THE SHOW WILL GO ON!

     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.

CONFERENCES AND TRADE SHOW PET PEEVES - UNDERESTIMATING SPACE REQUIREMENTS

I received a conference registration packet for a large national conference, and after reading the breakout descriptions and speaker biographies, I knew I had to attend. The session topics were tailored for my current career path, and I knew I would be able to pick up a lot of great information that would benefit both me and my organization.  I got permission to go, registered for the sessions I planned to attend, and invested over $2,000 of my company's money (conference fees, airfaire, hotel stay, food, etc.) in order to participate in this valuable educational experience.

Here's what I found when I arrived at the first breakout session:

The room was packed - every seat was taken and people were sprawled on the floor and spilling out into the hallway - what you don't see in this picture are the dozens of others who were turned away and left to peruse the agenda to find another session to attend, or camp out in the hallway in front of their next breakout so they would be assured a seat!

Conference planners - it's important that the venue you select has the capacity to accommodate your attendees, and that you have a contingency plan if your attendance exceeds your original estimates.  Have stacks of overflow chairs in each room, offer a repeat of an especially popular topic, or locate the breakout in a space that has the ability to open an air wall to expand.  How have you dealt with this problem at your events?

 

EVENT PLANNING - LIKE BULL-RIDING?!?

           



            One of the most dangerous sports on earth has to be bull-riding; scary as can be, but boy is it fun to watch!  A 150-pound man against a 1700-pound animal – all they have to do (!) is hang on for 8 seconds to get a score. 

            There’s a lot of preparation involved – you have to be in top physical condition and have the right equipment for the job - a vest and helmet to protect the mission-critical areas of the body, plenty of rosin on your rope and glove to get a better grip.  Mental preparation is a big part of it too; those cowboys have to have a truckload of confidence to get on the back of a rank bull!

            When the cowboy is getting ready to ride, the other riders help him get settled and encourage him with shouts of “Bear down!” The rider tucks his chin, tightens his grip, and when the bull explodes out of the chute, the rider must constantly adjust as the animal spins right or left, kicking up the dirt and trying every trick he can to shake the rider off his back.   The bullfighters are there at the end of the ride to distract the bull while the ride makes a clean ‘get-off’ and moves away from the danger.

            I get a lot of inspiration from these cowboys.  They are some of the most humble, hard-working young men I have ever met.  They love to have fun and kid around with each other and the fans, but when it’s time to get the job done, they give it their all. 

            These same principles apply to successful event planning.   By visualizing your goal, creating an action plan, focusing your efforts on mission-critical tasks, utilizing the right tools, surrounding yourself with the right people, and making adjustments as you go, you can create an occasion that you can be proud of.  So bear down and go for it!

Photo Credit - www.pbrnow.com

RING BINDERS - AN EVENT PLANNER'S BEST FRIEND

I’m a ring binder girl. Color-coded ring binders are a great way to organize paperwork for a particular project. Use different sizes to manage different size projects; use different colors so you can easily identify the project you want to work on and grab it off the shelf. I use them to store agendas, meeting notes, a master task list, vendor contracts, time line, volunteer contacts and other important documents.

There are a variety of accessories that make organizing with ring binders a breeze, including hole punches, sleeves for stashing media discs and pockets for loose items such as color swatches or other inspiration items.

Ring binders are inexpensive, versatile, and readily available, and can be an effective tool for planning lots of different events.

CONFERENCES AND TRADE SHOWS - MY BIGGEST PET PEEVES – THE STANDING RECEPTION

Almost every business conference I’ve ever attended kicks off their event with a welcome reception or ‘meet and greet’, and the one I attended last month was no different. Two thousand people from all over the country had arranged their schedules and flights in order to get settled in their hotel, change out of their travel clothes, make themselves presentable and make their way to the venue for this important networking opportunity.


When I arrived, I saw drink stations and food stations scattered throughout the large hall, and people milling about with nowhere to go. As I got closer, I realized that it was happening again. It was one of those events where you’re handed a drink in a plastic cup and a cocktail napkin. You progress to the food table, where you take a plastic plate, a napkin, and a fork, because the finger food isn’t finger food at all, it requires a utensil to eat it. So you have your conference tote bag, your purse, your drink, your food plate, your napkins and utensils, and….not a single solitary flat surface to set anything down! There are six or eight standing height café tables that the first arrivals have snagged, leaving several hundred people out of luck – no way to shake hands, read name badges, make introductions, or interact comfortably. All I can think of as I make my way out of the hall thirty minutes later is how much money was spent on hundreds of avocado boats filled with shrimp salad without furthering a single goal of the conference.

