For a smoother planning process, we like to live by the rule of 3 when possible for planning events, creating policies, starting an org, etc.
We know not everything and everyone is able to follow this timeline, but it sure does make things easier when you do! Check it out.
In this period you should be solidifying your ideas and beginning the planning process. This includes reaching out to vendors/artists, looking for available spaces, drafting documents, confirming your budget, assigning roles, etc.
It may seem early, but that time will go quick! Take advantage of being prepared ahead of time to give yourself and those you work with a chance to work without needing to rush.
As your completion date nears, this should be the time of confirmations if not completed already.
Submit necessary paperwork, complete payment details, begin your promotions, confirm the space needs, clarify everyone’s role, complete supply orders, and anything else not done.
When done well, a good planner should be able to execute three days early.
We know some things don’t happen until the day of, but everything else should be ready. Finalize the script, finish the playlist, complete the decorations, spell check your documents, etc.…there’s no need to wait until the absolute last minute for anything! You’ll be thanking yourself for being this ready three days later!
We hear often, "Well, they asked us last minute." Try your best to not have that reputation! The earlier you reach out, the more likely you get the result you are working towards! If it has to be last minute, make it not often.
It's easy to become frustrated when things don't go your way, or you disagree with the perspectives of others. Remember, all you can control is yourself and meeting these moments with kindness can go a long way.
You and others will reap the rewards of being remembered in a good way. Be sure the relationships you build are ones nourished, not ruined. Tip: You might even get discounts, special access, etc. from the impact you make!
