Organizing big events with less stress!

Have you been to an event where it seemed like the person who organized it forgot that they were having guests?  It is understandable that at big events such as weddings, baby showers or graduation parties that it is all about the people being honored.  However, if when you are planning a party or an event and think about it from the point of view of the people attending, it can make it more enjoyable for everyone involved.  

Here are some tips to consider when planning an event or party:

*How is the parking for your guests?

If you are holding an event at a venue, is parking included or are your guests going to have to pay.  Is there enough parking and how close is it?  Are people going to have to walk a mile in fancy shoes to get to where the event is being held?  I attended a wedding that was out in country and the bride and groom hired a shuttle service to get their guests from their hotels to the wedding location and then back again.  This was a thoughtful service that made the event that much more enjoyable. 

*What about the weather?

How likely is it that it is going to rain?  Do you have cover for people to stay dry?  Is it going to be sunny and hot and will there be shade?  Do you have elderly guests that will need to be out of the sun and may need air-conditioning? 

All of these things are very important to the enjoyment level of everyone attending the event.  It may mean renting an extra tent or some fans but it will be money well spent so that you are not worried about it during the party.  Also, think about having beverages available to help alleviate the either cold or hot that you cannot control.  Coffee and cold water that is readily available can go a long way in providing comfort to your guests.

*Think about starting on time.

Right after the weather and the parking, the time that the event starts and if it starts on time is a major factor in whether your guests enjoy themselves.  A few minutes is not a big deal but when you start 20 minutes, 30 minutes or 45 minutes late, it can put a damper on your party.  For some events, this is not a factor because people show up and the party starts whether you are ready or not.  However, some events don’t start until you say they do and this is where you should think about getting it started as close as possible to the time on the invitation.  Some people have hired babysitters or have something to do after the party.  Be respectful of your guests and their time by not starting late.

*Think about getting some help.

When we are the host of an event, we sometimes feel obligated to do everything ourselves.  However, delgation can be a helpful skill in having a successful and stress free event.  Not only can family members help but you can also enlist an event organizer, wedding coordinator or personal assistant.  A big event is full of people that you have not seen in a long time.  It is a chance to visit and catch up with them.  If you have too much on your plate with the organizing and running of the event, it can decrease your enjoyment a great deal which in turn decreases the enjoyment  of everyone at the party.  Someone who you hire can be completely focused on running the event so you can attend the event.  It can make the difference in whether you come away feeling good or exhausted never wanting to host anything ever again.

What other tips do you have when organizing a big event?  Have you had an experience either going to or hosting an event that you will soon not forget.  Let me know!


The Art of Delegation

As a personal assistant, I see times where people have a hard time letting go. Whether that be letting go of things that are creating clutter in their life or that household task that could really be done by someone else. We are all too busy. Too busy at work, too busy at home and too busy in our minds. Learning how and when to delegate is a skill and being able to really let the task be done by the person you are delegating to can be an emotional journey. The main hurdle in delegating something to someone else is figuring out what tasks can be delegated. With good instructions and a person who is willing to listen and pay attention to the details, you can gain hours in your day to do the important things in your day that no one else can do but you. This could include things like going to the gym, reading a story to your children and sitting down after dinner to spend time quality time with your spouse.