A Glimpse Into the Future

I plan to spend the next few years learning, going to school and volunteering my time. I have hopeful plans to introduce a few more events to my cultural community and hopefully the city as a whole. The events that I plan are all to benefit those less fortunate, so I look forward to establishing a new team of planners to initiate our goals in continuing to help the community. I would like to return to school to study the special events program, volunteer coordinating and hopefully additional night school courses as well. I hope in the future to become a leader in the community, along with my team members, so that we can be recognized as a supporter of the community. It is my hope that companies and organizations around the city will recognize our efforts and continue to contribute to the community. There are many challenges that I must tackle but the bumps in the road are what will teach me and give me the experience I need to be a successful leader and proud contributor to the community.

Current Situation

Currently I am taking steps to keep myself in the Event loop. It's a challenge maintaining work, school and events at the same time. My education is very important, both Mohawk and personal learning so I've made a decision to focus my attention on advancing myself in the field. I've taken it upon myself to take my attention off some of my work (outside of the event world) and put that time to valuable use. I'm currently reading and researching to keep myself up to date on the current happenings in and around the city. I look forward to hopefully involving myself in some sort of event related volunteer work over the Christmas season. I feel that it's important to give back to the community, and in doing so I will hopefully help those in need find aspiration, drive and motivation within themselves. My vision is to take the knowledge that I have gained and use it to not only better myself and further my career path but be of assistance to those who could use my services to enhance their lives. It's very exciting and I truly can't wait.

A change of direction

After partaking in PR for the past four months I've gained a fountain of helpful knowledge. I primarily took the course to benefit my event field, however PR has benefited me in more ways than just that. With all the wonderful things that I've learned I have grasped a better understanding of the world around me. Its taught me a lot about myself on a personal level. I'm more aware and understanding towards people, and although it sounds silly that PR helped me in this respect, its true. I understand peoples reactions and how they react like they do. Before taking the course I may have not had the best approach with friends, family or coworkers, but, since learning to take some steps back, analyze the situation and be more prepared and think rationally and sophistication, I now take my time and approach each situation like it could be "news worth". I guess at the end of the day, what I've learned about how to handle an international issue like scandals, corporate closures, product releases or legal mishaps, I've learned to gauge my personal issues and treat them like they are just as serious to myself and others as worldly issues are to the world. Thank you PR!

Following up

A small simple follow-up could mean the difference between continued support or no future support. When soliciting, looking for volunteers or getting any support it is so important to let those people know that you are grateful and appreciative for all they have done. A simple note for volunteers thanking them and outlining their efforts will be appreciated as they can use that for resume purposes. Thank you letters to donors is key as they may need it to file away or they may like to have them stored for references in the future. For all those individuals who helped you on perhaps a smaller level, or a more personal level, a gracious phone call and/or letter will show them that their time and effort did not go unnoticed. This goes for those who even gave you simple advice, it may have helped you out a lot. So in short, a Thank You goes a very long way.

Follow the Rules

Although it seems pretty "standard procedure" to follow the rule book to the "t", its not as easy as it sounds, it is complicated and some rules make the eyebrows go up, however, it so important to know exactly what your doing and if its legal. From liquor license to insurance, fireworks or electrical set-up its important to know what you are and aren't allowed to do. Some rules seem complicated at times or "unnecessary but in the end its you, your name and your event on the line. Its scary to think that because you applied for the wrong liquor license, a person could walk in and shut the event down. Your guests have to leave, and you are left with a big fine. A few websites that help are the LCBO website or the government website. They have tips, ideas and the rules for any event. Also, its important to keep in mind that each province/city could have different rules and sometimes do. Become familiar with them and if your not sure simply call and ask. Its better to be safe than sorry!

Additional Education???

