4 Lessons from Planning a Televised Award Show
I have planned a LOT of events. Nothing was as hard as planning an award show. When I planned the Hispanic Choice Awards, I learned the most valuable lessons I would carry with me throughout my entire career. With over 1200 guests, dozens of VIPs, an outdoor red carpet, and a huge after party, it was a truly spectacular, albeit complicated, event.
For the project managers and event planners among you, I have narrowed down 4 takeaways for taking on a large event or logistics-packed project that will guarantee success:
- Three Cheers for Volunteers! Volunteers can be Godsends if utilized effectively! My first year doing this show I had 10. That did not work. We all ran around like headless chickens and my feet were throbbing by the end of the night. Eventually, I had nearly 70 amazingly talented professionals on my team. While volunteers may be music to a planner’s ears, if they are not properly trained and managed, they will be a heap of stress. Provide all volunteers with orientation (in person preferred, but virtually or via phone works too) well before the event takes place. Do a thorough run-through of what volunteers can expect, FAQs, role-playing and team introductions. You’ll thank yourself later.
- Quick Packets: Any great event has a master event binder, or quick packets, as I like to call them. These are critical resources and anyone who plays any role in the show (stage managers, runners, registration table volunteers, greeters, assistants, etc.) must receive one. Be sure to include any information that pertains to the show so that an event worker can turn to it without having to stop and ask questions. Always include a timeline, important contacts list, photos/descriptions of VIP guests, dressing room assignments, room layouts, and a list of volunteer assignments. To minimize waste be sure to condense pages to one page by using smaller font and selecting print regions. Also, make sure to print double-sided. The earth will thank you later!
- A+ Timelines: This probably seems obvious but after being in the industry for 15 years, I am still surprised to see how inefficiently I have used timelines in the past. Timelines should be extremely detailed but easy to read. Try to keep them to one page but include details about people movement (ex: guests move into theater, Performer 1 in sound check, etc.) major events beginning or ending, and anything that requires multiple hands on deck. Color coding is essential as well. If there are several sound checks throughout the day, for example, make the words “Sound Check” one color. Do the same for meal breaks, start and end times and speeches. It requires extra minutes beforehand but you’ll thank the Event Gods later for the time you saved not answering questions.
- Alone Time: I cannot emphasize the importance of this enough. A lot of producers and planners I come across often run around nonstop on the day of their event. They try to be everywhere at once and are often frantic or bossy. They don’t usually eat, they barely take time to put themselves together and their brains are usually running a mile a minute. I’ve been there and I understand that when it comes time for a show, things must be done correctly no matter what. However, when I finally built in alone time for myself into my individual day schedule it actually ended up easing the craziness and bossiness. It may just be 5 minutes or 10, if you’re lucky, but I would strongly recommend that every event manager build this in. This small block does a world of difference this year! Note: Do not use this time to check emails, make calls, scarf down food, or do your makeup. Just sit and be with yourself. I often sat in my dressing room looked in the mirror, prayed, and organized the table I was working on; it was perfect. I ignored 2 knocks at the door, 1 phone call and my urge to respond to 4 urgent emails. I took deep breaths, smiled and regrouped. I had never felt more relaxed at my events until I made space for this. Do it.
Follow these 4 tips and I guarantee you’ll save yourself many headaches.
After I was able to incorporate these systems, I felt calm at my functions. Often times, I would show up on the day of an award show and not even have much to do! If you are able to arrive at your major event, walk around and mostly observe behind the scenes then you have truly achieved the greatest victory there is in planning. Good luck!
