or decompression. Essential when site visits require driving across town.
- Timezone handling: Automatically detect and convert timezones. Critical for destination event planning or working with out-of-area vendors.
Event planner-specific features
- Multiple meeting types: Configure different types with appropriate durations, locations, and settings. 30-minute consultations, 90-minute planning sessions, 2-hour site visits.
- Location options: Offer video call, phone, your office, or custom location. Site visits default to venue address. Planning sessions offer choice.
- Consultation fees: Collect payment at booking for paid consultations. Common practice for event planners to charge $50-150 for initial consultations, credited toward booking.
- Team scheduling: For event planning teams, route meetings to appropriate team members. Junior planners handle initial consultations, senior planners handle complex planning sessions.
Platform features that multiply value
- White-label branding: Booking pages show your brand, not software branding. Logo, colors, and custom domain create professional impression.
- Client record connection: Booked meetings link to client records automatically. Full meeting history accessible from client profile.
- Video conferencing integration: Add Zoom, Google Meet, or Microsoft Teams links automatically when video meetings are booked.
- Mobile access: View upcoming meetings and manage schedule from iOS and Android apps.
- Recurring availability: Set standard weekly availability. Block specific dates for events, vacations, or focused work time.
- Meeting notes: Add notes during or after meetings that attach to the event record. Capture decisions, action items, and follow-ups.
The deciding factor for event planners is connection to client records and event projects. Scheduling that links meetings to events creates complete planning history accessible from one place.
Scheduling software pricing for event planners
Scheduling software for event planners typically costs $10-45 per month for standalone tools, with integrated platforms providing scheduling alongside other business functions at similar prices.
What event planners typically pay for scheduling
- Calendly: Free basic, $10-16/month for professional features
- Acuity Scheduling: $16-45/month depending on features and team size
- Cal.com: Free open-source, $12-25/month for business features
- HoneyBook: $16-66/month with scheduling included in client management
- Dubsado: $20-40/month with scheduling and workflow automation
Standalone scheduling tools work well for basic appointment booking but don't connect to client management, contracts, or event projects,requiring separate tools and manual connection between systems.
Plutio pricing (February 2026)
- Core: $19/month: Unlimited scheduling with branded booking pages, plus contracts, invoicing, project management, and client portals in one platform.
- Pro: $49/month: Everything in Core plus custom domain, advanced automations, and team collaboration.
- Max: $199/month: Unlimited team members, advanced permissions, full white-labeling, priority support.
The ROI calculation for event planners
- Time saved on coordination: 5+ hours weekly at $75/hour = $375/week potential value
- Reduced no-shows: Automatic reminders reduce missed meetings by 30-50%, preventing planning delays
- Faster booking: Prospects book consultations immediately instead of waiting for email replies,capturing interest while it's hot
- Professional impression: Branded booking pages signal organized, professional operation
Scheduling software ROI for event planners comes through time recovery. If you reclaim even 2 hours weekly from eliminated email back-and-forth, that's 100+ hours annually,time you can spend on billable planning work or not working evenings.
Why Plutio is the best scheduling for event planners
Plutio handles scheduling as part of a complete platform where booked meetings connect to client records, event projects, and communication history rather than existing as isolated calendar entries.
Complete workflow integration
When a prospect books a consultation through your Plutio booking page, they become a lead in your client database. When you convert them to a client, their consultation history comes with them. When they book planning sessions, those meetings attach to their event project. The complete relationship,from first consultation to final walkthrough,is accessible from one place.
Meeting types for event planning workflow
Configure booking pages for each meeting type in your workflow:
- Discovery consultation: 30-45 minutes for prospects to discuss their event vision
- Planning session: 60-90 minutes for ongoing planning work with booked clients
- Vendor coordination: 30 minutes for calls with florists, caterers, photographers
- Site visit: 90-120 minutes with travel buffer for venue tours
- Day-of briefing: 15-30 minutes for pre-event coordination calls
White-label booking experience
Booking pages show your brand: logo, colors, custom domain (book.yourevents.com). Clients experience your professional presentation from the first scheduling interaction. No "Powered by..." branding that makes you look like a small operation using consumer tools.
