![I know, this sounds obvious, but it doesn't always happen.Not because event planners are bad, or don't mean to do the be...](https://img4.evepla.com/055/802/1049101630558020.jpg)
27/08/2024
I know, this sounds obvious, but it doesn't always happen.
Not because event planners are bad, or don't mean to do the best we can for the suppliers and venues we work with....if it happens it's almost always because we're stressed or super busy.
So what can we do to ensure the people we work with, who help us deliver great events, feel seen, heard and well supported?
For me it's down to communication, in a number of ways...
We're not the experts in everything!
Most importantly, remember as planners we hire the best we can in terms of suppliers who can do the things we can't, or certainly can't as well as they can. 🙂
We hold the clipboard, or more likely the iPad, but we don't actually do everything on the list, so listen...
....if your caterer tells you the turnaround time between main course and dessert will take 10 minutes longer than you've scheduled, believe them and change the schedule.
Schedules and Running Orders
Keep everyone informed from as early as possible.
Most suppliers would rather have a running order 3 weeks prior to the event, which is maybe 85% correct, than wait until 2 days before because you want to send the perfect, 100% correct, version. 📋️
They can input, ask questions, and maybe raise things you hadn't thought of. ✋🏼
I always tell the people I work with that they will probably get more info than they want, but that's better than insufficient.
Yes, this means I get coach companies who wonder why they have details of the labels to be handed out in the cloakroom, or the time the keynote speaker's arriving, but it also means all suppliers will have details of the bus route stop offs at midnight, which frankly can come in useful with late night, 'had a few', guests. 🙃
We're all people, not robots..🤖
Think about what humans need to do a decent job and give of our best, so:
- make sure there's lots of water around for everyone
- ensure suppliers know where the restrooms and coffee machines are
- plan for people working over a certain number of hours to get fed
- check in throughout the event to see if you can assist or answer
questions
Remember, you are just the conductor of the orchestra, and yes, without you things will go awry, but without all the musicians (literal or other suppliers) there will be no music at all. 🎶
Happy planning all.