I should coin this phrase for those of us that lead lives as event professionals. "The Not So Secret Life of an Event Planner: Juggle Multiple Projects, Try to Do It All, and Make It Look Easy." I realize that event planning is not the only profession that likely has these qualities, but I just can't get away from the idea that the expectations that people have of event planners (and the expectations that we put on ourselves) can be overwhelming sometimes. It can also be completely necessary.
No one likes an event professional that looks frazzled for any reason. Having a panic stricken look on your face can definitely cause people around you to become alarmed too. Thus, the expectation is that event planners remain calm under pressure, in any, and all circumstances. Meltdowns are not an option, and you never want to let them see you sweat! There are a few mantras that I have picked up over the years to help cope with the stress of the job at times.
“It’s not my fault, but it is my problem”
This little quote came from my previous supervisor, Karson Langenfelder. When I worked at Rider University for Study Tours he imparted this little nugget of wisdom on his staff prior to all of us meeting our clients. He had experience in working with the clients previously. Although they are very nice people, sometimes they were demanding, delusional, and even yelled at you for the weather being too rainy. We've all had these clients right?
However, with the mantra, "It's not my fault, but it is my problem" caused me to look past the blame game and begin to take action regardless of the situation. I sometimes had to shake my fist at the sky and say, "Darn you Mother Nature for the rain today! You are trying to ruin our trip to the Statue of Liberty!" Then turn around and apologize for the rain and offer an umbrella or poncho. Simultaneously, I would be calling vendors, picking up tickets, arranging buses, giving a tour, and smiling for the students, despite the torrential downpour I was experiencing. That's events! I tried to make it look like a cakewalk.
This idea goes beyond my work with Study Tours, of course. I encounter problems during events all the time. Sometimes I call these "perceived problems" because the solutions are often simple fixes, but can be conveyed to me as "world crushing issues." This leads me to my next mantra.
“Don’t be the problem identifier, be the problem solver.”
Event planning is all about thinking through every possible outcome for your event. When you've done that start over and do it again. I'm constantly trying to think of every last detail or possible change to what we have at the start of the day.
I like to listen to a problem and have a solution ready. It makes me feel good to know that I already thought of how to fix the problem before someone brings it to my attention. By not dwelling on the problem, you leave little time to focus on who dropped the ball. I'm not saying that you shouldn't examine where the break down happened later on, but the most important part at hand is satisfying the client, if possible.
So day in and day out I continue to juggle multiple projects, do it all, and make it look easy. I carry this over to my home life too, since it's as much a part of my life as my work is. I get great satisfaction in making event planning look easy, even if some days are easier than others. If I'm doing it right you will not see me panic, and I'll have a solution to your problem before you know it!
What king of mantras do you live by to cope with the constant juggling act of planning events?