Event Planner Diaries: April 2019
Ruby here, and I’m back again to share another page from my diary.
This time, I am reviewing my schedule from last week. Another busy day and includes all levels of multi-tasking!
Here’s how it all went down…
5:30am: A bright start to the day, with some meditation (I always try to do at least 15 minutes per day -it’s the best way to clear my head and spend time focusing on the inner me). Obviously, this was followed by a hot cup of coffee, whilst reviewing my to-do list for the day.
6:30am: Kids decided to have the cafeteria lunch so I packed their snacks for the day, got breakfast going and got them up for the school run.
8:45am: Back in the office and had a call with the team for a status update to ensure we are on track for our next event. Also made some set up arrangements for a new coordinator who is working with us for a few months! Exciting times ahead.
9:30am: Spent some time reviewing and editing a sponsorship agreement. Complex negotiations can take months to iron out, it’s important to factor this into your event time plan.
10:30am: Quick review of an event website, collated comments, edits and sent back to the design team. Don’t forget to check out our previous blog post about what to include on your event promotions and website.
11:45am: Lunch! My favourite time of the day. I always make time to step away from my desk, stretch, eat and recharge to remain focused for the rest of the afternoon.
12:30pm: Sent some follow ups and responded to emails before reviewing the debrief notes and budget report from a past event, as we begin planning for this year. It’s so important to create post-event evaluations that can be documented and reviewed each year.
1:15pm: Met with a fantastic new organisation who have some great events in the pipe line. We talked more about their specific needs and how we might be able to help!
2:30pm: Reviewing a comparison report on ticketing platforms and started developing a strategy to structure ticketing for a large event in 2020. This is another complex event and requires input from various teams.
3:45pm: Final check ins and updates from everyone.
4:30pm: Ending the day with some follow up emails and a call to discuss auction best practices for a gala event.
5:00pm: Picked the kids up…… and relax!
All in all, it was a productive day. How is your week going? Are you on track to meet your daily goals?
Ruby Sohi is founder and lead event planner at Royal Blue Events Management. She has extensive experience in event production and marketing. Actively involved in the community, she has served as a board member for American Marketing Association (Toronto) as VP of Programming & Events and International Live Event Association (Toronto) as VP of Marketing & Communications. Ruby has delivered events across Canada and is experienced in producing all types of events including virtual and hybrid formats. Read her full bio here.