Working with Event Planners
(originally posted June 4, 2013)
I am so glad that none of the current event planners I work with sound like the ones in the video above! That's right none of the event planners/coordinators/people that have anything what so ever to do with an event that I currently have any type of working relationship with are not even remotely like those in the video.
(if that opening statement didn't save my butt I don't know what will)
Anyway, there's nothing like working with a great event planner; and bad ones make you want to quit your job and become a stay at home parent when you have no kids.
I am writing from the techs point of view but I do empathize with event planners - they do a lot. But not everyone was meant to do that job. Although it is wrong to stereotype people (so I've heard) I can actually fit the bad event coordinators I have worked with into a few categories. And they are:
The Insist-ers - they insist on everything even when it makes no sense. I remember my first insist-er, it was actually a guy (which working with male event coordinators is a whole other blog post) he insisted on a projection screen that was too large for his event space. I think it was the second or third event working for myself and I really shouldn't have gave him what he insisted on. He wanted a 10 1⁄2' by 14' screen in a space that was way too small for it. I tried to talk him out of it but he insisted. So me being the ambitious young av tech I setup a 10 1⁄2' by 14' screen in this room and it scraped the ceiling - and that was without the dress kit. I still can't believe that client called me for another event because that looked ridiculous!
Second are the OMG-ers - they literally think everything is a life or death situation and they always respond by saying "oh my god" and sometimes they hold their chest as if they are having a heart attack. I remember one OMG-er who I worked with on a wedding. I get it, weddings are a huge thing not only for the bride and groom but for the planners as well. Usually a high paying gig for the planner and months of working with the bride & groom all coming together in a few hours. And you only get married once......or twice......or three times. Anyway, I had a easy job only providing a sound system for the ceremony with a mic on the groom and a mic on a stand in front of the minister. I was working for someone on this one and the sound system I had to setup was not powerful enough for this outdoor wedding. So the mic in front of the minister picked up OK but the guest in the back couldn't hear that well - so far no freaking out from the planner. But when the groom decided to move his body pack to his back completely covering the antenna needless to say I got no signal. It was intermittent due to his heavy suit jacket so I just left it off - why have a mic going in and out during a ceremony. The groom had written his vows and had some sweet things to say and told the planner about this special moment he wanted to share. When that mic didn't work the event planners eyes pierced into my soul from across the way. She didn't move knowing it would cause more distraction but if her eyes had arms they were chocking me at the very moment. Weddings aren't the type of events you run up and adjust a microphone while the speaker keeps speaking - it is what it is. The groom didn't mind as long as his bride heard him - but that event planner cursed me out in English and Spanish. I just watched in amazement as she had what looked like a demon coming out of her. I heard "OMG" and "Ay Dios Mio" more times that day than in my entire life.
Third are DTNs (Don't Trust Nobody) - the DTN will not just double and triple check with you to make sure you have what they want, they do not trust that you will have anything and will be on top of you all day until the event is over. I used to work in a hotel and one of the event planners did not trust anyone to do their job. The catering and setup staff dealt with it too. This is how a conversation would go:
Planner: "So the client asked for 2 lapel mics do you have the 2 lapel mics?"
Me: "Yes, I saw that in the BEO and will get them mic'd up when they get here."
Planner: "Ok, the client will be here at 9:15, they are scheduled to be here are 9:15 we have to be set before they get here do you have the lapel mics they asked for?"
Me: "Yes, I do."
Planner: "They want 2, do you have 2?"
Me: "Yup, got 2."
Planner: "OK, you have them?! Where are they are they ready to go?"
Me: "They are sitting on table right there, ready to go."
Planner: "Ok, the client will be here soon make sure we have 2 lapel mics ready for them when they get here they will be here at 9:15."
Me: "OK"
5 minutes go by while the planner harassed the catering staff.
Planner: "Hey - you have those lapel mics right?"
SOOOOO glad I don't have to work with people like that anymore! :-)
Working in high pressure situations can be crazy but I have had the pleasure of working with great event planners. I do have to make fun of them (and myself) sometimes though.