(no subject)
I will be so glad when this work week is over. "always feeling behind" is what we say. I also have 3 jobs in my 1 position.
This Friday we are hosting an event for multicultural staff to learn ways they can advance in their careers. Will the speakers be effective? We'll see. I've been made chair of the logistics committee. For the past ... 5 or so months I've dedicated so much time to this event. I didn't know it would be this much work. The other chair dropped out since she's planning another event. I did a 150-person event at my old job and it was way less stressful. I think it's true that the more people in the kitchen creates more chaos. Delegate, they say. But i can do it faster, now, and more detailed. It's kind of like that bystander theory where everyone thinks someone else will do it. And now we're down to the wire.
What does "logistics" even entail? Just securing the venue? Nope.
Venue request for proposals (rfp)
Create rfp list
Decide event parameters
Venue tours/site visits
Group venue voting
Venue costs
Main venue site visit
Identify venue contacts
Venue layout
First draft catering selections
Planning meetings at venue for additional walk throughs
Taste testings
Meet with facilities
Order supplies
Performance location
Performers
Food truck location
Food truck lists
Food truck menus
Food truck payment method
Food truck discerning guests vs non guests
W9 forms for payment disbursement
Food truck minimums
Budget Updates every week
Food truck permits
Food truck inspections
Performance amplification allowance
Reservations cost estimates
Breakout rooms
Breakout room transformation in ballroom
Signs
PowerPoint templates for all speakers
Decor
Parking directional signs
Logos on all signs
Theme on all signs
Expo area
Expo tables
Expo table content
Expo signs
Directional signs to breakout building
Easels for posters
Audio visual needs for each speaker
Background music
Parking lot reservation
Parking waivers list
Parking attendants
Parking directions
VIP parking
Room to reserve personal belongings
Backup rooms for weather changes
Volunteers
Volunteer assignments
Staff uniforms
Staff internal communication meeting
Filming permit
Lunch times
Internal lunch times
Internal lunch location
Backup presenters
Supplies for each speaker
City ordinances
Cash bar
Alcohol permit
Law enforcement cost
Alcohol method of identifying qualifying drinkers
Everything set up locations
Sponsorships
Sponsorship request letter
Sponsorship form
Fund acknowledging forms
Sponsor acknowledgement
Sponsor levels
In-kind product donation
Tax information
Goody bags
Goody bag items
Tabletop sign holders
Tabletop centerpieces
Charging station
Backup laptops/IT
Goody bag assembly
Photographer
Videographer
Run of show
Stage set up
Room set up
Expo set up
Order set up
Etc etc etc etc etc etc etc
Almost every day the past few weeks, there has been some change from some one.
I think I'm a pro at event planning now.