It's obvious that one should have a knowledge of events prior to the planning, organizing and implementing of one, however, there are so many other fields that could and will benefit the events industry. I myself have engaged in education that is closely related to events but also gives me an opportunity to grow in other fields. Over the past four months I have had the opportunity to engage in the Public Relations industry through Mohawk College's full time one year program. Through my studies I have been involved in writing media releases, product launches, events, media relations and corporate communications. Although I haven't been active in events since school started I can see how Public Relations will greatly influence my event coordinating in the future. I'd like to continue my "event related" education through other various programs. I'd like to partake in cooking courses, baking courses, legal aspects of events, volunteer services, logistics and design. I'm sure that in time I will be able to educate myself in all these various areas and i'm excited to see how they unfold in the future events I will plan.

Experience, Experience, Experience

How much experience is enough; or is it ever? I wouldn't exactly say that I have "enough" experience, however, with the little I did have, the contacts I made, and the education, it gave me the ingredients to attain my own experiences.

No mechanic should fix a car with no experience, manual or instruction, however to be good at the car you dont always need 20 years experience. Each and everyday I find myself researching planning techniques, learning new terms or googling anything I can. I've gone to the library, (yes, I still have a library card), and I also experience where I can. Through all the researching, analyzing, comparing notes and volunteering I've earned the right to my "ready". Am i ready to apply for the high salary position? Am i ready to take on an event of that caliber? Am I ready to call myself a "Special Event Coordinator"? And know i've reached a point where I can successfully say "yes". Yes, I am! Yes, I can! Yes, I will!

Just like a musician can always learn a new song, play an old one a new way or compose their own, event coordinators can do the same. Our limitations can't and will never be capped. There will always be something to learn, mistakes to correct, and experience to attain. That's what is so fascinating about events;p the challenge that you will always reach for but never fully obtain. Being meticulous, a perfectionist, wanting and needing more.

Getting back on topic. Experience. I have been fortunate enough to land experience opportunities in events and because of these experiences, I have earned my knowledge which has opened doors to new and exciting things.

One word of advice for the beginner, the knowledgeable, the industry professional and industry leaders, know-it-all, newcomer, old time etc. Experience!

Greatest Challenge

Just like anything, events have many challenges along the way. Some are simple, a last minute items, and some are larger, the entertainment is an hour late. Each specific challenge needs to be handled differently. Sometimes the best thing to do is to completely leave it alone. I often times have to remind myself that although I'd like to change or fix a situations, I sometimes can't. For example, one of my performers were running late. The show began at 9pm and they were instructed to be at the venue by 7:30pm. Around 8pm I was panicking and worried. But, I realized again that this situation I could not control. There was no point in getting upset until the show was ready to commence. Sure enough they showed up by 8:30 and were ready to go on time. I did not approach them about their timing issue as I had realized it truly was insignificant to the event so long as they were there.

An important thing I've learned along the way is that it is very important to remain calm at all times. Should anything go wrong at an event the best thing to do is to stay calm. If guests or attendees see the host or coordinator upset or frantic, naturally the ambiance will change and the guests will recognize the issue.

Remaining calm, assertive and always smiling is key when hosting or coordinating an event.

The Birth of A New

I'm more of a freelance artist. I dream of an idea, navigate my planning path, determine my MNE's (motivations, needs and expectations) and if it seems appropriate I start designing my planning framework.

There is no one set way for planning an event. Your steps or processes can differ depending on whether you are in a group, more structured, or individual, less time constraints. My most recent endeavors have been with a partner, however, regardless of how few or little the group is for planning, there will always be a secondary group involved, for instance linen company, print company etc.

My process always starts with brainstorming between my partner and myself. After we have determined our event idea, theme, estimated budget, time frame and assumed time line, we approach three to five people who would be a potential "guest" at the event, pitch our idea and take all the constructive criticism we can get. When I first put this plan into effect, the "Ask outsiders Effect" I wasn't very impressed by being critiqued but over time I've learned to put the personal defense system aside and learn to love it and respect it. I still don't like it but it definitely does help!

