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9 Cross-Functional Lessons from Event Planning
Event planning is not just about logistics; it’s a unique opportunity to hone cross-functional skills. Think of it as a dynamic training ground where mastering the art of human interaction is key. Unlike in a workplace where obligation drives interaction, events are optional—like games—where creating an engaging experience is essential.
NOTE: this is the briefer version of a more emotionally cathartic post I wrote in the AM last night.
One More Thing about Event Logistics
Before diving into the intricacies of human interaction, it’s essential to address the logistical side of event planning. Inspired by “The Checklist Manifesto” by Atul Gawande, logistics are often the easiest part of an event. With a thorough checklist, you can ensure that all operational, functional, and logistical aspects are covered. Remember, a location, beverages, and appetizers do not make the event. The true essence of an event lies in the net emotional experience of the attendees.
1. The Essence of Human Interaction
Drawing from “The Art of Gathering” by Priya Parker, the core of successful events lies in the emotional experiences and connections formed. Logistics and details are important, but what truly makes an event memorable is the emotional engagement of the attendees.
2. Anticipate and Exceed Expectations
“Unreasonable Hospitality” by Will Guidara teaches the power of anticipating guest needs and exceeding their expectations. By greeting every guest, remembering names, and making thoughtful introductions, you create a welcoming and memorable environment that makes attendees feel valued.
3. Solving the Cold Start Problem with Multi-Sided Networks
Andrew Chen’s “The Cold Start Problem” emphasizes the importance of multi-sided networks. Successful events thrive on bringing together diverse groups who benefit from each other’s presence. By connecting people with common interests and facilitating interactions, you create a dynamic and engaging environment.
4. The Power of Honest Communication
“Crucial Conversations” by Joseph Grenny et al. highlights the importance of addressing potential conflicts directly. By engaging with attendees, understanding their needs, and asking for feedback, you ensure events meet their expectations and build lasting connections.
5. Building Relationships Through Influence
Principles from “How to Win Friends and Influence People” by Dale Carnegie and “Influence” by Robert Cialdini highlight the importance of personal invitations and follow-ups. Using social proof to highlight who else is attending encourages participation and makes attendees feel part of a larger community.
6. Gamification for Engagement
“Actionable Gamification” by Yu-kai Chou emphasizes the value of core drives like Social Influence and Relatedness, Unpredictability and Curiosity, and Avoidance to enhance engagement:
- Social Influence and Relatedness: By fostering an environment where attendees feel connected and part of a community, you can create a sense of belonging and engagement. Facilitating networking and encouraging interactions make the event more enjoyable and meaningful.
- Unpredictability and Curiosity: Introducing elements of surprise and intrigue keeps attendees interested and excited. Whether through unexpected performances, unique activities, or surprise guests, maintaining a sense of curiosity can make the event more memorable.
- Avoidance: Creating experiences that people don’t want to miss can drive attendance and engagement. By highlighting the uniqueness and exclusive aspects of the event, you can create a fear of missing out (FOMO) that encourages people to participate.
7. Creating Memorable Experiences
Carmen Simon’s “Impossible to Ignore” underscores the importance of crafting memorable experiences. Combining this with Chen’s concept of multi-sided networks, events should bring together different groups with mutual benefits, fostering an environment of collaboration and shared value. This approach aligns with Maya Angelou’s wisdom: “People will forget what you said, people will forget what you did, but people will never forget how you made them feel.” The key to a successful event is creating strong, positive memories through impactful interactions.
8. Facilitating Movement and Interaction
Inspired by my time at The Chamber of Commerce in Greenwich, CT, I learned that people are terrible at extricating themselves from awkward conversations. By playing the role of matchmaker and ensuring sufficient movement in the room, you keep the atmosphere dynamic and engaging. As Priya Parker suggests, acting as a facilitator and host helps predict guest wants and needs, exceeding their expectations before they articulate them.
9. Empowering Autonomy and Ownership
As the key founder of the Young Professional Group (YPG), I applied Dale Carnegie’s practice of giving people positive expectations to live up to. Negotiating for autonomy allowed us to create impactful events, including a Health & Wellness Expo with over 70 exhibitors and 1,000 attendees. This success was a result of building a desire for the YPG, as articulated in “Impossible to Ignore” by Carmen Simon.
In short…
Event planning transcends logistics and becomes a dynamic training ground for mastering cross-functional skills. By focusing on human interaction, anticipation, honest communication, relationship building, gamification, memorable experiences, and fostering movement and autonomy, you can create events that foster genuine connections and lasting engagement. These principles, drawn from influential books, guide us in designing events that exceed expectations and leave a lasting impact. Just like in games, where participation is driven by choice and enjoyment, events offer the perfect setting to refine these essential skills.