In the premier episode of the “eVENT About It” series on the “Events Demystified Podcast”, we explore event planning stories and lessons, some more challenging than others, from the rewarding world of events. Our host, Anca Platon Trifan and her brand new co-host for this series, Megan Martin, provide invaluable insights drawn from real-life experiences shared by seasoned event professionals. Join them as they dissect these stories, highlighting the lessons learned and strategies that can help you navigate your own event-related challenges.
Event Planning Stories and Lessons Story 1: Wedding Woes & Family Dynamics
The Incident
Our first story, shared by a seasoned wedding planner, revolves around a high-stakes wedding at a luxury hotel in Oahu, Hawaii. The parents of the bride, who were divorced and notoriously unable to handle their alcohol, were at the center of the chaos. The father of the bride delivered a shockingly inappropriate speech, leading to a physical altercation that moved to the stairwell. The planner had to call security, calm the bride, and continue managing the reception.
Lessons Learned
- Set Clear Boundaries: Ensure everyone understands the event’s mission. Communicate that personal problems and egos are not welcome.
- Manage Alcohol Consumption: Consider implementing measures to monitor and limit alcohol intake, especially for known troublemakers.
- Have a Contingency Plan: Always be prepared for unexpected situations. This includes having a quick and effective strategy to manage any disruptions.
Reflection
Anca and Megan emphasized the importance of clear communication and setting boundaries. They also discussed the role of alcohol at events and suggested that event professionals should always have contingency plans.
Navigating wedding chaos like a pro! From inappropriate speeches to family drama, our latest episode dives into a wedding planner’s real-life high-stakes event.
Key takeaways:
1️⃣ Set clear boundaries
2️⃣ Manage alcohol consumption
3️⃣ Always have a contingency plan
Listen now to get the full story and learn how to tackle these challenges head-on!
Event Planning Stories and Lessons Story 2: Professionalism Under Pressure
The Incident
In our second segment of event planning stories and lessons, shared anonymously, a co-worker at an event made a disparaging comment, implying that helping with event registration was a demotion. This comment, made in front of a customer, was addressed by their director after the event, leading to a company-wide effort to demonstrate the strategic importance of events.
Lessons Learned
- Educate Across Departments: Ensure that everyone within the organization understands the strategic value of events.
- Communicate Impact: Use data and analytics to showcase the ROI and importance of events to other departments and stakeholders.
- Foster Respect: Create an environment where everyone respects the roles and responsibilities involved in organizing and executing successful events.
Reflection
Our hosts discussed the importance of educating both vertically and horizontally within organizations to ensure that everyone appreciates the value of event planning. They also stressed the need for event professionals to confidently demonstrate their value.
Event Planning Stories and Lessons Story 3: Technical Difficulties & Quick Thinking
The Incident
Bridget, an award-winning event producer, shared her experience during a live streaming event where a power surge caused the main switcher and two show computers to go down. Despite having surge protectors, the power could not be restored quickly, forcing the team to engage the online audience through Zoom breakout sessions while they enacted their backup plan.
Lessons Learned
- Bring Extra Equipment: Always have more equipment than you think you’ll need, especially in older venues with unreliable infrastructure.
- Have Multiple Contingency Plans: Be prepared with multiple strategies (Plan A, B, C, etc.) to handle unexpected technical issues.
- Engage the Audience: Maintain audience engagement during disruptions through transparent communication and alternative activities.
Reflection
Anka and Megan praised Bridget’s quick thinking and effective contingency planning. They suggested that having a remote team and content-ready strategies can be lifesavers in such situations.
Conclusion
From wedding mishaps to professional respect and technical glitches, our first episode of “Event About It” has covered a lot of ground. These real-world stories and lessons offer invaluable takeaways for any event professional. We encourage you to share your own challenging event stories with us – your experiences can help build a learning community where we can all grow and succeed together.
Join Us for Our Next Live Episode
Exciting news! Our next two episodes will be live, and we’d love for you to join us. We might even have a couple of special guests share their story live.
Get Involved
Looking forward to hearing from you and your amazing stories in our next episode! We’d love to hear your event stories! Submit your experiences for a chance to be featured in upcoming episodes. Don’t forget to subscribe to the “Events Demystified” podcast on YouTube and Spotify, and follow us on LinkedIn and Instagram for the latest updates.
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Thank you for joining us on this journey to demystify the world of events. Stay inspired, keep pushing boundaries, and let’s create unforgettable experiences together!
