As an event planner I tend to set unrealistic expectations for myself. I pride myself on thinking of every last detail and taking care of everything for my clients, faculty, and others involved in my events. Still, I have two major fears when it comes to my events. 

Materials

I don't currently work with event apps and most of my clients don't receive materials electronically. Those that do access electronic materials still receive paper materials as they check into a conference. While we try to be as eco-friendly as possible, the culture of my clientele is to have paper in their hands. Because of that, one thing that is on my event checklist includes assembling materials for my programs. 

About two weeks before a program, I receive materials from presenters and assemble them for print. Once the folder is ready I put my request in with our print shop and about a week later I get my materials back. I will of course check the proof of the materials before they all get printed and thumb through one or two of the completed folders when they arrive in the office. Despite my diligence, there are times that materials get missed. This is a big fear of mine and that fear has become reality on occasion. IT IS TERRIFYING! 

I have had a few instances where I've stood in a classroom watching nervously as participants thumbed through their packets looking through their folders desperately searching for materials. My heart usually sinks when I see this. All eyes are on me and while it may not be a big deal to the clients, I feel their judgment, and take responsibility for the missing materials, like it is 100% my fault. 

When these instances occur, I spring into action to get the missing items printed and distributed to the participants as soon as possible. It has become a big fear of mine and I often feel like a failure for missing materials. In addition to solving the immediate crises, I also have to try and put on my sleuth hat and figure out where the breakdown occurred. It is a lot of pressure. 

Catering

Catering is another one of these instances where I double and triple check my orders. Still, I check on catering every day to make sure that they are there and prepared for my group. The worst part of having missing catering is that I have hungry participants and then I have to explain that either the caterer or I had a breakdown in communication. HOW EMBARRASSING!

This recently happened to a colleague of mine. The Wednesday prior to the program she called her contact that was set to deliver the boxed lunches for her Saturday class. Her contact confirmed. As lunch time approached that Saturday, boxed lunches were nowhere in sight. She called the restaurant directly, who had no idea what she was talking about. She asked them to frantically make boxed lunches for 30 people and she didn't care what they sent over. Then she had to inform her faculty to stall about 30 minutes to try and wait for the lunches. She nervously stood at the door to the building waiting for catering to arrive so she could run them to the participants.

I have also had this happen. I've forgotten to order catering, catering has forgotten about me, and I've also ordered catering I didn't need and had to pay for it. In any case, it's never good, but it does happen. The caterers are usually very good about scrambling to get food for participants. Still, this remains a fear of mine. People that are expecting lunch should get lunch. 

Conclusion

In both of these cases, no one dies and everyone survives (and they are usually understanding). Part of my personality is to have everything run smoothly, so when things go awry it definitely raises my anxiety level. In these instances, it's important to breathe and try and maintain your composure. My motto remains: "We're not saving lives." Sometimes I need to be sure to remind myself of that very thing.