Using Time Wisely

Organized to save money, energy, and time

You are here: Home / Archives for Event Planning

Event Planning: Changing my Focus

by

Photograph Credit: Flickr (Craig Jewell)

In My Upcoming 2011-2012 Events‘ post, I shared my involvement with the Kid’s Zone for our Fall Festival. Preparations are underway with the event occurring in about 3 weeks. Yikes!

As I continued working through the details, I got distracted. In making a list of all the vendors, I discovered that I also needed a supply list. As I began another list of the supplies, I realized that I needed a map to know how far away the vendors will be from the power source for extension cords, mats, etc.

By this time I had worked for about 10 minutes without finishing one list. I was no closer to a solution than when I began. Does this happen to you? My brain wanted to plan all the details, but I had no framework for those details.

I. had. to. STOP!

Before getting overwhelmed and quitting, I needed to be using time wisely by changing my focus.

Develop a Framework

Before mastering the details, I needed a framework. Therefore, I went back to my initial list of vendors and finished it. Knowing all the vendors that needed to fit in that space, I sketched an initial map. This rough draft helps me see the big picture when adjustments are needed.

Consider the Sections

With the big picture in place and a tentative map, I then considered which vendors needed power. Identifying where the power sources would be and pairing vendors together, I assigned vendors to sections of the framework.  Working through the different options within my framework keeps my momentum going with forward progress.

TIP: When I am brainstorming, I keep all my sketches. If a plan changes, I can go back to tweak a former sketch. Only when the plan is set will I discard my less-than-stellar sketches.

Work on the details

With a tentative map and sections determined, I concentrated on the details. Returning to the supply list, I then addressed where trash cans needed to be placed, the number of extension cords needed, etc.

By refocusing my scattered brain, that was working miles ahead of where I needed to start, I developed a framework, considered the sections, and worked on the details. In using time wisely, I accomplished the task at hand without frustration once I set a plan. As you can see from this example, I get overwhelmed. But by organizing my thoughts and writing down the ideas and options, I can accomplish much while using time wisely.

Question: What do you do to refocus when you get overwhelmed? Please let me know that I’m not the only one who struggles here. 🙂 Feel free to add your comments and suggestions.

Event Planning: Cutting your Losses

by

Photograph CrediT: Flickr

After a busy spring and bustling summer, I thought fall would be smooth sailing now that the school routine is in place. Once again, I was wrong. I am coming to the conclusion that the slower pace with preschool-age children and toddlers is behind me.

Each season is different with the activities and responsibilities. By preparing myself for this season of busyness, I am learning to declutter my activity schedule to keep it manageable and organized by cutting my losses.

Planned Activities

As activity leaders for our Sunday school class, Paul and I are quickly learning that we are not the only ones in a busy stage. The lower attendance at our planned events indicates busy schedules for all. In an effort to assist our members with great family adventures that meet their needs, we find it necessary to periodically cancel an activity.

Canceling Activities

Having 3-4 gatherings a month can be too frequent. Though it would be nice to have more, Paul and I spend a lot of time preparing, scheduling, and running these activities. Knowing our limitations, we sometimes choose to cut our losses and cancel good events that may work better in a slower month. Again, the slower months are few and far between, but the start of the school year has proved to be filled with plenty activity.

Rescheduling Activities

Whether you are attempting to schedule a dinner party, play group, or afternoon at the park, don’t be discouraged if your request gets declined. Try not to take it personally. You are not being rejected. The offer is getting rejected. If schedules do not permit gathering now, then try again in the winter or spring. All families have busy seasons and by cutting your losses on some events will free up time and energy for other activities.

By cutting our losses when an activity does not materialize, I am using time wisely on my other responsibilities and priorities. In your season of busyness, take heart, declutter your activities, cut your losses, and use your time wisely while focusing on your priorities. Happy planning!

Back-to-School Night: Keeping it Simple

by

Photograph Credit: Flickr (Estelle Broyer)

Marked by new school supplies, books, and information packets, our Back-to-School Night was a success. Besides gaining new information, meeting the teacher(s), and dropping off our supplies, the participants enjoyed a time of fellowship.

The refreshments consisted of sweet breads and a beverage station. The loaves of bread were sliced and placed on individual platters with name cards identifying the type of bread. The center table was simply decorated with a flower bouquet center piece. A separate table with gluten-free and sugar-free options was set to the side of the hallway.

By keeping the food choices simple, all participants enjoyed a time of meeting and greeting new and existing friends. This arrangement worked beautifully for a back-to-school night. I would also consider serving sweet breads for a reception, after-dinner meeting, and part of a brunch menu. In planning events, you can have a successful activity by keeping it simple.

