Using Time Wisely

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Consider your Guest of Honor

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Photograph Credit: Flickr (Tracy Hunter)

When planning an event, the host works to organize, prepare, and execute a great outing. Having coordinated and planned many events, I find systems that work for me and usually try to repeat the successes and adjust the failures.

Though I have general guidelines for baby showers, birthday parties, and dinners with friends, I continue to discover and adjust with each event. I have learned that the best way to have a successful event is by working with the guest of honor.

For a dinner with friends, my friends would be the guests. I would plan a menu around their likes, allergies, and preferences. For a baby shower, the guest would be the mom-to-be. I would want to consult her before planning a Huggies diaper shower because she may opt for cloth diapers.

In preparing for a 4-year-old summer birthday party, I invited my daughter, the guest of honor, to go shopping with me for party supplies. Besides being elated to gather Strawberry Shortcake items, she got one-on-one time with Mommy. By having the guest of honor at the store to choose items for the party favors and decorations, I was able to discern what she likes about Strawberry Shortcake. Now as I plan the format and games for her party, I have a better understanding of what she likes and what games she wants to play.

As you plan your next event, consider your guest of honor. I understand that your style may not be the same or your preferences, but your event will be for your guest of honor. The better you understand your guest of honor and incorporate his or her interests into your event, the better your event will be.

I know it can be difficult, but use your time wisely and do your best. Be willing to step out of your comfort zone as you plan, organize, and execute a great event for your guest of honor. You will be so glad you did!

Science Fair: Learning from Adjustment

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Photograph Credit: Flickr (Oakley Originals)

Are you familiar with a Science Fair? This is an event where contestants bring science projects to be viewed and judged for prizes.  The setup for a Science Fair requires space for viewing and stability to protect the projects.

When the science teacher asked for help with setup, my girls and I arrived to help. After spending some time planning, we began moving round tables into the designated places. Then a Board member arrived to help, and he informed the science teacher of an event scheduled in the same building that evening. We then had to stop. The science teacher worked through the inconvenience and adjusted her plan.

We then helped her to execute that new plan. The final product was not what the teacher envisioned for the Science Fair, but the setup accomplished both goals: room for viewing and solid surfaces to protect the projects.

WHAT I LEARNED:

  • When organizing any event, know who will be using the space of your event between setup and the event.
  • Keep your cool when a bump in the process arises (i.e. a scheduled meeting in your space).
  • Adjust your plan, and keep your focus on accomplishing your basic goals.
  • Help the coordinator by staying calm and being willing to redo the setup.

The next day, the girls and I attended the Science Fair. The event progressed very smoothly. All the projects were well-displayed, and there was plenty of room to move around the exhibits without disturbing the projects.

As you assist or attend an event, do you take note of good organization? I am always looking to improve my organization. When I run an event that is well-organized, I know I have spent my time wisely as I enjoy the activities with my guests.