Internal Comms & Meetings

How to write meeting notes as Event Agency Founders

Internal Comms & MeetingsFor Event Agency Founders3 apps12 steps~24 min to set up

After every client kickoff, venue walkthrough, or vendor sync, you're scrambling to type up what was decided before the next call starts. Your notes live in three places: a voice memo on your phone, a half-finished Google Doc, and a Slack message you sent yourself at 9pm. The action items — confirm the AV quote, follow up on the catering contract, send the floor plan revision — get buried. A week later a client asks 'did we decide on the ceremony backdrop?' and you're digging through Gmail threads to find the answer. You don't have an EA. You're running four events at once.

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Internal Comms & MeetingsFor Event Agency Founders3 apps12 steps~24 min to set up

Outcome

What you'll set up

An AI meeting notes system that transcribes every client kickoff, vendor call, and internal briefing, then surfaces a summary with decisions and action items the moment the call ends

A searchable archive of every meeting tied to the right event — so when a client disputes what was agreed, you find the exact conversation in seconds

Automatic task capture: action items from your meetings flow into your task list with due dates so nothing gets dropped between a Tuesday vendor call and a Saturday event

The Starch recipe

Apps, data, and prompts

The combination of Starch apps, the data sources they pull from, and the prompts you use to drive them.

Apps used

Meeting Notes Task Manager Email Agent

Data sources & config

Meeting Notes connects to Google Calendar (Starch syncs your Google Calendar data on a schedule, pulling 12 months back and 3 months ahead) so it knows which calls are happening and can match notes to the right event. Gmail is connected via Starch's scheduled sync so the Email Agent can draft follow-up messages and attach them to the right client thread. Task Manager runs natively in Starch. Any vendor portal or client portal without an API — say, a venue's booking dashboard — can be automated through your browser, no API needed.

Prompts to copy

Set up Meeting Notes for my event agency. Every meeting summary should include: client name, event date, decisions made, open vendor questions, and action items with owner and due date. Archive by event name.

When a meeting note is saved, extract all action items and add them to my Task Manager. Tag each task with the event name and assign P1 if the due date is within 7 days, P2 otherwise.

After each client call, draft a follow-up email summarizing what we decided and listing next steps. Match my tone — direct, warm, no corporate filler. Pull the summary from the meeting notes for that event.

Run these in Starch → or paste them into your favorite agent

Walkthrough

Step-by-step

1 Connect Google Calendar: Starch syncs your calendar on a schedule and surfaces today's meetings — client kickoffs, venue walkthroughs, vendor calls — so Meeting Notes knows what's on your agenda without you configuring each call manually.

2 Open the Meeting Notes app from the Starch App Store and tell it how you want notes structured: 'Organize every summary by event name, include a decisions section, a vendor open items section, and an action items list with owner and due date.'

3 Join your client or vendor call as usual. Meeting Notes transcribes in real time — you stay present in the conversation instead of typing with one eye on the screen.

4 When the call ends, Meeting Notes generates a summary automatically: key decisions, highlights, and action items extracted and attributed to the right person.

5 Tell Starch: 'After every meeting, push all action items into Task Manager. Tag with the event name. If the due date is within 7 days, set priority P1. Otherwise P2.' This step means no action item ever lives only in a doc.

6 Connect Gmail via Starch's scheduled sync. Tell the Email Agent: 'Draft a follow-up email to the client summarizing today's decisions and listing their next steps. Use the meeting notes for this event as the source. Match my voice — I write short paragraphs, I use the client's first name, I never say best regards.'

7 Review the draft follow-up in one click and send it. Your client gets a recap within 30 minutes of hanging up — before they've even started second-guessing what was decided.

8 Search your meeting archive when a dispute comes up: 'Find the conversation where we agreed on the ceremony backdrop for the Rivera wedding.' Starch returns the exact meeting, timestamp, and the sentence where it was confirmed.

9 Before each event, pull a summary of all open action items across every meeting for that event: 'Show me all unresolved action items tagged Rivera Wedding.' You get a single list instead of hunting across five Google Docs.

10 After the event, archive the full meeting history for that client so if they rebook or refer a friend, you have the full context of how you worked together.

11 For vendor calls where you're on a quick site-visit walkthrough and can't have your laptop open, capture a voice note and tell Starch afterward: 'Transcribe this and format it as a meeting note for the Nguyen corporate dinner, vendor: Premier Linen.' Starch structures it the same way as every other meeting.

12 Review your Task Manager weekly: filter by event, sort by due date, check completion rates. You can see at a glance which events have the most open items — and which are clean heading into event week.

See this running on Starch

Connect your tools, describe what you want, and the agent builds it. Closed beta is free.

