Have you ever planned a special event that just went wrong?  You forgot to pick-up something.  Guests arrive late.  The Governor issued “a state of emergency”.  Well, when an uninvited guest named Hurricane Isabel devastated the southeastern region of Virginia (leaving millions with out power, Air conditioning, gas, etc.) two days before my own wedding over 4 years ago; I still managed to orchestrate a fantastic event.  So, how did I coordinate a fabulous wedding during chaotic circumstances?  I followed these 10 key elements of planning a successful event (despite overwhelming obstacles):

1.) Have a Vision: It’s not just important to have a vision of your event but it's also important to understand what that "Vision" involves.  Create a clear idea of the event and the outline of it.  More over, be ready to learn about all the details, work, costs, and resources that are necessary to make that vision a reality.  Think of it this way.  No one ever says, “I want a cheap and tacky wedding where I’m completely stressed out, my friends and family are frustrated, I’m on the verge of tears, and everything goes horribly wrong.”  Events like this take place because of an underdeveloped vision.  Many Brides, Grooms, and Party Hosts tend to underestimate the cost, time, manpower, and effort involved in all aspect of their own wedding or special event.  Example:  Did you know the average wedding in the US costs $28,000?  Did you know many special event venues book up a year (or more) in advance?

2.) Preparation: Research every aspect of putting your event together (use books, magazines, websites, etc).  This can be more time consuming that you anticipate but it is vital.  Take advantage of available the many free resources out there (like Vivid Expressions' Planning Tips & Resources page).   

3.) Organization: Once you've established much of your research you can start to compile and organize the work ahead of you.  Information like your budget will be much easier to set-up once you've defined your Vision (number of guests, date, etc.) and done some Research.  You can use timelines, schedules, or put together a folder (or 2 or 3) but whatever you do be sure to write everything down. 

4.) Manage your time: To better manage your time while planning your event determine how busy you are right now in your "day-to-day" life.  Review your daily schedule for a typical 72 - 96 hour period (weekday and weekend).  Do you go to work (full-time or part-time)?  Can you take a lot of time off from work for meetings during the day?  Do you take classes or need time to study?  Do you take care of children, other family members, or friends?  What activities, hobbies, or associations will you have to move around or stop all together?  If you don’t already have a Date Planner/Calendar … get one!  Make sure you actually "schedule" enough time to specifically dedicate to “Event Planning” on a regular basis just as you would schedule time for working out at the gym, lunch, or any other routine activity so you don’t have to feel rushed and so you'll have time to handle tasks. 

5.) Flexibility: Did you know that both Chocolate chip cookies and onion rings were created by mistake?  That's right, 2 very different (and delicious) mistakes.  No mater how well you plan and try to foresee potential problems new concerns almost always pop up and that’s o.k.  The key is being prepared to think on your feet, have a "Plan B", and being Solution Oriented.  Keep an open-mind and be open to change.  The best way to overcome road blocks is to be open to change – especially if it means letting go and changing your plan. 

6.) Creativity: Try to think “outside the box”.  Too many Brides & Grooms and Party Hosts are simply not up to date on the latest styles, industry trends, new innovations, or techniques.  They tend to recycle the same things they saw at there second Cousin's wedding from 1991.  You may have to think of an unusual solution in a pinch but it’s a great opportunity to let your creativity shine.  Sometimes it's hard to know where to begin so don't be afraid to ask your professional event vendors for help.

7.) Support System: Remember, you can’t do everything all by yourself.  Hiring a Professional Special Event Planner would be an ideal option, allowing you and your guests to do what's most important - enjoying the celebration.  Then again, the more help the better.  It's also always good to select an additional help from those who know you best.  Pick at least 2 reliable friends or family members to be your Support Team.  Now keep in mind, for Brides and Grooms the Role of Maid or Matron of Honor and Best Man have the automatic responsibility of taking care of the Bride or Groom.  The Maid/Matron of Honor will help the Bride with putting on the gown, keep the Bride calm, and hold the Bride's Bouquet during the big moment.  It's important that your Support Team know your “Vision” and organizational information.  They’ll come in handle when you need to be in 3 places at the same time. 

8.) Communication: Create and keep an updated Phone lists of your Wedding party or Support team, Guests, and all of the Vendors (Caterer, Reception hall, Limousine Company, Tuxedo rental shop, etc).  Make sure you’re Support Team has copies too - just in case you need to start a phone tree. 

9.) Be Positive: Let go of negativity.  Forget the old saying “What can go wrong, will go wrong.”  Instead, be positive.  You can’t control everything but you can trust that “What can go right, will go right”.  Have a good sense of humor, be thankful for your support team, trust the people you’ve chosen to work with, and remember it’s going to be ok.

10.) Have fun!: Remember what’s really important - you’re celebrating a special day or creating memories with people who are important to you.  After all, no one lies on their death bed in the twilight of life wishing they’d spent more time away from their family and friends.  Special events and milestones go by faster than you can imagine, so remember to enjoy them.

Is there more to planning and coordinating an exceptional event?  Yes!!!  This is just the tip of the Iceberg, the planning and implementation process should involve a very meticulously thought out collection of practical strategies, theories, and techniques.  We hope this information help to give you a picture of what may be involved.