This summer gave me a crash course in parallel planning. This week I’m producing a golf tournament for work. I’m also getting married. Somehow, both events land on my calendar in the same few days.
So naturally, I’ve been thinking a lot about what makes an event actually come together. The answer, for me, always comes back to the same idea: proper preparation prevents poor performance.
Start With Goals, Not Logistics
Before you book a venue or go on sale, get clear on why the event exists. In radio, we run almost everything through a simple filter: does this drive ratings, or does it drive revenue? If the answer is no to both, it’s worth asking why you’re doing it at all. That same filter works for any event. Know your audience first. Then build backwards from what they need. Otherwise, you risk spending real time and budget on something that never had a clear purpose.
Ask If the Juice Is Worth the Squeeze
Staffing is tighter than ever across most industries, radio included. So, every task deserves a gut check. Is this piece of the event actually worth the effort it demands? Sometimes the answer is yes, and you push forward. Other times, you’ll realize a task exists out of habit rather than necessity. Trimming those extras frees up energy for the parts of the event that truly matter, whether that’s guest experience, sponsor visibility, or simply making sure the day runs on time.
Build a System You’ll Actually Use
Once your goals are set, organization becomes everything. I’m a spreadsheet person through and through, and Google Sheets is my go-to. It’s simple, it’s flexible, and it makes collaboration painless. Multiple people can update the same document in real time, which matters when you’re coordinating vendors, staff, sponsors, etc. For work events, I also lean on Growthzone to manage sponsors and attendee registration. It’s not glamorous, but it gets the job done, and consistency matters more than flash when you’re tracking dozens of moving pieces.
Track Every Follow-Up
This tip matters most for first-time events, though it applies to any event with a lot of stakeholders. Keep a running list of every outstanding follow-up. A vendor waiting on a signed contract, a performer who hasn’t confirmed, a sponsor who needs a final invoice. None of it should live in your memory alone. Write it down. Keep notes. Check the list often. Then check things off as they get done. This single habit prevents more last-minute scrambling than almost anything else on this list.
Don’t Try to Be the Hero, Be the Connector
Here’s something that I have always embraced: you don’t have to know how to do everything yourself. You just have to know someone who does. When I worked in NYC radio, this was second nature. Need a stage built overnight? I know a guy. Need a barber at the last minute for a rapper needing a haircut? I know a guy. That mentality isn’t a shortcut. It’s a survival skill. Build a network of trusted experts long before you need them, whether that’s a caterer, a sound tech, or even a barber. When you try to do it all yourself, you become the bottleneck. When you connect the right people to the right problems, the event runs better and you stay sane in the process.
Expect the Unexpected
No matter how organized you are, something will shift. A performer cancels. Weather turns. A vendor runs late. Building in buffer time, both in your schedule and your budget, gives you room to adjust without panicking. This is true for a 50,000-person stadium concert, a 150-person golf tournament, and even a wedding reception timeline. Flexibility isn’t the opposite of organization. It’s actually part of it.
Debrief When It’s Over
Once the event ends, resist the urge to move on immediately. Take time to ask what worked and what didn’t, whether that’s through a quick team conversation or a formal survey. Eventbrite’s team published a helpful list of tips from professional event creators, and one that stuck with me was the reminder to gather feedback while the experience is still fresh for everyone involved. I find this is worth doing even if it’s asking people to quickly e-mail or text thoughts the next day. You can compile it later, and have a proper meeting at a later date, but just getting the fresh thoughts post event is worth it. That input becomes the foundation for your next event.
Plan for the Chaos, Then Enjoy the Moment
Whether you’re coordinating sponsors on a golf course or seating charts for a reception, the fundamentals stay the same. Set clear goals. Build a system that fits how you actually work. Lean on your network instead of carrying it all alone. Track your follow-ups relentlessly. Then, when the day finally arrives, let the preparation carry you so you can actually be present for it. That’s the whole point, after all.
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