Event Planning Blog: Getting Involved, What’s Involved

Part 2 of Kayhynn's event planning blog, focusing on her work with Big Bang 2010, taking place in Ottumwa, Iowa, Aug. 5-8.

One of the other questions I’ve heard the most recently is “How did you get involved in such an event going on?”  The answer is actually quite complex, but I’ll go ahead and answer it before going into what’s involved on being on any event committee, as this is not the first I’ve been on.

Getting Involved

I first heard of this event from my colleague, Threedog, who lives in Des Moines, Iowa, back in February this year.  He was like “It’s right here in the Midwest, we should support it.”  Of course, I was completely behind that idea and decided to do some more research on it, surprised I hadn’t heard anything about it before now due to my job in the real world as a journalist.  I did some digging, saw a lot about the previous year’s launch party, but not a whole lot about the event coming up in six months.

With a bit of concern, I started trying to connect with folks on Facebook as well as via e-mail and e-mailed, asking about the event from a press perspective, then offered my help as well if they needed it.

I didn’t hear anything for a few months, nor did I see any new news on it.  Then something strange happened.  Walter Day contacted Threedog on Facebook and started talking and it all sorta went from there.  Threedog introduced me to Walter, explained that I was the PR person for EOGamer and really behind helping this event out.

A few weeks later, I was invited to be a part of the event team and it’s been history ever since.

What’s Involved Being Apart of an Event Committee

There are a few things needed, personality wise, to be a part of an event committee:

• An infinite amount of patience
• An ability to see the big picture, not just one small section
• Works well with others
• Works well alone without supervision
• Willing to compromise

In addition to all of the above, plan for the unexpected.  Surprises happen, last minute projects come up.  If you’re flexible, it helps out a lot.  Often times, you end up doing more than you originally signed up for, but my advice: don’t let that overwhelm you and if you need to back down, don’t be afraid to.  You don’t want to burn out.

Now, like any other planning committee, whether it be for a party, a concert or anything else, there are meetings that are associated with the planning process.  Some of these meetings are short because everyone is busy, others are long and have nothing to do with what you’re working on, but you have to be there because you’re part of the committee.  Either way, the meetings are a great way to know what everyone else is working on, where they need help, for you to voice where you need help and to catch any problems that might not have been seen before.  It’s also a great place for brain storming sessions to take place and to voice concerns that you may have that others have answers to.

I know, anyone that knows me knows my inherent dislike of meetings and how they are, generally a waste of time.  I still feel that way about a large number of meetings, but event planning meetings tend to vary from the norm and a lot can be accomplished in a short amount of time when we’re focused on getting something done.

What Do You Do Within the Event Planning Committee?

Ohhhh now this is a fun question to answer.  Originally, I started out volunteering to handle press releases, promoting the event and public relations.  Then I noticed that there was no info on how to obtain booths, sponsorship information etc.  Then things kinda exploded.

I’m sort of a jack-of-all-trades.  When I see something that needs doing, I volunteer to do it, then get it done.  Which includes, but isn’t limited to writing and releasing through all proper means press releases, communicating with press when they have questions regarding the press releases, getting people signed up for Press Passes, getting sponsorhip, coordinating events and a lot of other stuff.

It’s been a lot of work and in some ways a learning experience for me as well.  I’ve done a number of events on a much smaller level, but nothing of this level.  I’ve taken what I’ve learned and applied it here and learned more as well.

Learning is definitely paying off.

So if you find me at this event, likely I’ll be spastic, trying to make sure everything is going right and making sure that press is happy, public is happy and the VIPs are happy.

Next blog topic: When It Starts Coming Together.

Enjoy.