The Zen of Hosting a Big Event

Complex moving parts

You can't even begin to imagine the number of working parts to an event like this.

When I began this record-breaking odyssey, I’m not sure I really knew what I was getting into. I actually envisioned hosting this event from my home office, and that was, well, easy.

However, once I received the official rules from Guinness World Records™ though, I quickly realized I had a lot more to do than just host an event at home.

Because Guinness World Records™ is a serious organization that is extremely diligent about fact-checking and making sure all of their records are well-documented, they have some stringent rules that one must follow to the letter. One of those rules is that your event must be open to the public, so that anyone could come and watch the record being broken.

For me, that meant finding a venue that was open 24/7 and much to my surprise, that’s not as easy as you’d think. But once I found a location that was willing to open their doors for 36 hours to an unknown number of people wanting to witness a record being broken, I discovered a host of other issues that needed to be  addressed. I’ve planned several small events and negotiated with hotels before, but frankly, the size and scope of this event dwarfed anything I’d done before. I knew I needed help. Fast.

So I brought in Eventfull Planning, an Indianapolis-based event planning company, for help. My planner, Laura Lim, quickly jumped in and started taking meetings and getting proposals. Within a week, she had assembled information about staging, seating, had a proposal on my desk for a guy to video-document the entire event, and menus so I could pre-select my meals from the hotel so that I don’t forget to eat during the event. She’d also connected me with local PR firms and had meetings with the hotel that I didn’t have to go to.

In short, Laura handled a ton of details about the logistics of the event so that I could focus on the content and sponsorship. Let me tell you, that gave me an enormous amount of peace of mind.

Zen

This is how calm I feel.

The phenomenal thing about having an event planning company like Eventfull Planning handling things like this is that they have all the right connections and experience, know all the working pieces that need to be handled, and can tackle things quickly and efficiently. I don’t have to do anything except say, “Yes” and “No.” Laura sends me emails and updates me on all the meetings and proposals and things and I just focus on what I need to do to get the most amazing experts, authors, and thought leaders (and sponsors!)

Honestly, I can’t imagine doing this event without my event planning team. Knowing they’ll be there to support me at the event, knowing I can focus on what I do best while they manage the event itself gives me an enormous amount of calm and peace of mind. And that, my friends, is the zen of hosting a big event.

 

1 Comment(s)

  1. Great post and so clearly explained. A nice testament to Eventfull Planning and Meeting & Event Planners in general. Mahalo & kudos to both of you for setting such a great example of how it’s done.

    Roxann Hendrickson | Jul 20, 2012 | Reply

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