Successful Event Planning

Begins By Preparing for the Unexpected 

Over the years, I’ve organized and managed countless educational workshops, media events and television segments. Each time, I either visualize every detail or develop a workback schedule.

Something unexpected often happens when event planning.

A long time ago, I figured out that, when event planning, it’s important to be prepared for the unexpected. Why? You just can’t account for every contingency because you don’t know all the variables when you’re inviting an unknown human or group of humans into the mix.

Years ago, while working on a media event with the provincial government, on event day, a dignitary asked to officially open the building with scissors and a ribbon. The building  had already opened to the public so the event team hadn’t planned to officially open the building. At the last minute, we sent an eager intern out to buy ribbon and find scissors.

I also remember models dressed as wedding brides who failed to show up on time for a live television segment. They were caught in a snowstorm. The producers switched the segment to the back end of the show to allow more time for the models to arrive.

More recently, I arranged for a gift of books to be sent to an address for my literacy workshop. But when the books hadn’t arrived as scheduled, I made a flurry of phone calls and fired off emails. That day, I learned that, in that instance, Canada Post delivers to the Post Office Box and not to the building. Something to think about next time someone provides me with a mailing address.

When disaster appears to loom, my heart may beat faster in my chest.  But I’ve never seen the point of panicking. It’s a waste of energy. I take a deep breath and think things through. How can I turn this setback around?  Who do I need to speak with to get things done? What is my end-goal?

I focus on calmly, thinking my way through the details of the situation to deliver a polished and successful event, every single time.

Copyright © 2015-2016