Happy Event!

Last week my son turned 11. An event that was impossible to think lightly about since he had been talking about it non-stop for weeks. In the old days I could get away with a movie, games with friends, an Indian tent, cakes and give-aways. A parents we were pretty much able to dictate the time, duration, and the number of friends that could be invited. Even though it was his party, he was not in charge.

Hm. Sounds like the way some events are run, to be honest. Leaving the main stakeholders out of control and taking a risk in alienating attendees and exhibitors. Enforcing “old ways” on a new group.

So what did we do differently this year? Well, we started listening. And to my amazement I was listening to a natural born marketeer and organizer. Thinking about the different age groups in his audience, keeping budget and timing in mind, researching his options before making decisions, consulting with stakeholders about content and venue, and – thankfully – reporting back to his main sponsor. In the end he decided on two separate smaller events, one for family and one for his friends, one with a set program and one as an unconference .

For his family event he stayed traditional but innovated in food: no big birthday cake but small, homemade cupcakes and treats that would give all their personal favorite. Even more choice with simple Chinese take-out on a festive table. All were consulted. And then there were games and quizzes to keep all engaged. And they were, with no exception staying to the end of the party.

For the friends event he tried a more unconventional approach . He kept the idea of his guests choosing their own food (this time choice in pizzas and savory snacks) and had already consulted them on the movie (which was good old Gremlins). After that there was white space..  Oh did I mention that the format of this second party was a sleepover? Plenty of time on their hands and no program. That had me worried, I have to say. As it turned out, for no reason. They sat and talked about their ideas, knew who was good in games, who could find the best bloopers online, who could think of the best battle to reenact – and kept themselves engaged with different “sessions” and “presenters” until 11 AM the next morning ( oh and they slept a little, too).

Hah. Did he learn me a lesson or two…. I would have made a big birthday cake and lots of food, would have had no program for his family birthday, but would have insisted on a schedule for his sleepover (including a movie from this year, not the 80’s.. ).

And yes, I know I am only talking about a kids party and this can in no way compare to a professional real live event but hey, any gathering can teach me about the way we can improve events. With engagement, involvement, simplicity, focus. Involving stakeholders, consulting with them, and embracing the changes that they bring –  any event can be a party. Happy Event!