Are you a Dreamer?

Have you ever been asked to work on a project with people whom you have never met? Or…..perhaps you have met them, but have never worked with them?

Such is the case with a committee driven event made up of volunteers (freely contributing time, effort and resources). At times, these committees are made up of “Doers”…..those individuals who always get the job done. But! Sometimes, the groups are made up of only “Dreamers” who, unfortunately, may not have the skill set to execute the task at hand. The perfect committee is made up of both “Doers” and “Dreamers”. Let me explain.

Dreamers are those individuals who always think yes before no. They do not see limits, only opportunities. Doers sometimes get frustrated with Dreamers because they are turning left when the Doer is turning right. They think differently and it challenges the mindset of the Doer. In essence…..they can make the project exciting!

Can someone be a Doer and a Dreamer? Yes, most definitely – but they are few and far between. If you have one on your team I suggest you treat them like a rare find. They are a little like a double rainbow or a Unicorn.

In the real world, a great collaboration needs the following:

1. You need a mix of both “Doers” and “Dreamers”

2. You need a “Dream Wrangler”: someone who can draw out the ideas from the Dreamers, keep them on track.

3. You need a leader: As much as you might be a committee, everyone needs a leader. You need a point of contact, someone to make decisions, give final approval. Committee’s can become very passive aggressive and leadership is integral to a successful outcome.

4. You need to create an environment of trust.

5. There needs to be an articulated goal that all parties understand.

Finally, it is important to know what your “Doers” and “Dreamers” need so that you can feed them. What I am saying is, that everyone participates in collaborative projects for different reasons and if you can identify what those reasons are from the beginning, you will better able to position them in the project so that they get what they need out of it.

Recently, the planets aligned for me in such a way that I was able to become a part of a unique collaborative process. I was asked by Dream Wrangler Tahira Endean to participate in the EventCamp Vancouver planning experience. Tahira is a "double rainbow" - she is both a Doer and a Dreamer and artfully worked her magic throughout the planning process. She assembled a unique group of both Dreamers and Doers from near and far. It was truly an amazing experience that is sending ripples exponentially throughout the network of those who attended.

So…..the next time you are working on a collaborative event, think about this process. Appreciate your Dreamers, because without them you wouldn’t push boundaries, stretch your imagination. Acknowledge your Doers because without them – it would just be a page filled with ideas.

Judy

A "green" Party Trick

I thought I would share a couple of green event "party tricks" with you. One of my green event strategies is to save the coffee grounds from events/conferences/meetings for use as compost. I have a network of friends who are happy to receive the coffee grounds. Note: You can divide them up amongst a number of people. If I am working on an event out of town, I try to partner with a local organization and arrange for them to take the grounds (horticultural society, community garden, etc.)

It isn't a difficult strategy to achieve...you just need to arrange with your caterer to save the grounds and provide something for them to put the grounds in. I generally line a bin with a strong garbage bag (the wet grounds get heavy) and the caterer positions it beside the coffee maker. Believe me.....when you are serving coffee to 650 attendees, the grounds add up!

It occurred to me that my attendees didn't know what was happening behind the scenes. They didn't know that we were saving the coffee grounds. For some events I began posting a sign by the coffee station that informed the attendees that we were saving coffee grounds and what the grounds were going to be used for (use pictures to help to illustrate, perhaps a photo of a vegetable garden that received some of the rich compost).

You can take this one step further by having a chalk board or white board beside the coffee station where you can record daily, the weight of the coffee grounds going to compost. If your event is only a one day event, you can still do this.....simply post the results from the morning coffee and then the results from the afternoon coffee break. For multi-day events, you can share the impressive numbers via email in an "eco-daily". An "eco-daily" is an newsletter that informs the attendees of what has been accomplished each day.

If you don't inform your attendees, you can't influence them. Share the message, share the strategies, share the successes.

I believe that your attendee's have an inherent wish to "do good" and when you share with them that they are actually playing a part in something positive, they will respond positively.

Judy

Gone Fishin'

As a Green Meeting planner, I tend to focus on the question, “what strategies can I implement during my event that will minimize the footprint while balancing the delicate equation considering people, planet and profits”. I admit it….I consider(ed) my actions (the action of the planner) to be omnipotent to the overall success of greening the event.

Recently, I had a gut check which resulted in an epiphany of sorts (don’t worry folks…..it wasn’t physically painful, just mildly embarrassing). While collaborating with Shawna McKinley, Director of Sustainability with MeetGreen on the gaming component of Event Camp Vancouver, I was tasked with developing the first draft of green action items. I had to consider these actions from an attendee’s point of view. At first, I struggled…..I was a bit discombobulated with the exercise. I am embarrassed to admit it, but as a planner, I never thought of it that way. In the past, it was always about me (my husband will agree with this). Me! Me! Me! What choices can “I” make that will lessen the overall footprint of the event? I was making these choices on behalf of the attendee. I mean….it made sense right…..?

Wrong!

During this exercise, I quickly realized that I need to get over myself (once again, my husband will agree). I need to recognize the tremendous impact of the individual personal actions of my attendees. It is wonderful if everyone uses the refillable water bottle that I have planned for and provided during my events, but it will be even better if they take the bottle home and use it everyday. It is called building a sustainable event “legacy of actions” (not an official term, but catchy nonetheless).

