Expect the Unexpected: Behind the Scenes at HoG Events

By Kelli White, Special Events/Volunteer Coordinator

The spring event season at HoG was one big fun-filled adventure. Our days were jam-packed with detailed checklists, planning meetings, storage runs and lots of packing in order to properly prepare for our upcoming events. Three fabulous Trot to Clot Walk/Runs, one lovely Volunteer and Donor Appreciation Reception, and an exciting new event at the Gwinnett Braves game all took place in two quick months.

I don’t know about you, but I personally love to attend fun, exciting and well-organized events. Our goal in the HoG Development Department is to make sure that everyone who comes out to support us has a great time and that they see the event take place with little effort or stress. In order for this to happen, you have to expect that the unexpected will occur from time to time.

This spring we had relentless rain during our first Trot to Clot, but we were able to overcome this hurdle due to proper planning and preparation in advance. This is just an example of something out of your control that might occur during a special event. When things like this happen you just learn to make it work and move forward in the best way possible.

I grew up in a small town in Indiana where my family owned and operated an event planning business. Most of my adolescence was spent catering parties with my grandma, planning corporate outings with my mom and executing charity golf tournaments with my dad. Growing up in this atmosphere helped me see how exciting it is to plan special events. I know all of the last-minute changes, early morning wake-up calls, and overall unpredictability of special events is completely worth it. Seeing events take place and watching people enjoy something you have planned is, in the end, a very rewarding and fun experience!

Are you planning an event? Here are a few tips to help make things go smoothly:

1. Start as soon as possible and hold a brainstorming session once you have decided to host the event. You will need to answer a lot of basic questions before you move forward in the planning process. What type of theme will you have for the event? Where will the event be held? Who will you invite? What type of budget will you be working with?...etc.

2. Create a checklist with intricate details to include location, budget, timeline, volunteers, etc. Checklists are so helpful! They keep you organized and on track.

3. Understand that things can change last minute, so it is always good to have a reliable contingency plan.

4. Smile, have fun and enjoy the event you have planned. Everyone who attends will enjoy the event more if they see that the event planner appears to be stress free and properly prepared.

5. After the event is completed be sure to write thank you notes to all of your supporters, volunteers and attendees!