Organization is the key to success

Organization is the key to success in Event Management.

Over the years I have trained, interviewed and managed many individuals across the events industry. From planners, to vendors, creatives, designers etc. the one thing that has always been an indicator of success, is if one has the skill of organization.

This can be organization of thought (synthesis), organization of things (logistics), organization of process (project management) and organization of people (who is doing what well vs. not).

Being creative, having an eye for design and people skills, will only bring one so far if you are not able to then put your plans into motion systematically. The success or failure of an event planner can be in the details of how one organizes and prepares for different situations across different events.

For example, evaluating not only how long you have for load ins, but anticipating the complications. How far do you need to carry supplies, how long will it take you to fold x amt. of napkins and ultimately how will you approach your setups in the allotted times?

Here are some key points to think about:

- Do what you can in advance.

Prep everything that can be done before transport. Label boxes for sections of the event with instructions attached for easy delegation. Unwrap, unpack and keep inventory.

- Practice & Take Photos

Lay everything out in the way you anticipate for your setup to ensure it works for the space. Time how long it takes you. Take pictures so there is easy reference for staff (or yourself) to recreate.

- Back into your build out

What will take the longest? What is ok for the host to come into and see as you are finishing vs not? As a rule of thumb, add 15m to every hour of time planned to anticipate unexpected twists.

- Communicate Effectively

Ensure vendors, staff and the hosts understand the plan well in advance and that they are connected with one another. Probe their plans to ensure they correspond with your timeline. Ask graciously for guests and hosts to not arrive too early throwing off process.

- Be flexible

Often as planners we want to have options A, B & C completely worked out. Know that plan D may be required with quick thinking and adjustments. This is why the organization mentioned above is so important.