3 steps of stress free event planning
Have you ever wanted to get a bunch of people together, but the pressure of trying to please everyone and weight of the responsibility stopped it from happening? Here are three steps to ensure your event runs smoothly, and most importantly, you have fun.
I have been organising outdoor events for 15 years and have coached many 'every day Joes' in the art of leading groups of complete strangers. Most people have the same concerns,
What if no-one shows up?
Will I be responsible?
Will I be judged on the quality of the event?
Bringing people together shouldn't be a stressful undertaking, and it doesn't have to be.
Step 1 - Commit to the basics
The start is the most important part of the event. Participants need to know where they need to be and when they need to be there. I've seen many anxious new leaders fretting on whether to wait for the few people who 'indicated' they were coming. Facebook group events are the worst! Prepare yourself ahead of time, and reminding yourself on the day that:
There will be no-shows, and they may not tell you
You are not responsible for other people's punctuality
Long delays will irritate those who arrived on time
I suggest, in the event description, you include advice that the group will depart or start at a specific time. On the day at scheduled time, advise participants that you will give 5 more minutes - most will find this fair.
Step 2 - Keep it flexible
From my experience, for the most part people appreciate the stress free nature of not having to make decisions. However, expect that participants will come from different cultural backgrounds, have different personality types, and individual personal preferences. Give some thought on key decisions such as car pooling and meal sharing, as these are two areas often lead to awkward situations. Set some guidelines, provide options, and let them choose their own adventure. For example, when it's time to head off to the destination, let people decide the car pooling groups and advise those not driving should chip in for fuel. Alternatively, for whatever reason, can choose to make their own way.
Step 3 - Include one activity to break the ice
Structure some part of the event that brings people together. My personal favourite is lunch. It's always worked for me organising outdoor adventures such as hikes. Keeping in mind step 2 and prior to departing, I'd encourage participants to bring snacks and lunch for a shared picnic. In the absence of any prior coordination, I found people would sit down and eat fairly spread out, starting and finishing at different times. Having a central spot brought everyone together, forging stronger friendships by the end of the day. Plus, everyone generally eats better!
Summary
Being a leader and organising social events is rewarding. Following these simple steps will help take the stress away and allow you to have more fun and developing lasting relationships.