That’s Gonna Leave a Mark

Generally a couple of days after an event I start to notice bruises on my body. Most of the time I have no recollection how they got there. I know that when I’m in “event mode” and lift a box with my thigh, pinch my finger in the clip of a lanyard, or hit my forearm on a table, in the moment think to myself “That’s going to leave a mark.” and move on. I really pay no attention at the time because I’m usually in the middle of something and don’t bother to stop and process it unless I’m gushing blood.

But, as I was pondering the thought of “leaving a mark” the other day, something else came to mind which did make me stop. As event planners, we want to create spaces and experiences that impact attendees in a memorable way. We work hard at building inviting room settings and engaging activations. We want attendees to leave the event changed somehow whether they have learned a practical tool to implement, discovered a new relationship, or improved their personal wellbeing. We want events to leave a mark.

Sit with that for a minute. Don’t rush to finish this blog. When thinking about the influence we have in this context it changes (at least for me) how we should approach event planning. I feel the weight of responsibility for an individual. It personalizes the process for me. It reminds me that the attendees are actually people, and in some way what I contribute to the event planning process has the opportunity to change someone, to leave a mark on someone’s life.

As a behind-the-scenes person I tend to be one to get things done; making sure tasks don’t fall off the radar, that deadlines are met, and that the project is staying on time and within budget. Thinking about how the attendee will feel or what new information they will walk away with is the focus of other team members. My role is to deliver the venues, rooms, resources, supplies, volunteers, and any other item needed to create the space and time for them to feel a certain way or learn a particular skill. Logistics. Operations. Procedures. That’s me.

Now, thinking through the lens that the role I play in helping secure those logistics and create the spaces can impact a person’s experience at the event to the point they leave changed in some way, that we’ve left a mark, alters my perspective. It’s not just a meeting room, it’s a room where someone might hear something from an industry expert that could be the solution to a problem they’ve been dealing with for months.

The questions I ask are different. Now it’s not only: What is the maximum number of chairs that can fit in this room set in theater-style? Does the speaker need a lapel or handheld mic? Do we need to schedule a volunteer to scan badges at the door or handout materials? Instead, as I think about my contribution to a person’s story, I ask questions like: What is the best room setup for them to receive this information? What type of audio/visual equipment will deliver the best quality sound so the entire room can hear clearly? Does the speaker have a handout, and if so, should we make pens available?

After 20 years of successful events, I have no regrets about how I have planned events nor do I feel bad about the methodology of my event planning process. If I’m going to do something, I give it my best. However, now, I am shifting to see the individual person attending the event and how what I am doing could potentially leave a mark on them. If that’s the case, I want it to be a positive one.

As an event planner, how do you feel about leaving a mark through the work you do?
Send me an email, I’d love to hear your thoughts.

Like, comment, and share this blog with everyone you know who plans events.

More at tracybaer.com.