Posted by: Liam Kelly

WARNING: no clients were harmed in the making of this blog. In fact, they are totally unaware of the genesis of this blog. And that’s what really matters. We sweat. They shouldn’t.

You probably don’t recognize my name or even know who I am. I’m the new guy at the Factory, fresh off the university market. Hungry and biting at the bit when I first joined the team, I was excited when I was told that I would be helping coordinate and execute a big event for one of our clients.

Now, don’t get me wrong, I’ve coordinated and planned several events in the past but this one was different. This event, which was simple enough from the outset, was much more complex and extremely detailed once it was broken down into the desired elements.

Baptism by fire is an understatement for this particular situation, as there were a number of problems that arose that I thought were unavoidable at the time… only to realize after it was all over, a couple of simple questions and different approaches could have helped avoid these third degree burns that are a reminder of how bad things could have gone.

Whether you’re organizing a large AGM for a corporate client or booking a clown for your daughters 7^th birthday party, I am confident that these five lessons I’ve learned through this particular event will help you skip over the headaches, mild panic attacks and unforeseen emergency situations that are a result of looking over these elements.

Have you done this before!?

Such a simple yet powerful question, and most certainly the most important of all five lessons. This question would have saved me time, money, stress and the need to pull a 24-hour shift at work to help a ‘professional’ do what we were paying them to have completed two days prior. Be sure to stare them in the white of their eyes… ask if they’ve done it before… and then ask to see proof. Sure, some people need to start somewhere, but it shouldn’t be on your event. Who knows, you may come to realize that Bozo the clown is actually a serial killer. Not the kind of entertainment you want at your daughter’s birthday party.

Measure twice… cut once

Preparation. Preparation. Preparation. This lesson is meant in both the literal and figurative context. Measurements were extremely important for this particular event and so was attention to detail. Make sure you create a critical path and timeline for when certain tasks should be completed and by whom. This will help you stay on track and will flag several gray areas of your event right off the hop.

Always have a contingency plan

No matter how much you plan and strategize, you’ll always face challenges and unexpected situations. The ability to overcome these challenges and react fast in code red situations is half of the battle with any event or account. Expect the unexpected by always having a plan B… and a plan C and D and E and… well… you get the point! The more plans that you have, the less likely you’ll have to pull off a miracle. It’s that simple.

Get it in writing

Make sure everything that is communicated regarding the event is recorded, organized and kept in a safe place. This not only includes communication with the client on the elements of the event, but also with the people you hire to help execute. A physical copy of everything from guaranteed dates to colors of certain objects are very important and could save you a lot of headache and money at the end of the day.

The Dream Team

The last point I want to make is the importance of surrounding yourself with a solid group of people. No matter what size or type of challenge you face, having a group of caring and passionate co-workers that are willing to lend a helping hand is the most powerful thing one can ask for…and even more so when it’s not asked for. It’s what saved me from being “the guy that failed” to “the guy that pulled it off.” They don’t do it for recognition… they do it because they care and actions speak louder than words.

Next time you plan an event, I hope these five simple lessons will help you eliminate some unwanted and unnecessary outcomes. Remember to learn from your mistakes and always ask: “Have you done this before?” Trust me, you won’t be disappointed.

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2 Responses to ““Have you done this before?””

1. Nadaira says:

   August 25, 2011 at 6:28 am

   As Ms. Frizzle says: “Take chances, make mistakes, get messy!” Everything is a learning experience and at the end of the day, it all really came together. Great advice and great work!
2. Sean says:

   September 9, 2011 at 8:47 am

   Good points indeed!