Don't Bring Headless Chook Energy to Your Next Event or Program
If you're running a one-off event or delivering a program with a dozen moving parts, there's one thing years of coordinating both has taught me, the success of the day is almost always decided by the planning that happened long before anyone walked through the door or clicked attend.
I've coordinated hundreds of events and programs, from intimate dinners for twenty through to conferences with more than 350 attendees, and I've seen both ends of the spectrum play out. I've seen delivery that looked effortless because everything had been planned, communicated and tested well in advance. I've also seen what happens when people run on good intentions and hope it somehow comes together on the day.
That's what I like to call headless chook energy.
How to Spot Headless Chook Energy
It's the last-minute phone calls, people asking what they're supposed to be doing an hour before doors open. It's suppliers chasing unanswered questions while organisers try to solve five problems at once and still greet guests with a smile. It's stressful for everyone involved, and most of the time, it's completely avoidable.
Why Clear Expectations Change Everything
One of the biggest lessons I've taken from years of event and program delivery is that people can't meet expectations they don't know exist. Whether you're working with an MC, guest speakers, facilitators, volunteers, suppliers or your own team, everyone should know exactly what they're responsible for and when they need to deliver it. Clear expectations don't just make your job easier, they give everyone else the confidence to do theirs (and stop them coming to find you every ten minutes to check).
Communication Is a System, Not a Single Email
Communication is another piece people underestimate. Sending one email and hoping everyone's read it properly isn't a communication plan, it's a wish. Good communication is consistent, timely and tailored to the people receiving it. Your event or program team needs different information to your attendees or participants, and your suppliers need different information again. The more proactive you are with communication, the fewer surprises you'll be managing on the day.
Protect the Budget.. At All Costs
Budget management is where experience has taught me some of the most valuable (and expensive) lessons. It's easy to get caught up in building something brilliant and being a yes-woman to little extras along the way, but those decisions add up faster than people expect. I've always found it useful to check in with the budget regularly throughout the planning process, not just at the start and the end, and to leave a buffer of around 10% if you can, because something unexpected almost always comes up.
There's nothing worse than walking away from what felt like a successful event or program, only to sit down afterwards and realise the budget quietly blew out somewhere in the middle. No matter the amount, that kind of surprise can take the shine off an otherwise fantastic outcome.
Good Delivery Is Meant to Be Invisible
The funny thing about good project management is that it's often invisible. When an event or program runs seamlessly, people rarely notice how much planning went into making it feel effortless. They remember how they felt, the conversations they had and the experience they walked away with.
For me, that's what operations and project work has always been about. It's not about colour-coded spreadsheets or complicated project plans for the sake of having them. It's about building enough structure behind the scenes that you can enjoy the thing you worked so hard to put together, and trust it'll hold up on the day.
So if you're planning your next event or program, don't aim for perfection. Aim for preparation.
Future you, your team and everyone in the room will thank you for it.
Not sure where to start? Send us an email at hello@loudhaus.com.au or have a sticky beak at what we can work on together.
Yap again soon, Blair
