Using Time Wisely

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Inspiration: Halloween Party Ideas – Part 1

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Photograph Credit: Flickr (Matthew P.)

Are you planning a Halloween Party this year? For the last two or three years, our family has hosted a non-scary Halloween party with friends. With a busy scheduled this year, I am still debating whether or not we will host this year.

If you are interested in hosting a gathering but have no idea where to start, let me help. In scanning the posts from my favorite blogs through my Google Reader, I came across a great article written by Joanie from thekrazycouponlady.com: Halloween Party Ideas: Plan your Spooky Party for Under $50. She gives you a list of supplies for the food and decorations. Oh, the spider cakes look like lots of fun and simple for little ones to create.

Though I am not currently planning a Halloween party, I enjoy keeping event notes and gaining inspiration in case my schedule frees up to plan a Halloween Bash. In using time wisely, I keep watching for inspiration since I might need one of these ideas soon. Happy planning!

Question: Are you having a Halloween party this year? If so, what are you planning? Please inspire us and add your answer to the comments.

Event Planning: Changing my Focus

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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.

My Upcoming 2011-2012 Events

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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!

Keeping Event Notes

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Photograph Credit: Ashley Conner

My summer has been a whirlwind of activity. When one activity has concluded, there seems to be two or three right behind. In staying a step ahead (which sometimes is just hours) and using time wisely, I research ideas and refer to my calendar often. As an event draws near, I review my notes and schedule the event.

Researching

In preparing for my oldest daughter’s 4-year-old birthday party, I was relieved to find my notes from planning in advance. Months ago when my daughter chose a Strawberry Shortcake theme, I had popped online and found party ideas. I created a document in WORD, copy and pasted the ideas, and saved it.

Reviewing

In late spring when our party store advertised a sale on birthday themed items, I reviewed my notes for game ideas and scheduled a trip with my daughter. Having her present to decide on color (pink vs. red), favors (hats vs. blowouts), and decorations (cupcake inserts vs. cake pan) helped me consider my guest of honor’s preferences.

By including my daughter in the planning, I not only learned what she likes about Strawberry Shortcake, but she is learning how to organize a birthday party. She was already thinking of games and streamer ideas before we bought any items or brought out the birthday tote with all the supplies. Since we have hosted a number of birthday parties at our house, my daughter, at the age of (almost) 4, was already planning and thinking through her options weeks before her birthday event.

Scheduling

In weighing the cost of her big day, I consulted the document with the gathered Strawberry Shortcake party ideas, the purchased decorations, and party items I had on hand. Since we had already purchased most of the items (on sale) and had paper goods in the colors my daughter chose, I only needed balloons, ice cream, and ingredients for the punch and cupcakes. With this list of small items (some of which I already had in my pantry), I was able to keep the cost under $100.

By keeping notes for party ideas, decorations, and games in one document, I can add, change, or delete items while researching, reviewing, and scheduling. These notes help me stay organized which saves me money, energy, and time.

Next week, I will share the itinerary my daughter and I planned for her birthday party. She is quite creative and definitely knows what she wants. 🙂

Question: How do you keep track of party ideas?