Confessions of an Event Planner

Oct 6

Let’s be honest—being an event planner isn’t about flawless execution or having everything under control 100% of the time. In fact, I don’t claim to be the best planner out there (by a long shot), but I do know how to own my chaos, sip my coffee, and lead a team through madness. Planning an event is like herding sugar-high cats who are juggling flaming torches, while one of them demands gluten-free, dairy-free snacks. It’s equal parts chaos coordinator, professional magician, and therapist with a clipboard. People can be demanding and hurtful that is why it is so important to create a supportive, motivative, and strong team!

So, let me share a few confessions from the trenches of event planning. Buckle up—it’s about to get real, but hey, we’ll have some laughs!

Ever tried juggling chainsaws? Now imagine they’re on fire, and someone’s yelling, “But wait, there’s more!” That’s what managing an event can feel like. There’s a wild range of diverse personalities amongst the team, hosting organization, and attendees. You must manage everything from seating rivalries away from each other, seating friends with each other, and keeping the volunteers/staff happy and engaged during the whole process. It’s a circus, and you are the ringmaster.

But here’s the thing—I’ve learned to embrace it. Every personality is an opportunity for growth (or at least for a funny story later). Sure, I’ve had to grin and bear it through the chaos, but at the end of the day, this is leadership in action—keeping calm, being resourceful, and leading with humor. Improvement isn’t an option; it’s a necessity.

Logistics.

It sounds so official and organized, right? Wrong. It’s more like pulling off magic tricks with half the deck missing. No matter how carefully I plan, there’s always a curveball—like when a chef goes rouge and sends soup that we didn’t plan for so we have no bowls or a vendor showing up day of demanding two spots when they did not pay for the second spot, not to mention the spaces are all assigned (yep, that happened). Or when the supplies were gathered and brought out… just not where I needed them. Or when you plan to feed 300 people in town for a nice dinner on the lawn but mother nature had other plans and now you have to move everything to the other end of the county to accommodate – tables, chairs, food, décor, supplies, communicate with volunteers and attendees of the venue change.

Logistics may be unpredictable, but they’ve taught me to think on my feet. No forks? No problem, I’ll improvise like it’s second nature. Learning how to adapt and lead with grace is key in this business—and trust me, it’s a lesson I’m still mastering. Improvement doesn’t come from perfection; it comes from how you handle imperfection.

If you’ve ever tried to get a group of people to agree on something, then you understand the uphill battle that is securing approvals for events. Everyone has an opinion, and often those opinions come AFTER the final decisions have been made. Nothing humbles you faster than having someone suggest you change something at the 11th hour. But hey, this is the life I signed up for (apparently).

At the end of the day, it isn’t about pointing fingers when things go awry; it’s about leading with patience, making space for collaboration, and taking ownership when adjustments need to be made.

Event day.

The culmination of all that planning, juggling, and problem-solving. You’ve done everything in your power to prepare, and yet, something still goes sideways. There have been times I’ve hidden in the bathroom for a quick cry before heading back out with a smile. You do what you have to do.

But here’s my confession: I’ve come to like it more than I used to. I thrive on the adrenaline of event day and fantastic people that I’ve grown to love that show great support on event day. The stress, the last-minute changes, and the triumph when everything finally comes together—it’s what keeps me going. Sure, it’s messy, but there’s something magical in making it all work despite the odds. It’s like a puzzle that you have been working on for weeks just laying on your dining room table, nearing the completion it becoming tedious because all the pieces look similar and you’re out of patience, but you know it will be worth it to finish. And with every event, I learn, I improve, and I grow as a leader.

Balancing an event and your sanity is like trying to balance a teetering stack of plates while someone’s adding more to the top. But even when I’m running on coffee and adrenaline, I keep going because I’ve learned how to delegate, trust my teams, and laugh at the inevitable chaos. This is really where your team shines! Not during the planning, but when you (the planner) are melting. It is so heartwarming that they notice without you saying a word. The one or two that constantly make sure that you have eaten or have drink. The one that knows you will lie about and bring you a taco anyway. The one that reassures you throughout the day that it’s all ok, the event is great and you’re great!

I won’t pretend I have balance figured out. Most days, it’s a delicate dance between keeping things under control and accepting that control is just an illusion. But I’ve come to embrace the madness, knowing that every challenge is an opportunity to improve, and every hiccup is a chance to sharpen my leadership skills and build relationships.

Advice.

Now, as much as I enjoy a little chaos, a few key pieces of advice can help you maintain (somewhat) of a balance when planning events. These are lessons I’ve learned the hard way, and I hope they make your journey a bit smoother.

Plan Before You Think You Need To The earlier you start, the more control you’ll have. Even if the event seems far off, get your budget set, vendors contacted, and timelines mapped out early. Trust me, future you will thank you when everything isn’t crammed into the last two weeks.
Text/Communicate with Your Team Between Meetings It’s easy to assume everyone’s on the same page after meetings, but real-time communication keeps things moving. Send quick texts or emails between meetings to keep your team updated and avoid any surprises. I’m still not great but I have seem the difference this makes.
Celebrate the Little Wins Event planning is hard work, so take a moment to celebrate the victories along the way—whether it’s locking down that hard-to-get entertainer or getting more vendors than last year. Every small win deserves a little recognition because they all lead to the big picture.
Always Have a Backup Plan If there’s one guarantee in event planning, it’s that something will go wrong. Maybe the weather takes a turn, or a vendor cancels the last minute. Having a backup plan (or two) for every major element will save you stress when those inevitable hiccups happen.
Delegate Like a Boss You don’t have to do it all! In fact, trying to handle everything yourself is a recipe for burnout. Trust your team, assign clear roles, and let them handle their responsibilities. Not only does this lighten your load, but it also empowers your team and ensures everything runs smoothly.

Bottom Line

At the end of the day, event planning is not for the faint of heart. It’s equal parts chaos, creativity, leadership, and learning. I may not be perfect, and no event has ever gone 100% according to plan, but that’s okay. I take ownership of the challenges and keep improving with every event.

So, there you have it—my confessions as an event planner. It’s been a wild ride, fueled by caffeine, supportive teams and a whole lot of improvisation. And honestly? It’s not all bad!