By: Jessie Kocourek
Starting a new role during the busiest season of events and fundraisers was both exciting and motivating. While it was a fast-paced introduction, it pushed me to learn quickly, step outside my comfort zone, and embrace every opportunity that came my way. I jumped in ready to learn, observe, and soak up as much as I could.
Now, a couple of months in, I’ve had the chance to reflect on what I’ve learned and the best tips I’ve picked up along the way.
Organization Is Everything
Organization is key. And if you think you’ve printed enough sheets… print a few more!
Whether it’s a supply list, signage list, run of show, vendor contacts, or event timeline, having everything written down and printed gives you peace of mind. Having those documents with you before, during, and after an event provides a sense of security and serves as a reliable backup when things get busy.
Have a Go-To Event Supply Bin
One of the best tips I’ve picked up is to always have a dedicated event supply bin. Fill it with anything you might need on event day! You’ll be surprised how often you reach for scissors, Sharpies, tape, zip ties, batteries, pens, safety pins, or other small supplies. Having a designated bin that’s stocked and ready to go makes setup smoother, saves time, and helps you feel prepared for the unexpected.
Document Everything
Another lesson I had is the importance of documentation. Take pictures during site visits, jot down room layouts, note vendor setups, and record any small details that could be helpful later. Keeping a folder for each client with photos, notes, timelines, contracts, and event details not only creates a great record, but it’s invaluable if they’re a repeat client. Having that information to reference for future events can save time, answer questions, and make planning much easier.
Communication Makes the Difference
Events are fast-paced with many moving pieces. That’s why communication is one of the most important parts of a successful event.
If you have a lingering question or you’re unsure about something, ask. It’s always better to clarify than to wonder. Keeping open communication with clients, vendors, and team members helps everyone stay on the same page and allows problems to be solved before they become bigger issues.
Kindness Goes a Long Way
One thing I’ve appreciated most is seeing how far kindness can go in this industry. Throughout an event, you’ll interact with countless people from vendors and clients to volunteers and team members. Taking a moment to show patience, grace, and kindness can completely change someone’s day and create a more positive experience for everyone involved.
Even during stressful moments, leading with empathy and respect helps build stronger relationships and creates a better environment and event process overall.
In Closing
Looking back, jumping into this role during the busiest season was probably the best way to start. It gave me the opportunity to see my amazing and talented team members at their very best. I was able to observe, ask questions, and jump in wherever I could.
I feel incredibly fortunate to be surrounded by such knowledgeable and inspiring event planners. Their passion, creativity, and dedication motivate me to continue learning and growing into the best event planner I can be. I can’t wait to see what the rest of this journey has in store.
