As an event planner, you’ve likely lined up all the different aspects of your event and plan for everything to run like clockwork. There’s only one problem. No one ever told you just how jam-packed event days would be and you can only be in one place at a time. How are you ever going to accomplish everything that needs to be done, plus cover any emergency moments, without going completely insane?
If you are serving the capacity of an event planner, no matter your role with the organization, you have probably already figured out that this isn’t a 9 to 5 type job. You will be on call all sorts of hours and emergencies will crop up when you least expect it.
If you want to survive the day that has back-to-back activities without losing your sanity, you’ll want to implement a at least a few of these tips:
Ask for Help
East of Ellie, an event planning company, gives a list of suggestions and one of the most important ones they offer is to ask for help. This really is just good old common sense. If there is more than you can do, you can’t clone yourself (yet anyway), so your next best solution is to ask for help from like-minded people.
Don’t wait until the day of the event to ask for help. Line up your assistants and runners far in advance of the event itself. Then, you should be able to simply call on these people to take care of the hundreds of minor things that crop up on event date.
Know What to Delegate
There are some jobs that can be easily delegated and performed by anyone. For example, meeting room 203 needs more water. You simply need someone to run to event food staff and get the water replaced. Nearly any of your helpers can handle this particular task without a problem. On the other hand, if your keynote speaker is so upset that she is threatening to walk out without speaking, this is something you should handle personally.
Give Complete Instructions
When you’re delegating to helpers, be sure you provide complete instructions about what you want. If you have time, write them out, especially if there are several steps to complete the job. In “6 Ways to Delegate More Effectively” by CEO Harvey Mackay, he stresses the importance of offering people enough information to complete the job. He also advices that you have the person confirm what you’ve just asked of him, repeat it back to you, and make sure he accepts the responsibility you’ve given. Yes, it will take a few minutes more of your time, but you’ll find that the task will be completed much more efficiently.
Take a Minute
If you feel like you are about to snap from all the demands being placed on you, you might think that taking a break is the last thing you need. However, taking just five or ten minutes alone in an empty meeting room or your hotel room can offer you the perspective to get through the rest of the day. Take some deep breaths, get a cold drink of water, and then return to the tasks at hand with a clearer mind.
It can be difficult to find time for a bathroom break on jam-packed days, much less time to sit down and eat. However, it is really important that you fuel your body with high quality food so you can keep up the fast pace of event planning. This will give you the energy you need to keep going.
If you really can’t take the time to sit down and eat a meal, at least carry a few protein bars on you and take bites as you are able. You’ll also want to stay hydrated by drinking plenty of water.
Staying focused on jam-packed event days isn’t easy, but with a little planning and forethought you’ll be able to pull off the perfect event.
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