Not every organization gets this wrong; the trick is to provide the attendees either 1) someplace to sit, 2) something to look at or 3) something to talk about. Have it in the exhibitor hall, where you can at least wander through and preview the vendors you’ll want to chat with later. Or, schedule the event at a museum or aquarium, with food and drink stations scattered throughout (and plenty of trash cans!), making a natural progression through the exhibits. And if you decide to provide background music, make sure it’s not so loud that you can’t hold a conversation – an acoustic group or single musician is usually more than sufficient to provide a pleasant atmosphere.

Establish goals for your conference, and then create events that will accomplish those goals!

ROOKIE MISTAKES WHEN TRAVELING BY PLANE

I recently returned from a business trip to San Antonio. I was with two business associates, and after four days in San Antonio, we were ready to head back to Ohio with lots of energy and new ideas to share. We hadn’t checked in with the airline before we left the hotel – we had allowed plenty of time to check in at the airport before our flight (or so we thought).

What we didn’t realize was that in Dallas, where we were catching our connecting flight, a storm had come through the day before, causing major hail damage to dozens of planes. This was causing serious delays nationwide as the planes were taken out of service for inspection and repair.

To make a long story short, all of this resulted in us spending the night in the Dallas-Fort Worth airport, having missed our connecting flight home and hoping for better luck the next day. We had all decided to travel light, and had put things in our checked luggage that we normally would have had in our carry-ons. None of us were rookies when it came to business travel, but we all made some rookie mistakes on this trip!

Here are the lessons learned that I will not forget on my next business trip:

1) I will always have my boarding pass printed out prior to arriving at the airport.

2) I will always check for delays at my departure city, arrival city, and connecting cities.

3) I will always pack my phone charger in my carry-on (and my car keys in case my checked luggage doesn’t make it back on the same plane as I do!)

4) I will always have the airline’s rebooking number programmed into my phone.

5) I will always have a jacket or sweater in my carry-on as well as a set of earplugs (because I now know how cold and how noisy an airport can get at night.)

6) I will always have a travel toothbrush and other necessary toiletries to get me through an overnight without my checked luggage.

7) I will always try to pack so I won’t have to check my luggage.

8) I will always try to keep my sense of humor - it’s the only way to fly!



EVENT PLANNING BASICS - RESPECT THE VENUE!

True story from an event coordinator at a popular venue: A corporation was holding an all-day retreat in a gorgeous renovated barn located on the property. Their coordinator made an appearance every half hour throughout the morning to make sure the group's needs were being met. Everything seemed to be going smoothly, but quickly turned sour when, in between her walk-throughs, some fast-thinking person yanked a rented tablecloth off a table and nailed it to the gorgeous knotty pine paneling of the meeting space and used it as a projection screen! The group never requested an AV screen either during the planning process nor at any time during setup. Needless to say, their deposit was not returned so the rental company could be reimbursed for the ruined tablecloth, and the walls could be repaired.


The moral of this story? Think through what your needs will be regarding equipment, decorations and display areas and make them known to the venue prior to the event. NEVER use a stapler, staple-gun, tacks, glue gun, duct tape, nails or anything of a permanent nature. Floral wire or residue-free tape will usually be okay, but you should always ask first.

SPRING CELEBRATIONS - TIP #4 - ACTIVITIES

The arrival of Spring brings with it many reasons to celebrate, and there’s no better way than by opening your home to family and friends. Whether it’s a dessert party after a spring recital, a Mother-Daughter tea in honor of Mother’s Day, or a brunch after the Saturday morning game, you can create great memories with the people you care about by following a few simple tips:

Activities – If conversation lags during your dessert party, pass around some conversation starters that you’ve written on slips of paper and placed in a bowl (What is your favorite vacation destination? Biggest Pet Peeve? Favorite Movie Star?) During the Mother-Daughter Tea, have someone share some basic etiquette tips, or have each daughter read a poem aloud celebrating mothers. If your weekend brunch includes kids, make sure you have some dollar-store items at the ready for some fun outdoor play – bubbles, Frisbees, jump ropes, etc.