Oopsey daisy….there goes the light bulb and I find myself having an Oprah “ah ha” moment. Maybe I should sit down.

I realized that (in the past) I was not giving my attendee’s the power, the knowledge or the tools necessary to contribute personally to the overall footprint of the event. When they are at the event, I have made the choices for them, but am I negating the impact/importance of their personal choices?

· Travel

· Hotel Accommodation

· Transit

· Meals

The event might last two days, but if I really want to be a change agent, I have to find ways to influence long term behaviour…..daily actions at home and on the road; at work; at play.

How do I do this?

Realize that control and influence are two separate things. Control is what you have (wish you had in some cases) while planning the event. You are in the driver’s seat; you are the one negotiating with vendors, you are making choices. Influence is what you have with your attendee. You have the ability to influence behaviour through education and awareness. They are a captive audience…..don’t miss the opportunity.

Whew…..that was some heavy stuff; maybe I should lay down.

During Event Camp Vancouver, we are trying to influence the behaviour/actions of our attendees by reinforcing that behavior through the game application. We are making a case for a much more holistic approach to sustainable event planning, but trying to do so in a fun and interactive manner.

There is a famous quote by an unknown author that says, “Give a man a fish; you have fed him for today. Teach a man to fish; and you have fed him for a lifetime”. Well…….we are going fishing folks!

See you at EventCamp!

Why event planning sometimes feels like a bad/good/horrible first date…….

Now…..you all are saying to yourself, “how is she going to make this comparison work?”, or “honestly….what some people will do to get attention on their blog”. But, I have been thinking about this for quite some time and there are some very real comparisons to be made between a first date and the relationship that a planner may have with a first time client.

The “Hugger”:

You all know what I mean……many of us have had experiences with a hugger. Generally, you get a sense of this during your first meeting when the client envelopes you in a great big bear hug, crushing her moon beads (her necklace….get your minds out of the gutter) into your chest. She is just “certain that you are going to do a great job”, because she is “sensing great energy” in the room. It actually was the hum of the air conditioner, but you don’t want to ruin her moment. Do not confuse the “Hugger” with ……

The “Cuddler”:

The cuddler is the client who seems really normal before and during the event, but afterwards, just wants to “cuddle”. And by cuddling, I mean they won’t leave you alone. They call you to go for coffee on a daily basis, they invite you to dinner, they text you with things like, “seems like just yesterday we were picking out menus together (insert happy face emoticon here)”. They want the relationship to continue, aka “lets be friends”. They cross the client/planner boundary. Unfortunately, you can never work for them again, because they probably will expect you to give them the “friends” rate. Don’t get me wrong, we all have clients who become friends, but the “cuddler” becomes a creepy friend.

“I just called to say I love you……”:

Kind of like the “hugger” and “cuddler” rolled into one. Terrifying….simply terrifying.

The stalker:

Not to be confused with the micro manager. The stalker is always watching or having someone else watch and report back to them. They don't want to be perceived as micro managing, so they delegate someone else to do it.

I’m not laughing at you, I am laughing with you:

The client who never takes anything seriously.

It’s not you…it’s me and by that I mean that it actually is you:

You just didn’t click, therefore you won’t be making event magic together today or well….ever.

The “quickie”:

This is the out of town client who contacts you via your website, you only ever speak with them on the phone, you only meet them in person the day of the event and then never hear from them again.

We just don’t share the same values….:

Your client is balloon arches and plastic table skirting and you are LED lighting and sustainable centerpieces.

The Daredevil:

“What do you mean we need a back up plan?”

The Passive Aggressive :

“Here you go (hands the planner a daily planner/notebook), I thought you might need a nice notebook, I notice you never write anything down”.

I welcome any other examples…..I am certain there are more out there.

Being an event planner is a constant test of communication skills. Not everyone will like you and you will not like everyone. That is life. However, you do need to get along with many different personality types and be able to switch up your communication strategies as new situations/personalities emerge. Planning an event is stressful for clients, many of whom look upon the success or failure of the event as a personal reflection of themselves. Stressful situations can bring out the best and worst in people, it is our job to (as Tim Gunn from Project Runway says) “Make it work”.

J

As Canadian as Rex Murphy

I am Canadian. I am a proud Canadian. But......sometimes I forget just how wonderful it feels to be born and live our lives in this great country. I was reminded of that this week after having the distinct pleasure of hearing a keynote presentation by National Post columnist and CBC Radio Host, Rex Murphy. Rex was speaking at the 2011 BC Oil & Gas Conference in Fort Nelson, a conference which I had coordinated.

Murphy has a unique manner of drawing you in close to him while he is speaking. He tells stories of his life as a Newfoundlander and of the triumphs and the struggles of his fellow Newfoundlanders. He makes you laugh and he also can render a room silent in reflective thought. He reminds us that life can change in a heartbeat (vanishing cod fishery) and how having compassion for our fellow man is life changing.

Murphy is a wordsmith on a level that I had not seen before. He doesn't throw them around at random, he doesn't waste a word...instead he carefully selects each word he uses, artfully and intelligently weaving it into the presentation.

I am Canadian, but after hearing Rex Murphy remind us of how wonderful our country is, I hold my head up high as a proud Canadian.

If you ever have the opportunity to book Rex Murphy as a speaker......do not walk, but RUN to your telephone and contact the National Speaker's Bureau. He is simply that good.

Judy