When creating a new event, it is important to find a pull for your audience. Establishing a "unique" idea for the event will prove to bring in the numbers and put those "bums in the seats". This "pull" does not need to be so spectacular as to bring in a celebrity or fireworks, it simply needs to pull a common interest that all your guests can and will appreciate. Cultural music, special giveaways, unique food; these are all great selling points when implemented correctly. For my most recent event, "Noc Medu Svojima", translating to "A Night Amoung Our People", my partner and myself took an ordinary idea, common, plain, basic and simple, and transformed it with a "pull". Most standard Croatian dances incorporate one to two Croatian bands, with an estimated 200-350 people in attendance. My partner and I had booked four of the top Croatian bands in the city, who are also very popular across Canada and the United States, and brought them in for a fantastic night of mixed music styles and talent. With upwards of 550 people in attendance and great reviews for entertainment the simple idea, Croatian dance, turned out to be a benchmark for future youth dances in and around the Golden Horseshoe.

Some events require a pull to draw in your target crowd, other events require nothing of that sort. Each event is different and must be treated as such. Understanding your target market, your type of guests and the over all selling points will help you establish whether of not you need a pull. In regards to "The Birth of a New", when choosing the theme or type of event I will plan next, I make sure that I believe in the event, I understand the event and I have every possible positive notion that it will go on perfectly. Any sort of doubt leaves room for error, which in essence means I don't believe in it's success. There will always be hesitant moments, chance for failure and errors made, but you just have to believe.

-T

How it All Began

The industry of events is this new world I've grown to love. It has all sorts of varying areas that any person could get involved in; advertising to promo, logistics and PR. The biggest challenge is the reason I do what I do. You never really know what to expect, no matter how much you plan for that day, but as I've been told "everything that could go wrong, will"!

I wait months, weeks and days and the adrenaline builds and the hype grows. and the phone is ringing and people need answers and you get stress induced everything. You barely sleep, you can't avoid the "last minute", entertainment cancels, venue policy's, under budget, and "didn't see that coming"; eat, sleep, plan, plan, eat, plan, plan, nap, plan, coordinate, plan, eat, sleep all in only one week. Licenses and errands, print and design, so many questions, no solid answers, noise, meetings, confused and clueless on occaision and above all else you're nervous, anxious and excited. The day arrives and you wake up. Brew a pot of extra strong coffee. I get 10 minutes of quiet time to calm the nerves. I drag myself to the mirror and and take a long look. I ask myself one question, the same question each and every time. "Why do you do it?"

FAST FORWARD
Breakfast on the go, forgot the linens, meet up for brochures, ring ring ring, brochures still not ready. Fill up on gas, Timmies run, check messages, check texts, check emails, check self, still okay. Meet up with my partner, share a smile, drive and park, moving boxes, heavy lifting, stairs, running, sprinting, set-up, moving tables, checking lists, last minute, open the doors. Ready.

6pm First 2 guests
6:15 10 guests
6:17 unzip sweater
6:30 36 guests
6:31 take off sweater
6:40 55 guests
6:41 deep breaths and fresh air
6:47 67 guests
6:55 89 guest
7:00 121 guests
7:03 139 guests
7:10 168 guests
7:20 192 guests
7:30 241...257...296...313...355...4 something
8:00 pm share a smile with my partner

FAST FORWARD
speech, thank-yous, dinner, speech, dinner, announcement, dinner, cheers with wine. Technical music difficulties, unexpected food allergies, guest seating plan confusion, turn up heat, turn on air conditioning, sip wine, spilled wine, bite to eat, announcement, check on bar, check on kitchen, check on dessert, prepare coffee, check on partner, partner checks on me, forgot coffee stir stick, run out for coffee stir sticks. etc., etc., etc..

FAST FORWARD
Tear down (tables, chairs, linens, bar, signage, paperwork, displays, entertainment, platters, boxes, bags etc.). Load into the car, Timmies run, drive home. Pull into driveway, slow motion, get outta car, slam car door, can't find keys, found keys, open door, drop everything, sip coffee. Drag myself to the mirror, wash my face and ask myself one question, the same question each and every time, "Why do you do it?"

"Because it's the best feeling in the world!"

I stare at myself, make-up worn out, a few extra wrinkles, blood shot eyes, and a ringing phone.

I hop in my car, meet at Tims, sit across from my partner with a pad and paper. Share a smile and ask "What's next?