Did you know that organizing an event is perhaps the most brain rattling thing you can do with your time? Yeah, I didn’t either. It’s a little crazy, but I’m kind of thriving off of my organized chaos. This latest event has taught me quite a bit.
I’m currently at the tail end of this particular event. It’s a Fun Fall Festival… something for the kids. I have 4 more days of running around and being on top of everything left. It’s been a long few months. This is the 4th event I have organized, and somehow my family still loves me and my business hasn’t crumbled into a pile of mush. I’m actually getting more productive, which is kind of weird. I’ll take it.
I learned that my phone might as well be taped to my head. Yes. I know there are devices out there that I can actually strap to my head (ear?), but I’m not going there. I will talk on the phone holding it with my hands, thank you very much.
Speaking of phones, my children will wait until the phone rings to have the most important thing that they have to tell me at that very moment. Nevermind they had been ignoring me up until then. Apparently the ringing of the phone triggers their little brains to need to tell me that they have a booger stuck in their nose or other weird and smelly boy things. No amounts of “I’m on the phone” face and finger wagging will deter them, and I have to lock myself in my bedroom to hear the conversation. One of the perks of working at home.
I learned that you have to follow up phone calls the next day. Don’t wait for people to call you back. They will either not call you back at all, or you will finally get in touch with them at the last minute. By then, it will be too late to work with them. Daily call backs are important.
No matter how organized you start out, things are going to get messy. Your carefully scheduled block of time to work on your event (because you do have a life outside of event planning) will turn into a black hole of time suck. Your projects that have been needing to be completed in your other areas of life will be late and placed on the back burner. You have no time to yourself until your event is over. That’s just the way it is. Somehow you will get everything done, and probably end up more fruitful than usual. That’s a direct result of being in overdrive for extended periods of time.
Advertising and promotion can be expensive. PicMonkey.com is your new best friend if you are doing the flyers and promotional materials yourself. Make a PR list and ask people if they have any contacts they are willing to share.
Asking for help is okay. I can’t do everything all the time, and have learned to be cool with that. I have a bunch of wonderful folks a phone call away. Some people are better at doing certain tasks, and I’m very comfortable with letting them handle them. It takes a bit of the stress away.
Always be polite on the phone. Always make eye contact when meeting new people. Shake their hands and introduce yourself. This gets easier each time you do it. Like anything, practice makes perfect. People remember when you are nice to them. They also remember when you are a butt, so try to avoid that at all costs.
Always have a great musician at your events. It makes the day wonderful regardless of the weather, disgruntled vendors, haggling customers, cars driving through your location, or whatever else could happen. Your musician will make it all okay, and everyone else will love the music too.
At the end of the day, all you can do is your best. It is what it is, and your event will go off without a hitch just fine. If something comes up, you will figure it out and make it work anyway.