The work that goes on behind the scenes of a photo shoot or news conference is not for the faint of heart. Pushing one’s creativity to the limit throughout the planning and execution of a high-stakes event is both exhausting and rewarding.

When I’m working all the angles of an event, the devil is always in the details. There’s the lighting, staging, makeup, talent, photography, sound, scripting and the venue, to name just a few. And, if you’re working with children, you may as well forget sticking to a plan because kids will just blow it up — they don’t care too much about deadlines!

I can’t give away all of the ingredients to the secret sauce of our success, but I will share a few event coordination tips with you…

First: Expect the unexpected — rain, talent that doesn’t show up, crying children, a competing event that steals your audience.  When planning a big event, always have a Plan B.  A good rule of thumb is to plan for the worst and deliver the best.

Two:  Pay attention to the details.  A successful event is the product of a million small details that were planned with precision.   Look at it through your audience’s eyes.

Three: Do a site visit and a sound check before the guest speakers, talent or reporters arrive.  It’s important to be able to hear the message, so make sure the ambient noise is manageable. Don’t be afraid to ask for a break at a certain time if there’s lawn mowing or vacuuming going on nearby!

Four:  Be likeable; don’t get so caught up in what you’re doing that you forget to have fun! Interact positively with the people around you; collaborate closely with your colleagues and be sure to market your victories internally as well as externally.

Last but not least: Deliver a “WOW” factor.  Mutually agree on goals and metrics you can meet and then exceed expectations.

Our clients are first-rate and they deserve the very best. Check out a few pictures from behind the scenes of some of our most recent work with clients.