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.

Things I Learned While Organizing Events | Knot By Gran'ma

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.

Event Flyer: Things I Learned While Organizing Events: Things I Learned While Organizing Events | Knot By Gran'ma
Current flyer I made with PicMonkey for this latest event. Woot!

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.

 

 

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Things I Learned While Organizing Events
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7 thoughts on “Things I Learned While Organizing Events

  • September 24, 2014 at 5:04 pm
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    Yes the most important things happen right when the phone rings. I could not agree more and mine love to be in my face while i’m on the phone.

  • September 24, 2014 at 11:52 pm
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    I used to organize events for a living. I did this 40+ hours a week. It is the reason I had to quit my job, take a summer off and get a job that required very much less brain power. It was SOOOOOOOO EXHAUSTING. Good luck!

  • September 25, 2014 at 10:06 am
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    Planning events is definitely a full time job! Daily call backs are for sure a must I agree! A lot of things can fall through the cracks if you don’t stay on top of people. Especially when they are volunteering their time, it’s usually not as high on their priority list. Other things in life will definitely take a back seat until the event is over. I owned my own wedding planning business for a while and I think the best thing a person can do is hire a planner for large events and weddings. That way they don’t drive themselves too crazy with the planning. Sounds like you are doing a great job though! I’m sure the event will be a big hit.

  • September 25, 2014 at 6:27 pm
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    Love these tips! I think I would be awful at organizing events because I have such little patience for people that I’d have to follow-up with regularly!

  • September 26, 2014 at 2:46 pm
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    props to you. I stay away from this stuff because I’d do it all myself and that would be a nightmare!

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