Cohosting an Event
Cohosting an event with another planner can be easier because you have a partner, but often the roles between two event planners are not so easily defined. A cohosted event can also result in missed details if you do not work together. You also need to be mindful of each other's schedules and responsibilities. There are many strategies you can employ to successfully cohost an event.
Create a Master Task Board
When partnering up with another planner, all tasks should be outlined on a master board. If you do not share the same office, an e-mail document can be passed easily back and forth. Together you and your partner will create the list detailing every task from beginning stages with the client to the event's end. Divide the list into monthly, weekly, and daily tasks, then divide the list into two separate and equal lists.
There are many instances when event planners work together. A facility or hotel event planner or catering manager frequently teams up with event planners from the corporate, medical, and academic fields. Sometimes the share of the workload falls more on one planner. Take every occasion to even the tasks. It shows professionalism and goodwill — key attributes of a planner.
Communicating with Your Cohost
As you conquer the master task board, let your partner know of your progress daily. This can be done through a quick e-mail, phone call, or text message. Even though you have divided the list, one of you may take extra initiative to help the other out. Your partner may think she is doing you a favor by picking up the programs at the print shop only to find out you picked the programs up two days ago.
Meet All Vendors Together
Two heads are better than one. If you trust this old adage, let your new partnership be no exception. When you and your partner meet with each of your vendors and production team, your combined experience will enhance the execution of the event. If you forget a detail, chances are your partner will remember. In addition, as the venue planner, you need to be in meetings with the production crew and staff as your knowledge of the layout of the venue can aid in setup and staffing.
Include Each Other in Decisions
Including the other event planner in your decisions should be done with the same respect, professionalism, and goodwill you afford your client, staff, and vendors. Not including your partner in the decisions will seem sneaky and underhanded. Remember that your objectives are the same: to host a great event. Any added stress or tension between two event planners can jeopardize the quality of the event and your client's experience.
Take responsibility for mistakes you create and apologize immediately, first to your partner then to the client. When your partner makes a mistake, acknowledge the mistake and move on. Mishaps can and will occur. By being upfront and honest, your mistakes will be forgotten and your good character will take center stage.