Creating a memorable event doesn’t have to cost a lot of money, and doesn’t have to take a lot of time. With a little advance planning, you will be able to relax and have fun – and if you’re having fun, your guests will, too.

SPRING CELEBRATIONS - TIP #3 - DECORATIONS

The arrival of Spring brings with it many reasons to celebrate, and there’s no better way than by opening your home to family and friends. Whether it’s a dessert party after a spring recital, a Mother-Daughter tea in honor of Mother’s Day, or a brunch after the Saturday morning game, you can create great memories with the people you care about by following a few simple tips:

Decorations – Flowers are the obvious choice for bringing life and color into a room during this season. Trim some daffodil stems or tulips from your flower beds and place them in a vase for an instant centerpiece. Purchase a few perennials (pansies are a great choice), and transplant them into inexpensive clay pots with a little potting soil and scatter them around the room - and don’t forget to transfer them to the great outdoors when the party’s over!

Creating a memorable event doesn’t have to cost a lot of money, and doesn’t have to take a lot of time. With a little advance planning, you will be able to relax and have fun – and if you’re having fun, your guests will, too.

SPRING CELEBRATIONS - TIP #2 - FOOD

The arrival of Spring brings with it many reasons to celebrate, and there’s no better way than by opening your home to family and friends. Whether it’s a dessert party after a spring recital, a Mother-Daughter tea in honor of Mother’s Day, or a brunch after the Saturday morning game, you can create great memories with the people you care about by following a few simple tips:

Food – Pick a menu that uses items that are in season and that can be partially prepared in advance. Slice a pound cake or angel food cake, serve with sliced fresh strawberries, chocolate sauce and whipped cream, and you’ve got the main course for your next dessert party. For a Mother-Daughter tea, take help from your local grocery store, serving fancy cookies or croissants with assorted jams and jellies. For an easy brunch, serve a make-ahead egg casserole (check out http://www.cooks.com/ for a variety of recipes), some cinnamon-raisin bread, sliced ham and a homemade fruit salad (also make-ahead), and you’ve got a brunch menu that can feed a crowd in a hurry.

Creating a memorable event doesn’t have to cost a lot of money, and doesn’t have to take a lot of time. With a little advance planning, you will be able to relax and have fun – and if you’re having fun, your guests will, too.

SPRING CELEBRATIONS - TIPS FOR CREATING GREAT MEMORIES - #1 - BUDGET

The arrival of Spring brings with it many reasons to celebrate, and there’s no better way than by opening your home to family and friends. Whether it’s a dessert party after a spring recital, a Mother-Daughter tea in honor of Mother’s Day, or a brunch after the Saturday morning game, you can create great memories with the people you care about by following a few simple tips:


Budget – If budget is a concern, keep it simple and keep it small - save the fancy food and large guest lists for some other time. Being part of an intimate gathering of 8-10 people will make your guests feel extra special, and provide lots of opportunities for making real connections.

If you don’t have enough plates, cups, or tableware to serve your guests, there are some disposable versions that are quite suitable that have the added bonus of providing quick and easy cleanup. I prefer the clear plastic style – it’s sturdy, you can buy it in bulk at your local shopping club or party goods store, and it will blend nicely with any color scheme you bring in through napkins, tablecloths, and centerpieces.
Creating a memorable event doesn’t have to cost a lot of money, and doesn’t have to take a lot of time. With a little advance planning, you will be able to relax and have fun – and if you’re having fun, your guests will, too.

NOTEWORTHY - HOW TO HELP A LOVED ONE WHEN A LIFE-CHANGING EVENT HAPPENS

We've all been in the position of feeling a little helpless when someone we love is struggling because of a life-changing event.  Whether they are ill, or have lost a loved one, or are just journeying through a hard time - everyone around them wants to help but they're not sure how.  I recommend that you check out http://www.whatfriendsdo.com/.  This website provides tools that can help you organize a team of family and friends to schedule meals, errands, child-care, home/lawn/car maintenance, you name it! This is a place where you can rally the troops so they can sign up for the tasks that meet their schedule and abilities.  Awesome idea!

The hunger for love is much more difficult to remove than the hunger for bread. ~Mother Teresa

ENTERTAINING AT HOME - MYTH #3

THINK YOUR HOME ISN’T COMPANY-READY? – THINK AGAIN!