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Worked example

Rivera Wedding — April 2026 kickoff call

Sample numbers from a real run

Decisions captured	4
Action items extracted	7
Time to send client recap	22
Tasks pushed to Task Manager	7
Minutes of manual note-typing saved	45

You have a 60-minute kickoff with the Riveras on a Tuesday at 11am. The call covers ceremony timing, cocktail hour layout, preferred florist, AV requirements, and the question of whether the venue can do a late-night pizza station. Meeting Notes transcribes the whole call. By 11:58am — two minutes after the call ends — you have a structured summary: four decisions logged (ceremony starts at 5pm, cocktail hour on the terrace, florist is Bloom & Co, late-night pizza station confirmed with venue), seven action items extracted (get AV quote from Sound Partners by April 18, confirm pizza station pricing with venue by April 15, send floor plan draft to Riveras by April 20, three others). All seven tasks are in your Task Manager tagged 'Rivera Wedding,' the three with deadlines inside 7 days are P1. The Email Agent drafts a follow-up to the Riveras in your voice: 'Hi Sofia and Marco, great call today — here's what we locked in and what's coming next.' You review it, hit send at 12:04pm. The Riveras reply within the hour saying they've never had a planner so on top of it. Six weeks later, at the final walkthrough, Sofia asks whether you'd agreed to have the florist arrive at 2pm or 3pm. You search 'florist arrival Rivera' and find the exact line from the April kickoff. It was 2pm. The venue coordinator was wrong.

Measurement

How you'll know it's working

Action items captured per event meeting vs. action items completed before event date

Time from call end to client follow-up email sent (target: under 30 minutes)

Number of client disputes resolved using meeting archive (proof that notes are working)

Open vendor questions per active event — tracked weekly to catch anything stalling

Hours per week spent on post-meeting admin before and after Starch

Comparison

What this replaces

The other ways teams handle this today, and how the Starch version compares.

Otter.ai or Fireflies.ai

Good transcription, but action items don't automatically flow into a task list or trigger a client follow-up email — you still have to manually process the output.

Google Docs meeting notes template

Free and familiar, but search is weak, there's no automatic action-item extraction, and you're copying tasks into a separate tracker by hand after every call.

HoneyBook or Dubsado built-in notes

Notes are tied to client records, which is useful for CRM context, but there's no transcription, no AI summary, and no task integration — it's a text box, not a system.

Notion meeting notes database

Flexible and searchable once set up, but setup takes real time, there's no auto-transcription, and action items don't push anywhere unless you build the automation yourself.

On Starch RECOMMENDED

One platform — meeting notes, task manager, email agent all running on connected data. Setup in plain English; numbers stay current via scheduled syncs and live agent queries.

Try it on Starch →

FAQ

Frequently asked questions

Does Starch actually transcribe the call, or do I have to paste a transcript in?

Meeting Notes transcribes in real time during the call. You don't paste anything. Join the call, let Starch run, and the summary is ready when you hang up.

Can it tell the difference between a note for the Rivera wedding and one for a corporate gala I'm running the same week?

Yes — you tell Starch how to organize your archive (by event name, client, or whatever label you use), and it files each meeting accordingly. When you search, you filter by event so you're not wading through everything at once.

I use Google Calendar for all my client calls. Does Starch know which meeting is which?

Starch syncs your Google Calendar data on a schedule, so it can see your upcoming calls and match notes to the right event automatically. You can also tell it manually if a call isn't on the calendar.

What if I have a vendor meeting at a venue and I'm not at my desk — I'm walking the space with my phone?

Capture a voice note on your phone, then tell Starch afterward to format it as a meeting note for the right event. It structures it the same way as every other meeting in your archive.

Will the follow-up email actually sound like me, or will it sound like a ChatGPT form letter?

You train the Email Agent on your voice by showing it examples of how you write. The more specific you are ('I use the client's first name, I keep paragraphs to two sentences, I never say best regards'), the better the drafts get. You review before you send.

Is Starch SOC 2 certified? My corporate clients sometimes ask about data security.

Starch is not SOC 2 Type II certified yet. That's an honest limit worth naming. If a corporate client requires SOC 2 certification as a condition of working with their vendors, that's a real constraint to weigh.

I sometimes use Zoom, sometimes Google Meet depending on the client. Does it work for both?

Zoom and Google Meet are both reachable from Starch's integration catalog. The meeting notes workflow isn't locked to one platform.

Can this replace the notes section in HoneyBook or Dubsado?

It can do more — transcription, action-item extraction, searchable archive, automated follow-up drafts — but it doesn't replace HoneyBook or Dubsado as your client management system. Think of Starch as handling everything that happens during and after the meeting, while your existing tool holds the contract, invoice, and proposal workflow.