Event planning may seem like glitter and rainbows to the outsider, but I am here to tell you that just like any other job I have wins and losses. I’ve learned to celebrate my wins, whether big or small, and learn from the losses. Here is an inside peak at a few lessons I’ve learned along the way.
1. Blocking Your Time
This has been the biggest takeaway of them all for me. Planning events can be stressful. You are in contact with a lot of different people and have a constant flood of emails coming through every day. It’s hard for me to have an email come in and not respond to it immediately. I am a “box-checker” and have been my whole life. However, checking every email coming in can be a slippery slope to wasting half your day. This is where blocking out time on your schedule every day comes in handy. Keeping true to these deadlines will keep you focused and on track, slowing hacking at that to-do list. I now keep ongoing drafted emails of information as I receive them. Clients and vendors love getting an email with all the updates rather than several throughout the day. This not only keeps everything organized, but limits the emails, keeping me on track with my schedule.
2. Every Detail Counts
In the event planning industry, this couldn’t be truer. What I mean by this is every email you send or every phone call you make, you need to ensure your words are clear and concise. A BEO (Banquet Event Order) is a document that outlines every detail of your event with the venue staff. Also known as the “meat and potatoes” of your event. Take the time to read through the BEO carefully and have someone on your team look it over. In the end, whatever is on that sheet will be exactly what happens at your venue so make sure it’s correct.
3. Make Rehearsal Time
I hate to be the bearer of bad news, but nobody reads anything. All those well-spent and beautifully crafted emails and timelines, clearly explaining everything that needs to be done and by what time, were merely glossed over. That is why I recommend providing rehearsal times. Whether it’s for your emcee, speakers, etc. Give them the rehearsal time to review, because it can’t be promised they read through their script the evening before.
4. ALWAYS Make Time for a Dance Break
Here at Sona we believe in dance breaks. However, we aren’t always the best at taking our own advice when it comes to this. Event days are jam packed with running around making sure vendors are where they need to be, speakers are set-up and the drinks are flowing. It’s hard to take that 30 second break to relax. Months and months of hard work have finally come down to this day and you want everything to be perfect, but sometimes, a 30 second dance break is all you need to get your engine going again. Remember, kick butt, work hard and embrace that 30 second dance break. YOU DID IT!
To embracing the takeaways,
Multi Day Conferences, Special Events and Fundraisers