Confessions of an Event Planner

The Book of the Week is “Confessions of an Event Planner” by Judy Allen, published in 2009.

This volume contains various realistic scenarios of business, personal and charity events to show the reader the nature of the event planning industry. The acronym for how to prepare for any problems is ABC: Anticipation, Backup plan, Code of conduct.

There is always at least one troublemaker at every business event, who must be watched. The author describes their personality types, a few of whom include those who make unwanted sexual advances; those who feel entitled to a hotel room better than the one they were assigned; men who show off their masculinity, and women who are provocatively dressed.

The author points out that meticulous planning is required with business celebrations to head off possible untoward occurrences. There are companies that try to cheat on their taxes, and business executives who have their hand in the company cookie jar. Irate guests might do damage to hotel property. There may be a male executive officer whose mistress (and secretary) is booked in a separate room, but stays in his room at night. When children are attending an event, the planner has to consider appropriate food menus, food allergies, legal waivers and contingencies for liabilities. Part of the planner’s job is to prevent lawsuits by thinking through safety issues and complying with the law. Sometimes, event employees will recognize a situation in which guests’ behavior is about to spin out of control, and put the kibosh on it. They need to work as a team.

Sometimes event planners must deal with “too many chiefs, not enough Indians” with clients preparing a personal or nonprofit celebration. The goal of the nonprofits is to raise funds, but if the goal of the nonprofits’ events representative is to acquire social power, publicity for herself, or find her next husband, then the charity event may actually suffer a monetary loss. Even when all parties have the best of intentions, the nonprofit event may also be a failure because inexperienced volunteers are running it.

In short, the author provides advice on what to do before, during and after an event to ensure a safe, enjoyable occasion that a planner can be proud of.