Many years ago, when I was still working in a corporate environment, I remember the look on the Executive Assistant (we will call her Alex) of my boss who was a main board director at the time.
He was very bright, highly experienced in his field and a decent man in many ways.
So, it was such a surprise to me when he came out of his office and suggested to his EA that the board had decided to have a prestigious event, and would she like to take care of it?
It wasn’t of course a request…
He had no idea of the complexity of such a thing, the challenges it would bring and the very real fear that was very clear to me in her eyes!
Simply put he hadn’t a clue.
More to the point neither had she!
Let’s just say she had a hard time…
Or perhaps imagine this scenario:
You’re Alex!
The same thing happens to YOU!
You are an efficient Executive Assistant, managing schedules and communications with precision. Then, your manager approaches you with a seemingly simple request: “Alex, could you please organize our annual company event this year?”
Suddenly, a feeling of uncertainty might creep in. One moment you’re on top of your tasks, the next you’re faced with the complexities of guest lists, venue options, and a multitude of catering choices. It can feel like being presented with an overwhelming array of options without clear guidance.
Rest assured, this feeling is common. Many Executive Assistants, Virtual Assistants, and even Marketing Assistants experience similar apprehension when event planning becomes part of their responsibilities. While your core skills are invaluable, the specific demands of event management can feel like unfamiliar territory.
The Fundamental Question: Where Does One Begin?
This is often the most challenging aspect. You likely have a general understanding of what an event entails – attendees, a location, and perhaps refreshments. However, transforming this broad concept into a well-executed event can feel like assembling a complex puzzle without the picture on the box.
Your Solution: The Power of a Structured Approach (No Pressure!)
The good news is that getting started doesn’t need to be a stressful endeavour. The key is to break down the task into smaller, more manageable components. Think of it like tackling a large project – you wouldn’t attempt to complete it all at once. Instead, you would organize, prioritize, and work through it step by step. Event planning follows the same principle.
Here’s a straightforward way to find your starting point:
Conduct a Thorough Initial Discussion (The Brief)
Your first step should be to have a detailed conversation with the person assigning you the event. What is the primary objective of this event? Who is the target audience? What is the desired atmosphere? What is the absolute budget? Documenting these essential details will serve as your guiding framework throughout the planning process.
Engage in a Comprehensive Brainstorming Session
Take some time with a notebook or digital tool and record all the ideas that come to mind. Don’t filter your thoughts at this stage – simply note down any potential dates, locations, themes, or activities.
Organize and Structure Your Ideas
Once you have a collection of ideas, begin to group similar concepts together. You might create categories such as “Potential Venues,” “Food and Beverage Options,” “Pre-Event Tasks,” and “On-the-Day Logistics.” This categorization will bring clarity to the initial chaos.
Develop Actionable Checklists
Based on your categories, create specific checklists of tasks. For “Potential Venues,” this might include: “Research local event spaces,” “Check availability for desired dates,” “Request pricing information.” For “Food and Beverage”: “Determine catering style,” “Obtain quotes from several caterers,” “Note any dietary restrictions required.”
As you can see, by dividing the overall task into smaller, defined steps, the initial feeling of being overwhelmed begins to dissipate.
So, the next time you are tasked with organizing an event, take a moment to breathe, gather your thoughts, and remember Alex’s experience. You have the capacity to manage this effectively. And if you are interested in gaining a comprehensive understanding of navigating the event planning process, we invite you to explore the resources available on our website. You might be surprised at how quickly you develop confidence and expertise in this area.