Tag Archives: event planning

It was the end of a decade…

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For the last ten years, approximately a third of my work year has been dedicated to party and event planning. This week is the first time since 2014 that the annual big show is set to start and my fingerprints aren’t all over it. My feelings are unexpectedly mixed.

I’m absolutely thrilled that I haven’t needed to convince dozens of presenters that they need to do things my way. I’m ecstatic that I haven’t had to deal with months of schedule changes and wanna be primadonnas making absurd demands over every detail. I’m incredibly grateful that I haven’t had to spend time discussing the best way to lay out tens of thousands of square feet of circus tents, how best to remove light poles from the parking lot, what live bands we can get for three consecutive nights of social extravaganzas, or whether it’s strictly legal for the US Government to host a whiskey tasting and cigar bar as part of an industry engagement event. 

I won’t need to figure out the inevitable chaos of registration and check in. The moment something goes wonky with the live stream won’t be my problem. I won’t be fielding complaints from people in the audience who have an outsized sense of their own importance because they’re an Executive Vice President of Who Cares. 

I’m not going to get a panicked Teams message that the bathroom is flooding. I won’t spend the night dreading the possibility that the whole tent complex could blow down if a reasonably strong thunderstorm happens to pass through the area. 

There’s nothing about that that doesn’t feel good. 

There is, however, a small part of me that will miss being a minor shot caller this week (Mostly because number of bosses who wanted their name associated with this mess was always very limited). I’ll miss working closely with some of the key players without whom the whole effort would collapse. I might even miss the sense of barely hidden mayhem and chaos that could break out at any second during a live event.

It’s just as well that this experience has passed to others this year. I’m not at all sure I’d have been in the mental or physical headspace to give it the level of attention it needs way back when planning kicked off in the fall.

I wish the team leading this ongoing, multi-year hot mess the very best of successes. I hope they knock it out of the park… if only so people will stop thinking my name is somehow inextricably linked with this particular Big Show. This week is going to feel just a little bit weird, but then I guarantee I’ll be 100% pleased as punch to have the thing be someone else’s problem. 

What Annoys Jeff this Week?

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1. Operating one man down. The bosses don’t want to acknowledge in any meaningful way that we’re a man down – working at 66.6% strength with 100% of the day-to-day work they still think should be happening. Of course, that’s before whatever additional surprise “hey you” random shit and odd jobs come oozing in over the side on any given day. There might have been a time I’d work myself into a nervous breakdown trying to keep up, but let me assure you those days are long gone. The wheels will come off where they come off and I won’t lose a minute of sleep over a slow-moving accident that management had months to avoid. 

2. Failure to accept defeat gracefully. Look, sometimes you can plan a party and due to timing or circumstances, or because people had a really shitty time at your last party, no one gives any indication of being interested in showing up. Once you’ve exhausted all the options, called in the favors, and done everything you can do to get people interested, you really only have two options when you’re three weeks out and only have a score of people signed up. You either cancel things in a controlled, methodical way that creates the illusion of some reason other than you couldn’t convince anyone to come to your party, or you accept that you’re doing $100,000 of planning to put on a show in an empty auditorium. Either way. At least no one will be able to say I didn’t warn them.

3. Broken encryption. We have a group mailbox in which I spend half my time working. For the last six months or more, though, the encryption certificates for that mailbox have been invalid, so any time someone sends us an encrypted email, we have to stop what we’re doing and ask them to either send it unencrypted or send it to our personal mailbox. Then, sign off the group mailbox, sign into our own, and forward the message. It’s not hard, but it’s a time suck and fucks with the basic workflow of the day. The fix to this is an easy one, just requiring us to forward some paperwork over to the IT trolls. We’ve raised it to management on more than one occasion… but bosses being bosses have decided that they don’t want to do that because they have a “better way.” It’s one goddamned simple fix to make life in this cubicle hell marginally better, but it’s too hard to do. It’s about to become my newest workplace obsession and I’ll be talking about it in every forum possible until it gets fixed, I retire, or they fire my ass.

Rehearsal week…

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If it’s possible, rehearsal week can be more awful than the actual production. It’s the week when everyone realizes they haven’t been paying enough attention as the big muscle movements take place during the planning process. They find, to their surprise, that all the major decisions have already been taken.

Rehearsals are for refining the concept – not for building something new from whole cloth. I’ll spend a large portion of this week digging in my heels, denying what would have been simple requests a month ago, and generally being an obstinate asshole. Sure, there are some who could, by applying enough pressure among the right people, force me to shift… but very few are going to be willing to exert that kind of effort.

One of the most important lessons of how to be a successful bureaucrat is learning how to say no. Sometimes you have to say it with honey dipped words. Other times you have to say it with claws out. Still, you have to learn to say it to friend and foe alike – and you have to learn how to make it stick.

