Award Winning Ottawa Event Planning

My Typical Morning as an Event Planner

I just finished a couple of tasks for a couple of our events so I thought I would take a few minutes to share how my morning has looked so far today to give you an idea of what happens here in our office on a typical day.

This morning I use the word office loosely because I am sitting in my home office in my jogging pants and a sweatshirt and my comfy work-at-home socks (aka Chapters reading socks, if you don’t have pair you need a pair! You’ll love them I promise)

I came down to my desk at about 8am and haven’t really moved since (it’s about 10 now). This morning my very first task was to respond to an email from a client. We’re working on a quick turn around creative type event for them. There are 200 people who will be attending and they want it to be interactive which means we have to create or find an activity they can all do together. I was actually working on this same event when I wrote our post “The Decision is Yours – Working with a planner doesn’t mean you lose control of your event“.

Our client has decided on the venue and we have agreed to a basic concept but because of their deadlines she needs a quick turnaround on the overall concept. For the creative minds out there I know you understand that it’s not easy to be creative on command. As I fell asleep last night I was tossing and turning about how I was going to make this concept work for 200 people. This morning I got up and did some research on our trusty idea builder, Pinterest. If you’re looking for ideas I highly recommend using Pinterest to get started, but don’t try to duplicate, use it to stimulate your mind for creative ideas of your own. Which is what I did this morning. I researched three concepts this morning – trivia, scavenger hunt and mystery parties. Knowing my client, their expectations and having a good idea of their attendees I have sent a basic but detailed concept to the client. If she likes the concept the next step will be to confirm the booking with the venue and get in touch with our amazing graphic designer, Meredith, owner of Luce Ends, who will be a very important part of making this event come to life.

While I wait for my client to respond I took some time to review a comparison chart that Angie created for one of our 2018 wedding clients. In this case, Angie is sending a comparison of photographers to our client. Our client narrowed her selection down to 8 favourites. From there Angie contacted them all to check their availability and to get details on all their wedding packages – price, number of hours that are included, how many pictures are included and other things like does it include an album and an engagement shoot. She created a simple chart for our client to look at that provides all those details so that our client can make the decision comparing “apples to apples”.

We find so often that people often book services without really looking at all the details. They will most often book based on lowest price, or at least what appears to be lowest price. In this case if our client booked that way they may have been disappointed because for this particular photographer the engagement shoot and the album are not included. If you add in those additional costs that photographer is actually the same price as the majority of the others on the list. Which means that perhaps they would have settled for a photographer they didn’t particularly love because they were so worried about price when they could have potentially had the exact photographer they really wanted for the exact same price in the end.

Because of my background in photography I was able to provide Angie some additional thoughts on the list based on quality and final products that she may not have been able to provide to our client otherwise. Just one of the many reasons we have such a great team!

Well, it’s time to get back to work. I see that my client has responded to my concept and we have another quick turn-around event we need to get to today. I hope you found this post helpful and if there is anything we can help with please don’t hesitate to reach out. We always love to chat with our followers.

Julia O’Grady has big vision, fresh ideas and a proven track record in the events industry. She and her team work hard to exceed client expectations and push ITM Events to achieve greater heights. A driven entrepreneur, Julia also manages the business side of ITM Events including human resources, finances, marketing and writing grant and sales proposals. In taking a high level approach to event management, Julia is able to visualize a project from inception to successful execution. She attracts valuable sponsors by offering meaningful opportunities to engage with participants. Julia uses her keen analytical mind to create incredible events that maximize the available budget. When Julia isn’t planning unforgettable events, she loves travelling the world with her family, staying active, and enjoying fine food and martinis.


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