Page 33 - Barbecue News DEC 2020 Digital Issue

timely answer could be the one which helps someone de- cide to attend.
That is all pre-event, but it’s also imperative you are also available during the event. Many will have questions and seek you out. I know there will always be the one person who asks how come you didn’t paint the grass. But, for the most part, your guests will need you for some legit ques- tions. Make yourself available. Walk around a couple times speaking to each person/team. Set up a time in your “head- quarters” where people will know where you are if they have a concern. Be creative with this but most of all be available.
Flexibility
As any event planner will tell you, flexibility is a pillar in having a successful event. The only thing constant is change because as we’ve already seen in the planning, things change. This is even more evident during the event. A tent needs moved so you can access power. A competitor needs to have better access due to medical needs. Then list goes on and on.
The trick comes in knowing when to be flexible and when to stand your ground. There is no rule other than each situ-
ation is different. When I plan an event and something comes up, I try to be as flexible as possible. I simply ask myself this question, “Will it make a negative impact on the overall event.”
Volunteers
We’ve heard the phrase, “It takes a village.” This is so true when there’s an event to be planned. In the movie, The Wedding Planner, the star carried the weight of planning the event on her shoulders. But she carried it well because she had a whole paid staff to assist. “Many hands make light work” is an adage which continues to ring true. When you attempt to do it alone, it will lead to dis-trust of others, difficult attitude toward others and simply burn out.
The key is to pick the right people for the right task. In our business of planning food sport events, re rely on volun- teers more than paid. Sometimes we have more volunteers than needed. More often than that there’s not enough. You as the planner know what tasks need to be accomplished so spend time with your volunteers. Learn about their abilities (I know you have a lot going on during the event). This will allow you to figure out how best to use those who are there to help you.
These tips are just the just the starting point for every event planner.
DECEMBER 2020
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