I’m guessing that a lot of event planners are. We know the experience that we want to create for people. We have a hard time trusting that anyone else is going to deliver the same experience that we would. It’s one part narcissism, one part pride, and two parts commitment to excellence.
This formula, however, is not sustainable. This was painfully true on the last event I hosted.
I was in San Francisco visiting the Eventbrite HQ (where the orange flows like water) during the last week of June. It was a week of reconnecting, meeting new people, and celebrating the Event Evangelist program’s one-year anniversary (insert sound of birthday cheering here).
About one month before I was scheduled to leave, I was approached with the opportunity to host one more event in June with one of my favorite shopping complexes in Dallas. I was so excited, but timing was not ideal. The event was during the end of my week in San Francisco, right as I’d be touching down on Texas soil.
Initially, I freaked out. How was I going to host a significant event, complete with media attention, if I wouldn’t be here for the week leading up to it? And what if I was late getting to the event, seeing as my flight arrived within minutes of the start time? Panic was beginning to set in.
First things first- I changed the return flight. I figured that, no matter what, I at least needed to get in a little bit earlier if there was any hope of this event happening successfully. The other details, like who was actually going to be there in the morning and how in the world it was going to actually happen, would be figured out later.
It was then that I realized that the answer to “how” was wrapped up in the answer to “who.” Instead of focusing on the steps to make sure that I was able to be there for the various parts of set up, overseeing the installation of the art, and the delivery by the various vendors, I instead needed to focus on who I had in my circle that I could call on for help.
I reached out to my good friend and event planner Rachel and asked if she could be the onsite coordinator for the day. She graciously agreed. I then reached out to all the vendors, artists, and other parties involved and shifted their point of contact to her, ensuring that everyone was on the same page. I did my due diligence as well – printing off the run of show, sending copies of contracts to the right people, and so forth – but ultimately I had to trust my vision to someone else’s execution.
If I’m writing about it, I’m sure you can guess the outcome- Rachel was a rock star. By the time I got to the venue, most of the deliveries had arrived, that art was mostly hung on the walls and the venue looked amazing. Had I not trusted someone else, I would have been stressed the entire way home and the event would not have come off nearly as well.
The moral of the story is this- find someone you trust and actually trust them. While it is difficult to let go of something we’ve worked tirelessly on, it is absolutely necessary if we hope to see our events grow. Get good partners, find good friends and make sure that your events continue to grow, and rock.