Question: What is your favorite sweet bread? Please add your answer to the comments.

My Upcoming 2011-2012 Events

by

Photograph Credit: Flickr (Kees Straver)

The rain arrived this weekend in South Carolina, and I feel fall coming. With the cooler weather, pumpkin candles burning, and the changing of the leaves, I will be preparing for some large events this school year. Here is my current Event To-Do list that is already underway:

Fall Festival

In October, I have the privilege of coordinating the kids’ zone to raise money for our wonderful school. These preparations are in full swing, but still lots of details to complete.

Christmas Program

Having earned my graduate degree in theatre, I am honored to direct the school Christmas program again this year. In preparing for this event, I feel that I should be further along. The obstacle at this point is locating a script that works within the parameters of our program. Thankfully, a kind teacher provided some scripts for my review. Now, I need to schedule time to read through these options.

Spring Play

Taking on a full play with backdrops and scenery in addition to the costumes, lighting, and sound is a large undertaking. Staying surrounded by knowledgeable helpers, who can carry out delegated responsibilities, is a big key to a successful production. I am looking forward to working with the cast and crew. Thankfully, this script has already been decided.

As I continue keeping event notes and using time wisely, I will take you along on my journey. Hopefully, we will learn from my mistakes and celebrate the victories together. Happy planning this fall!

Birthday Party: 2011 Strawberry Shortcake Results

by

In preparing for a birthday party in my house, my children are very helpful. They enjoy helping set the itinerary, practicing the games, and assisting with setup. However, at the party, my children do not enjoy being the center of attention. Thus far, both my son and older daughter get embarrassed and shy.

Since I now know this behavior is likely to occur, I decided to keep my daughter with her friends throughout the party. She did much better this year and seemed to enjoy it. Whew!

Greeting Guests

On the day of the event, we were ready a little early to receive our guests. My daughter greeted each girl at the door and brought her friends to the living room to play.

Playing Games

One friend did not care to participate in the games, so this friend continued to play with some toys while the other girls played.

Pass the Orange:  The girls did a great job keeping the orange moving and cheering each other along.

Strawberry Spoon Race: Though my daughter practiced this game and said it was her favorite, she wanted to quit in the middle of her turn. Not sure if she got frustrated, tired, or embarrassed, but the girls who started the game finished. Of course, there were prizes for all.

Strawberry Strawberry Shortcake: My daughter ended up loving this game. Some of the girls forgot to sit back down, so they kept running around the circle. Others were really fast back to their seats. This game received the most giggles and laughter of all the games.

Musical Strawberries: This game was a good idea, but the girls kept stepping on the strawberries and sliding across the carpet. Since I did not want them to get hurt, we revised this game a little and had the girls walk on the outside of the circle. When the music stopped, they needed to be standing next to a strawberry. With this adjustment, the game worked perfectly.

Eating Food

Having my mom help in the kitchen was a blessing. As the girls won the Musical Strawberries cake walk, they went to the kitchen where my mom scooped their choice ice cream and then sat them at the table with their chosen cupcake.

If my mom needed more time, then we kept the music playing. Once my mom seated one child, then we stopped the music and the winner went to the kitchen. Working with one child at a time kept the party calm without chaos.

Once all the girls were served, we sang and let my daughter blow out her candles. Then the girls chatted and enjoyed their food together.

Opening gifts

All the girls came to the living room, sat in a semicircle with their gift, and waited their turn. We started with the winner of the first game giving her gift to my daughter first. Having her friend sit with her, my daughter did not feel embarrassed or the center of attention. This arrangement worked well.

Expressing Gratitude

While Daddy was removing the gifts from their packages for the girls to play, my daughter thanked her friends for attending her party and for all her gifts. I stood with her and encouraged her to thank her friends. I was very proud of her announcement.

Delivering goody bags

With all the goody bags previously packaged with the attendees’ names on the bags, I read the name and allowed my daughter to deliver the bags to each of her friends. She enjoyed giving to her friends.

Playing until pickup

The girls enjoyed sorting through their goody bags, playing, and talking until their parents arrived for pickup.

The party was a success! My daughter enjoyed the party, the girls stayed busy, each activity flowed into the next one without interruptions, and no one got hurt.

By preparing in advance, weighing the cost, and keeping event notes, I followed the itinerary, made adjustments, and enjoyed the process. Birthday parties can be lots of work, but the results are worth all the money, energy, and time. Hope your planned events are running smoothly as well!

Question: What adjustments have you made at an event when the original plan did not work? Please add your answer by clicking the Leave your Comment button.