What do you do if event logistics and operations are overwhelming you?

As a manager, I’ve faced overwhelming event logistics and operations many times. Here are a few tips from my experience: Prioritize: Break down tasks and prioritize what needs immediate attention. This helps in managing the workload effectively. 📝 Delegate: Trust your team. Assign specific tasks to team members based on their strengths. 💪 Stay Organized: Use project management tools to keep track of everything. It keeps the chaos at bay. 📊 Take Breaks: Don’t forget to take short breaks to clear your mind. A fresh perspective always helps. 🌿 Remember, it's about progress, not perfection. 🌟

Stay organised and plan plan plan. I'm not one for buzz words nor new phrases when keeping it simple with basic and clear english will do but there is one saying that in my humble opinion (not IMHO) I would suggest is worth remembering - if you fail to plan you plan to fail

As much as Oragnization, time management and delegation are the obvious answers. Bringing in other groups/teams to help with larger events and sectioning off the event is very helpful. Almost all of the larger events I've done in my career I've brought in other companies/teams to break the event down into smaller events to make sure that each team can focus on their tasks and fully deliver a great product to the client. Decreasing the clients point of contects also helps prevent the chaos and overwhelming that comes with larger events. Have one person in charge to direct the clients attention. This prevents Client 1 talking to Event person B, then Client 3 talking to event person D etc....

If event logistics and operations are overwhelming, identify and prioritise the most critical tasks. Delegate responsibilities to team members or consider hiring additional support. Streamline processes and eliminate unnecessary steps to reduce complexity. Use time management techniques such as time blocking to stay focused and productive. Ensure you take breaks and manage stress through self-care practices, maintaining your ability to effectively manage event logistics and operations.

The 'you want to do it right, do it yourself' approach only leads to overload and frustration. Teamwork makes the division of responsibilities fair, and combining different viewpoints and experiences takes the event to the next level. The key is to select the right event team, as well as trusted external suppliers.

Next level delegation includes time boxing tasks and prioritizing tasks using a point system similar to SAFe Agile. By doing this ahead of time an organizer can delegate tasks by time and size to the person who has the skill set and capacity to complete tasks successfully. An added benefit to this approach is helping employees who are looking for advancement to stretch their skills giving them time to prepare and an opportunity for coaching to ensure successful results.

As part of project management, you perform a needs assessment; risk assessment/ analysis and develop mitigation/contingency plans. When planning logistics for a complex event or one where essential elements have not been finalized or key elements are fluctuating it is essential to look ahead for the worst case scenario. “Hope for the best, but prepare for the worst.” I always have a “disaster” plan ready no matter how simple the event. If mitigation requires more resources; more people or a cost bearing impact. I always make sure that I have pre-authorization. Then as the lead time window closes on each step, I will then release the hold on resources or cancel the requests. This gives me a safety net.

When planning the project calendar in advance of an event, it is a good idea to take into account the seasonality of the industry. Ordering gadgets at the end of the year involves a waiting period of several weeks as everyone is preparing for the holidays. Therefore, when checking suppliers, we need to consciously plan for a safety buffer.

You must be able to think on your feet, act and react quickly, and use the resources you have available. Have a Plan B and maybe even a C if needed. Try not to be caught off guard. If it rains on your outdoor event, have a Plan B and collect the rain water as a token of remembrance. No event runs without a hiccup or two, it’s how you respond to them that sets you apart.

Events are so unpredictable! That’s one of my favorite parts about them! I’m a problem solver so I always stay flexible. It brings a calm presence to those around when you are flexible and have the ability to adjust easily. I work in weddings a lot and we make a lot of rain falls, which is so disappointing to our couples. We always try to keep our ceremonies outside which requires a lot of flexibility as we might make that change in the last minute! Being flexible also keeps your mind clear, when you are calm and flexible - stress doesn’t exist!

Yes, yes, and yes! Do not be afraid to ask for help—it is not a bad word! We are constantly moving at the speed of light, managing various programs, stakeholders, venues, etc. It is okay to shout for help before you drown! I agree 1000% about using your network, but also lean on your team. I am the sole planner for our organization and the last event I planned was made easier by having a team of people working together to make it happen! My stress level during the event was much lower because of that!

I have worked with multiple clients who pushed all their money into their perceived younger demo only to find out the event resonated with an older crowds. Take time to research and poll different demos based on gender, age and economic levels. Find out who will purchase the tickets because that is a major part of who you should direct your marketing. Reserve part of your budget for changes and updates. You may have something that sparks interest that you want to include in your advertising. Utilize positive public feedback and don't put all your eggs in the influencer basket.