This will be my annual week of saying no to almost everyone. It won’t win me any new friends, but I’ll drag this rank, festering boondoggle across the finish line. Once that’s done, no one much cares how often you had to tell then no.

On the first day…

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Day one of my Very Important Event is in the books. Nothing seemed to slide completely off the rails… although I couldn’t connect to the network there for a few hours so I honestly have no idea how well anything outside the room I was sitting in really went. That it went at all is pretty much a giant assumption on my part. I guess I’ll find out tomorrow if there are a shit ton of angry emails in my inbox or 1001 complaints that someone could use their eyes to find the right link. That’s a tomorrow problem, of course.

For tonight, I don’t want to talk. I don’t want to think. I don’t want to cook. I want to sit here in this mostly dark room nursing another gin and tonic and scratching the dog’s ears while the cat sheds on me. Anything else feels like it requires way more brainpower than I want to allocate… so I’m not going to.

I’ve done more than enough things I’d rather not do today as it is. These last couple of hours are mine and everything else can bugger directly off.

Now is the spring of my discontent…

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And so it begins. The two weeks a year when I’m forced to put on a brave face and transform into a cheerleader, a producer, a confessor, a circus roustabout, a tyrant, and a Chatty Cathy all in the name of passing along some information that could just as easily be set loose into the world by putting it on a website.

“But that misses the personal touch,” they cry. Knowing how much money you’re going to spend and how isn’t enough. We can’t do without the networking, the back slapping, the crab puffs, and little finger sandwiches. Though they’ll howl just as loudly when we go back to charging $700 a head instead of giving the information away for free online.

COVID and the Plague Era has given me a great respite in that at least the last few iterations of this great dog and pony show have been online. No vast sea of party tents, no outdoor equipment displays, no tickets, no 700 extra people jammed elbow to asshole in an auditorium to listen to presentations they could have heard just as easily from home. Next year might be back to “normal”… and that’s a threat that hangs over me like a goddamned death sentence.

Another Tharp and Associates Production…

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It’s the most ridiculous week of the year.

I spent most of the morning updating slides that were allegedly “final” three weeks ago. There’s always one more opportunity to swap out “glad” for “happy” for the 36th time, I suppose.

I should probably be happy. The inertia of large events is about to take control of this one and guide it down the slipway towards “mission complete” on Thursday afternoon. The only promise I ever make in the days before a Tharp and Associates Production is “Some things will go well. Some things will go badly. And a week after it’s over, no one will care except that it means we’ve checked that particular box for another circuit around the sun.”

This is the second year in a row that we’ve been forced to do everything “remotely.” Despite it being infinitely more manageable and cost effective, I can’t imagine that COVID-enforced way of doing things being allowed to persist in a post- COVID world. Before you know it, I’ll be back to talking to caterers, circus tent rental companies, stage and lighting designers, and the gaggle of other vendors you need to deal with to make sure every year is just a little bit bigger and more extravagant than the one before.

There are loads of future dates and activities that I look forward to, but I try not to make a habit of wishing my life away. All the same, if I were to go to sleep tonight and somehow wake up on Friday morning, I wouldn’t raise a word of protest.

EndEx…

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Some will say I’m wrong, but for my money the happiest word in the English language, at least today, is EndEx.

Twelve months of bashing my head against the wall is now concluded – more with a whimper than with a bang. I’m fine with that. It means whatever cockups happened were transparent to anyone who didn’t know what should have happened. Ignorance truly is bliss for an audience.

So the big show is over for another year. Now we’ll unpack it, look at what didn’t work, and make recommendations for next year that we’ll all later ignore. The heavy lift is finished, but I’ve still got a few weeks of living left to do with it’s corpse.

Once it’s well and truly in the ground, it’ll be time to start planning for 2021. That effort usually kicks off in June – delayed this year because the Great Plague has delayed everything.

Every year someone cheerfully says, “Oh, we’ll tag someone else with this next year.” It’s a happy fiction, but organizational dynamics tell me that I won’t be relieved of this particular opportunity to excel except by retirement, resignation, or death. So I’ve got that to look forward to in the next few weeks too.

But today is EndEx for Big Event 2020. I’ll be savoring the moment for the next twelve hour or so before schlepping back to the office to deal with whatever fresh hell Outlook brought me overnight.

Half done…

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Well, there’s day one in the books. No one set the stage on fire. No one fell down the steps. Lights didn’t fall on anyone. The tech (mostly) worked the way it’s supposed to.

Now that I’m mostly in spectator mode there are obviously things I’d change up a bit – items that made sense on paper but less so under the lights. If that’s the worst of Day 1 I can live with that.

There’s still another day to go. Tomorrow has more people and more moving parts. If something is going to cut loose, tomorrow is really when I’m expecting it to happen.

We’re half done with half to go. I’ll still sleep well tonight, but I’ll wake up tomorrow morning wondering what shit will find the fan.