The event organizer's life

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AM SORRY THE OCEAN VIEW IS MISSING!

What does it take to work with a client’s committee to see an event to fruition. Read on

No matter how hard one tries to not talk or engage in politics, they have a way of worming their way into every aspect of our lives. Our core business is certainly not left out in this regard; it is all over. My best friend sent me a hilarious forward of an event organizer’s journal entry and he sighed and told me with finality, “Now I understand totally” with reference to the effort that goes into making an event happen. See, the journal took the form of an apology to a client for things not going as they should; like not being able to telepathically predict the needs of the clients key note speakers! While this is funny, I can tell you it is not a tad exaggerated; clients do, whether they realize it or not, expect an event organizer to be a miracle worker calling on rain when it is needed and stopping it when it threatens to cause flooding!

It begins with the pitch where the organizer presents the pitch with laid out ideas say for the upcoming conference. The client will usually have selected an in-house committee to work with the organizer to bring the event to fruition. All fine and dandy until you realize that the members of the committee have not a clue about the managing the project that is an event.  The head of the committee’s dispensation means one of two things; things will work out for you or not. If he is popular and considered wise and has the backing of the organization’s powers that be and he/she is on your side, the you are set. One thing, if this one thinks that you are an overpaid under working consultant that is trouble brewed in one large pot right there. Woe to you if the chairman is the person the organization is looking to discredit and hence the assignment to affirm that he/she is a failure. Think about a hunted antelope; panicky, clumsy, insecure, the list goes.

The members vary as well; you have the pleasant but toothless ones, they support you but have absolutely no decision making power so those are good for a morale boost during the project. These are the ones that will encourage you by saying how good a job you are doing but in all honesty it is as good as telling the birds.

You have the openly hostile ones who think you are out to make a quick buck and deliver on nothing. These are the ones who will openly wonder why you were appointed the event organizer and will ask for deliverables each week. There will also be members that will come forth as supportive but will be working for your down fall behind the scenes; these are the most dangerous they will conveniently allow for things to slip through the cracks and take delight in laying the blame on you and statements such as, ‘The organization will need to recover its costs on this one’ are common. The implication here being that they will gladly cut your fees to recover what they believe to be your mistakes.

The above combination in addition to the task of delivering the event is bound to drive you nuts to say the least! Thing is counter this by being prepared. Event planning is not for the faint hearted it takes work, it takes the ability to see a completed picture even before you begin the task ahead. Inspite of all have a plan, a plan to not just do a good job but to supercede the client’s expectations, above all be flexible and cultivate kindness and a gentle tongue.

Here below the contents of the funny email that I must add inspired this article. Enjoy!

I am An Event Coordinator I have unlimited resources at my disposal. I always keep at least ten meeting rooms under my desk, as it is policy here to automatically make reservations for your board of directors when you sign the contract. I can make any of my meeting rooms larger or smaller, depending on your needs. I will naturally remove my supporting pillars from your meeting space and will install windows in every room as needed. The 'Ocean View' is not scheduled to arrive until the second day of your program, for which I sincerely apologize; however, we will move the convention center two feet to the left to accommodate your request by the end of your session today. I can only throw myself on your mercy and grovel at your feet; I completely agree that it is inconceivable that we should have any other groups booked into our facility during your program. Your additional breakout rooms that you added this morning should be built no later than Wednesday. Naturally, it will be no problem to turn your plenary session for 600-schoolroom setup into a hollow square for 150 with rear screen projection, simultaneous Japanese translation and satellite hook-up during your 15 minute coffee break. Unfortunately, however, due to space constraints, and the fact that your final program bears no resemblance whatsoever to your contracted space, we will have to suspend your lunch buffet from the ceiling above your plenary session, then suck the gravity out of the ballroom. We have located the boxes that you sent last month under your mother's maiden name to the hotel down the street, and again, we apologize for not having found them sooner. In answer to all your questions, it is, of course, understood that I am telepathically aware of all your speakers needs and will setup an overhead, LCD panel, dual slide projectors, two screens, laser pointer, podium microphones, two table-top microphones, podium knock-out switch, timer and blue M&M's in each room, at no extra charge, just in case they are needed. Additionally, it goes without saying that an A/V technician, engineer, baby-sitter and I will be underneath your head table for the duration of your event, in case you need anything else. Finally two more things that you might want to share with your group: (1) The ladies room is the one with the "ladies" on the sign. The mens room is the..... well, you get the point. (2) We will automatically adjust the room temperature every 15 minutes, so please don't bother asking. In addition, at this time, please accept my heartfelt thanks for choosing our property. It has been great to work with you, and I can't wait to see you again... in HELL !!!