Working in theatre, you learn quickly that the show must go on. Really . . . no matter what. You plan for the worst case scenario and hope for the best. However, no matter how much you plan or prepare – something will go wrong and you learn to adapt; making lemonade out of lemons. Often the audience doesn’t realize that there is a problem. The actors know the set hasn’t flown in as it was rehearsed over and over again, but the audience is none the wiser
As I mentioned last week in my eZine newsletter, this past weekend was the Cal Scots Scottie Collectible Convention – which I planned, organized and hosted. And, no matter how prepared I could have been, things did go wrong. Somehow, I oversold the vendor space and was scrambling to get additional tables (luckily there was extra space) and the venue was nimble with last minute adjustments. Although the vendors were aware – by the time the attendees arrived everything looked as if it was planned the way it was.
There were a few other glitches, a couple of tumbles and in the end everyone had a good time – including me.
So what does it take . . . to allow an event to continue on, without bringing down the curtain?
Planning
You start with the idea and then put together how it can be accomplished. This is where all the pieces start to come together to form the event – the venue, the attendees, the topics and all the elements necessary to have a successful event.
More planning
Create back up plans, addressing the what-ifs. What if you do not make your head count for the event venue? What if you have too many attendees?
Making lists
Start early making lists of things you need to do before the event, during the event, etc. Make lists of the attendees, what you are expecting, who you can contact for different resources.
Check your lists
Go over your lists; make sure you are getting everything done, as planned.
Double check your lists/work
Mistakes do happen, even to the most organized of individuals. Double checking can save you a lot of heart-ache the day of the event. Try to put systems in place that check your work for you (e.g., a spreadsheet that can calculate your numbers for you).
Triple check your lists/work
When you are working hard on an event, things will slip past you. You think you’ve checked your list, but there is going to be something – a triple check by another set of fresh eyes can never hurt.
More Information
Keeping everyone involved in the event well informed, including the attendees
Put together a team
Put together a team that will support you and not question your instructions the day of the event
Get more team members
Find more team members to support you on the day of the event. You should not be the one running to get the lights turned on/off.
Being nimble
Have your back-up plan ready and be willing to change the plans if needed. If you get off schedule, re-evaluate how you can get the event back on schedule.
Failing quickly
Never let them see you sweat. If something goes wrong, resolve it and move on. Don’t dwell in the problem.
Follow-up
Reach out to those who could not attend the event, let them know how much they were missed. Send out thank you notes after the event; not only the people who helped make the event special, but also the attendees. Without them, there would not be an event.
© 2011 Heather C. Morrow. All rights reserved
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Heather C. Morrow, owner of Pottery Daily, helps emerging artists express their true value and get paid what they are worth. Her products and services show you how to make more money, save more time while enjoying the freedom in your art. For your FREE audio go to www.marketandsellyourart.com.