Consultation fee collection
Collect payment at booking for paid consultations. Common practice is $50-150 for initial consultations, credited toward full booking. Payment collection at scheduling time reduces no-shows and qualifies serious prospects.
Client portal scheduling
Once clients are booked, they access scheduling through their portal. They see available times for planning sessions and book themselves without emailing you. The self-service continues throughout the relationship.
Automatic reminders and follow-ups
Configure reminder sequences for different meeting types. Consultations might get 24-hour and 1-hour reminders. Site visits might get 48-hour reminders plus day-before confirmation requests. Customize messaging to match each meeting type.
Calendar sync and availability
Two-way sync with Google Calendar or Outlook keeps booking pages reflect real availability. Personal appointments block time automatically. Event days block full days. You control exactly when clients and vendors can book.
Everything runs from one platform where scheduling connects to clients, projects, and communication. Instead of separate calendar tools that don't know anything about your events, you have integrated scheduling that builds complete relationship history.
How to set up scheduling in Plutio
Setting up scheduling in Plutio takes 1-2 hours for initial configuration, then booking pages work automatically for every future meeting request.
Step 1: Connect your calendar (10 mins)
Link Google Calendar or Outlook for two-way sync. Plutio reads your existing events to block availability and writes booked meetings back to your calendar. Test that sync works correctly before sharing booking links.
Step 2: Set your availability (15 mins)
Define standard weekly availability: which days you take meetings, which hours you're available, minimum notice required (24-48 hours is common), and how far in advance people can book (2-4 weeks typical). Block specific dates for events, vacations, or focused work time.
Step 3: Create meeting types (30-45 mins)
Set up booking pages for your common meeting types:
- Discovery consultation: 30-45 min, video call or in-person, intake questions about event date/type/guest count, optional consultation fee
- Planning session: 60-90 min, client choice of video or in-person, available only to existing clients
- Vendor call: 30 min, video call, quick intake asking which vendor and topic
- Site visit: 90-120 min, at venue location, 30-min buffer before and after for travel
Step 4: Configure reminders (15 mins)
Set up automatic reminder sequences for each meeting type. Standard sequence: confirmation immediately upon booking, reminder 24 hours before, reminder morning of meeting. Customize messaging for consultations vs. planning sessions vs. vendor calls.
Step 5: Brand your booking pages (20 mins)
Upload your logo, set brand colors, customize the booking page text. If using Studio or Max plan, connect your custom domain for booking URLs.
Step 6: Test the booking flow
Book a test meeting yourself to experience what clients see. Check that calendar sync works, reminders send correctly, and video conferencing links generate properly. Fix any issues before sharing live booking links.
Common setup mistakes to avoid
- No buffer time: Back-to-back meetings exhaust you. Add 15-30 minute gaps, especially between different meeting types.
- Too much availability: Protect time for actual planning work. Don't let meetings fill every available hour.
- Weak intake questions: Good intake questions make meetings more productive. Ask what you need to know in advance.
Initial setup investment pays back immediately. Every meeting scheduled through booking pages instead of email saves 10-15 minutes of coordination time.
Meeting types for event planners
Meeting types configure different scheduling scenarios for the variety of appointments event planners coordinate throughout the planning process.
Essential meeting types for event planners
- Discovery consultation: Initial meeting with prospects exploring working together
- Planning session: Regular meetings with booked clients during planning phase
- Vendor coordination: Calls with florists, caterers, photographers, and other vendors
- Site visit: Venue tours and on-location planning meetings
- Day-of briefing: Pre-event coordination calls with clients and team
Discovery consultation configuration
- Duration: 30-45 minutes
- Location: Video call (default) or your office
- Intake questions: Event date range, event type, estimated guest count, budget range, how they heard about you
- Payment: Optional consultation fee ($50-150), credited toward booking
- Reminders: 24 hours before, 1 hour before
Planning session configuration
- Duration: 60-90 minutes
- Location: Client choice (video, your office, or their location)
- Availability: Only for existing clients
- Intake questions: Topics to cover, decisions needed, questions to answer
- Reminders: 24 hours before with agenda prompt, 1 hour before
Vendor coordination configuration
- Duration: 30 minutes
- Location: Video call
- Intake questions: Which vendor, which event, topics to discuss
- Buffer: 10 minutes after for note-taking
Site visit configuration
- Duration: 90-120 minutes
- Location: At venue (address collected in booking)
- Buffer: 30 minutes before and after for travel
- Availability: Specific days when you can travel to venues
- Reminders: 48 hours before with confirmation request, day before
Meeting types encode your planning workflow. Each configuration matches how you actually work with clients and vendors, making every booking appropriate for its purpose.
