At every event I’ve ever organized, the
people in attendance have shown up wanting to have a good time, and therefore
have been pretty forgiving if everything wasn’t 100% perfect. I’m sure that you’ve attended lots of events
where everything wasn’t necessarily going according to plan, and you didn’t
even realize it! That’s because everyone
was having a good time in spite of the glitches. So, strive for excellence, but
don’t freak out if something goes wrong – keep breathing, and improvise! It helps if you try to anticipate the
potential roadblocks, and formulate a contingency plan to overcome it or work
around it.
There are a lot of things that are within your
control, but many others that are not. Weather, technology glitches, vendors or
others who don’t come through are potential threats to your success. A
successful planner plans what she can, and anticipates the rest.
If you’re having an outside event, know what your
backup plan will be in case of bad weather.
If you’re relying on technology for a presentation, test the system
ahead of time, find out if the venue has backup equipment, have a copy of your
presentation on a flash drive, and have a handout available for photocopying. Confirm your third-party vendors once, twice,
three times if necessary until you’re comfortable that they will be on time and
on target with their product or services.
And if you’re relying on volunteers, stay in constant contact to measure
progress and assign more help if you’re not confident that they’re up to the
tasks they’ve been given.
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