Welcome to the 4th edition of Event Pulse, a free weekly newsletter dedicated to strengthening the vibrant events community. Whether you're a seasoned event producer, someone who organizes meetings and events as part of your day job, or thinking about entering this dynamic industry, this is the place to go for up-to-date information on the latest happenings, tips on best practices, and much more.

I'm Camelia Yeung, an experienced event architect with over 28 years in the business. I'm here to build a community of people who share a passion for this ever-evolving industry and its resilience. But community isn't about me speaking at you - it's about us having a conversation. So give that comment section a workout! Every comment will receive a response, and who knows, your name could be on the next by-line.

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On the Pulse

This week we are talking about…

Weathering Nature's Storms: Why Contingency Planning is Crucial for All Outdoor Events

Biting the Bullet, Not Biting the Dust: 3 Major Takeaways from the PennFest Cancellation

Kickstart Your Career in the Exciting World of Events

Why Contingency Planning is Crucial for All Outdoor Events

No one wants to swim in raw sewage! The Paris 2024 Olympics triathlon event, planned to be held in the Seine River, is facing a major setback due to high pollution levels. With recent rains washing all sorts of pollutants into the river and just over 100 days to go, the event organizers have admitted the swimming portion may need to be postponed or canceled if the water quality does not improve.

This debacle serves as a cautionary tale for event planners. No matter how much you plan or invest, nature can always disrupt even the best-laid plans. By relying solely on the Seine for the triathlon, the Paris 2024 team has backed themselves into a corner with no viable backup.

To prevent similar issues, event planners must conduct thorough risk assessments for outdoor events. This should include considering all potential eventualities, such as cancellation due to weather or environmental factors. Backup venues, contingency scheduling, and alternative event formats should all be planned from the start.

Overconfidence and failure to plan for the unexpected can doom even the most ambitious events.

3 Major Takeaways from the PennFest Cancellation

Making a silk purse out of a sow's ear. This year has seen a wave of festival cancellations, leaving organizers and attendees with a sense of déjà vu (see my LinkedIn post from a month ago). While PennFest, with a daily capacity of 10,000 over 3 days, may not be Coachella, small festivals like these still have a significant impact on the local economy, the incomes of performers, and the livelihoods of the stagehands and technicians who work behind the scenes. In their press release, the PennFest organizers have done a number of things right - lessons that all event producers can learn from.

First and foremost, they notified everyone early. With the event dates originally set for July 19-21, this gave artists, technicians, and local establishments like hotels and restaurants ample time to adjust their plans and pivot their marketing efforts.

Secondly, the organizers' statement about "challenging trading conditions coupled with significantly increasing costs in a very challenging economic climate" making it "impossible to deliver the event to the standard our customers have become accustomed to" indicates they chose to cancel rather than deliver a subpar experience. This is good for PR. Their regular attendees will appreciate the organizers' commitment to quality, possibly forgiving them for the cancellation and leaving enough goodwill for them to come back next year.

Finally, the decision to roll over tickets to the 2025 event is a smart move on two counts:

1. It saves on refund costs (yes, refunding tickets is expensive!), and

2. It leaves the organizer with cash on hand to help with the cash flow needed to plan the 2025 event. This proactive approach will serve them well as they look to bounce back stronger than ever.

What would you do if faced with a similar situation of having to cancel an event due to factors outside your control? How would you balance the needs of attendees, vendors, and your own financial viability?

Are you captivated by the thrill of pulling off a flawless event, from grand galas to lively festivals? If the idea of working in the event industry excites you, you're in the right place. But before you dive in, it's important to understand the key factors that will set you up for success.

A Passion for Perfection: The Key to Thriving in Event Planning

First and foremost, you need to have a genuine interest and passion for event planning and management. This isn't just about enjoying parties - it's about being detail-oriented, organized, and able to handle the pressure of deadlines and unexpected challenges. Event planning requires meticulous attention to every little detail to ensure everything runs smoothly, and to deliver an event that meets your stakeholders’ expectations.

Finding Your Equilibrium: Mastering Work-Life Balance in the Event Industry

Next, you'll need to consider the work-life balance that comes with a career in events. The industry often involves long hours, especially during peak event seasons. A venue coordinator in a hotel or event venue for example may offer a regular shift schedule, whereas a frontline event planner would work long hours especially when gearing toward an event, or during. So, it's important to be realistic about the demands of the job and find a role that aligns with the type of work-life balance you desire.

Paving the Way: Leveraging Experience and Qualifications

When it comes to experience and qualifications, the event industry values practical skills and industry knowledge just as much as formal education.

Consider gaining experience through internships, volunteering, or entry-level positions to develop the necessary skills.

There are certificate courses or degree programs tailored for the industry that you can take.

Networking within the industry can also be a valuable way to learn from seasoned professionals and uncover hidden job opportunities. Join industry associations like MPI (Meeting Professionals International), NACE (National Association for Catering & Events), AEP (Academic Event Professional), or the Events Industry Council to name just a few. Or just attend their events.

Embrace the Unexpected: The Art of Adaptability and Creativity

Adaptability and creativity are also crucial in this dynamic field. Events can be unpredictable, so you'll need to be able to think on your feet and find innovative solutions to challenges.

For example, the band you booked for your event had a car accident on their way to your venue and will be late. What do you do?

Or, one of your guests informs you at the event that they need a gluten-free meal, as they have celiac disease. What do you do?

The event industry rewards those who can think outside the box and can come up with creative ideas.

Mastering the Minutiae: The Power of Attention to Detail

Finally, don't underestimate the importance of attention to detail. From coordinating vendors to managing budgets to ensuring everything runs smoothly on the day of the event, even the smallest oversight can have significant consequences.

Now that you know the key factors, you might be wondering, "Where do I even begin?" The good news is that there are ample opportunities to get your foot in the door. You can start by researching event planning companies, venues, and organizations directly. Many of these will have dedicated job postings for event-related roles.

Alternatively, you can explore opportunities through specialist recruiters who have deep connections within the event industry. These recruiters can help match your skills and experience with the right openings, providing valuable insights and guidance along the way.

Regardless of which route you choose, the most important thing is to stay persistent and open-minded. The event industry is a dynamic and exciting field, and with the right combination of passion, skills, and adaptability, you can turn your dream of working in events into a reality.

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