Client portals for event planners: scheduling access
Client portals provide self-service scheduling access where booked clients can schedule planning sessions, view upcoming meetings, and access their complete meeting history.
Self-service scheduling through portals
Once clients are booked, they access scheduling through their branded portal. Instead of emailing "when can we meet this week?", they view your available times and book themselves. The scheduling experience matches the rest of their portal: your branding, professional presentation, easy access.
Appropriate meeting types
Portal scheduling shows only meeting types appropriate for existing clients. They can book planning sessions, not discovery consultations (which are for prospects). They can schedule review calls, not vendor coordination meetings (which you book directly with vendors).
Meeting history and notes
Clients see their complete meeting history in the portal. Past meeting dates, any notes you've shared, action items discussed. Meeting history keeps everyone aligned on what's been covered and what's coming next.
Upcoming meetings dashboard
The portal shows upcoming scheduled meetings with dates, times, and join links for video calls. Clients don't need to dig through email for meeting details,everything is accessible from their central hub.
Rescheduling and cancellation
Within parameters you set, clients can reschedule or cancel meetings through the portal. Configure how much notice is required (24-48 hours typical) and whether cancellation requires your approval.
Professional experience
Portal scheduling extends your professional presentation to every meeting interaction. Clients experience organized, self-service booking rather than email chaos. Professional booking signals the kind of organized, professional event execution you'll deliver at their event.
Portal scheduling transforms meeting coordination from email-driven chaos to self-service efficiency. Clients get convenience while you eliminate back-and-forth coordination time.
How to start using scheduling in Plutio
Transitioning to Plutio scheduling takes 1-2 hours of setup, with immediate time savings on every meeting scheduled through booking pages instead of email.
Step 1: Audit your current scheduling
Before setting up, review how you currently schedule meetings:
- What meeting types do you regularly schedule?
- What information do you need before each meeting type?
- How much notice do you need?
- What's your typical weekly availability?
This audit informs your Plutio configuration.
Step 2: Connect your calendar
Link Google Calendar or Outlook for two-way sync. If you're coming from another scheduling tool, you may need to disconnect it first to avoid conflicts. Test that sync works correctly before sharing any booking links.
Step 3: Set up meeting types
Create booking pages for your common meeting types. Start with 2-3 most common types rather than trying to configure everything at once. Add more meeting types as needs arise.
Step 4: Update your booking links
Replace old Calendly/Acuity links in your email signature, website, and anywhere else you share booking links. Update any automated emails that include scheduling links.
Step 5: Communicate the change
Let existing clients know about new scheduling links. Update your setup materials to include portal scheduling for booked clients.
If migrating from another scheduling tool
- From Calendly: Export any meeting type settings for reference. Calendly doesn't export booking history, but that rarely matters.
- From Acuity: Note your intake form questions and reminder settings to recreate in Plutio.
- From HoneyBook/Dubsado: If switching full platforms, scheduling migration happens as part of broader transition.
Common transition pitfalls
- Broken links: Update all places where old booking links appear. Broken scheduling links frustrate prospects.
- Calendar conflicts: Disconnect old scheduling tools before connecting Plutio to prevent double-booking.
- Missing intake questions: Review what you asked in old tools and recreate in Plutio meeting types.
Scheduling transition is one of the quickest wins when adopting new tools. Setup takes 1-2 hours, and you save 10-15 minutes on every meeting scheduled through booking pages going forward.