Are you hesitant about inviting people to your home because you think it isn’t company-ready? Many people miss the opportunity to create great memories with family and friends because they think their home is deficient in some way. It’s time to bust those myths once and for all!

Myth #3 – My house isn’t clean enough

While it’s true that you’ll want to give the bathroom and kitchen some attention before guests arrive, don’t think that your home must be sparkling from floor to ceiling before you can entertain. Clear out the worst of the clutter from the public areas, wipe down major surfaces, dim the lights, close some doors, and forget about the dust bunnies in the corner or the stain on the carpet – your guests will never notice.

ENTERTAINING AT HOME - MYTH #2

THINK YOUR HOME ISN’T COMPANY-READY? – THINK AGAIN!

Are you hesitant about inviting people to your home because you think it isn’t company-ready? Many people miss the opportunity to create great memories with family and friends because they think their home is deficient in some way. It’s time to bust those myths once and for all!

Myth #2 – I don’t have matching tableware, glassware, flatware. or serving pieces

No one said that everything has to match in order to entertain (and if someone did say it, they are dead wrong!). Mix and match pieces you already own, or borrow a set of dishes or flatware from a friend. There are also some disposable party items that are quite suitable that have the added bonus of providing quick and easy cleanup. Try the clear plastic style – it’s sturdy enough to wash and re-use if you wish, you can buy it in bulk at your local shopping club or party goods store, and it will blend nicely into any color scheme or décor.

More myth-busters to follow...

ENTERTAINING AT HOME - MYTH #1

THINK YOUR HOME ISN’T COMPANY-READY? – THINK AGAIN!


Are you hesitant about inviting people to your home because you think it isn’t company-ready? Many people miss the opportunity to create great memories with family and friends because they think their home is deficient in some way. It’s time to bust those myths once and for all!

Myth #1 – My house isn’t big enough

You don’t have to have a formal dining room or single table that seats all of your guests; you don’t even have to seat everyone in the same room. Encourage more interaction among your guests and a create a less formal atmosphere by placing drinks in one room, food in another room, and scattering seating throughout the public areas (including the front porch or back deck if weather permits). Utilize lap trays, folding tables, or even small patio furniture to increase your seating capacity.

                                                                          

More myth-busters to follow...

TIPS FOR BEATING PROCRASTINATION

Whether you’re planning a wedding, completing an assignment for school or work, researching your family genealogy, or facing any task that seems overwhelming, it is easy for procrastination to rear its ugly head, jeopardizing the successful completion of the project. Here are five things you can do to fight the urge to procrastinate:

1. BREAK THE TASK INTO SMALLER PARTS, AND COMPLETE THE TOUGHEST PARTS FIRST

Q. How do you eat an elephant? A. One bite at a time! This old African proverb says it best. The best way to tackle any project is to break it down into reasonable tasks that can be completed in their entirety and crossed off your list. Procrastinators typically will save the most unpleasant tasks for last, but all that does is add to the pressure as deadlines approach and the biggest 'bite' is still staring them in the face. Stress and anxiety levels will decrease once the most unpleasant tasks are resolved.


2. ELIMINATE DISTRACTIONS

It is crucial that you schedule time on your calendar to work exclusively on your project. If you have too many distractions where you are, find a place where the distractions are reduced and you can focus on the task at hand.


3. FIGHT THE URGE TO BE PERFECT

Many times it's the fear of failure or not measuring up to self-imposed standards that can paralyze us into either delaying a task or avoiding it altogether. Fight the inner voice telling you that perfection is required and learn to celebrate your successes.

4. LEARN YOUR LIMITS

Before you say yes to any new project or task, examine your schedule, consider the time realistically necessary to do the task, and sleep on it before you decide to get involved.

5. GET A CHECKUP

If procrastination is disrupting your every day life, consider speaking to a professional about an underlying health issue that may exist, such as depression or attention deficit disorder.

Pet Peeves Regarding Email

What are your pet peeves when it comes to email communication?  How do you manage your email inbox?

Foolproof Ways to Manage Your Schedule

How do you keep track of your schedule - a pocket calendar, full-fledged Day-Timer or Franklin Planner, refrigerator or wall calendar, MS Outlook synced with your Blackberry, or is it "all in your head"? Do you go shopping for that perfect planning calendar ...this time every year hoping to find just the right one that will keep you organized? (please tell me I'm not the only one who does this!) What would the perfect scheduler or calendar look like?