Your organization has been talking about doing a big event for a long time and now the date is set. The committee has picked a speaker, the group has made a list for invitations and now they are about to relax and hand the rest of the details to you.
Welcome to the world of event planning. It is a place where panic is only relative to how close it is to the big day. Be organized and don’t procrastinate – it will come back to haunt you later. Set expectations and then act on them. Don’t wait too long to ask for help in the areas you need it. No one can do this job alone, even if it is your responsibility.
Get your team together and strategically distribute activities – and then follow up. You still have to ensure that the job is done well. Teamwork is tricky: people need encouragement, support and sometimes a big push. Remember to document everything you do, so you can create a template for future events.
Also consider bringing in a facilitator to help with the event. Sometimes the workload for planning an event is too large to do off the side of your desk. People may underestimate your regular workload – which doesn’t go away when you are working on the big presentation. Everyone wants a successful outcome, so in the end, it will be worth the investment.