When I started in 1992, the phrase “event management” meant stuffing swag bags and praying the projector bulb lasted more than 20 minutes. Thirty-three years later, I’ve traded in imminent tech failures for AI-driven seating charts—and I still get a kick out of handing someone a name badge that fits. Here’s a whirlwind tour of the hard-won lessons, witty observations, and unexpected wisdom 33 years on the road have taught me.
1. Expect the Unexpected
No checklist can predict a monsoon soaking the outdoor stage or a speaker who decides their PowerPoint will be a silent interpretive dance. The secret sauce is the pivot: always have Plan B (and C, D, and E) ready. Crisis planning isn’t pessimism—it’s professionalism.
2. People First, Plans Second
You can nail every logistical detail, but if your guests don’t feel seen, heard, or well-fed, the event tanks. Invest in frontline staff who smile under pressure, make your speakers feel like rock stars, and treat every attendee as a VIP. Empathy is as crucial as Excel.
3. Budget Creativity
Budgets change faster than a celebrity’s social-media opinion. Early on, I learned the art of “creative budgeting”: reimagining leftover floral bouquets as VIP table centerpieces or turning extra lanyards into impromptu name-badge origami. When the numbers don’t add up, stretch your imagination before you cut the coffee.
4. Technology Is Your Friend—Until It Isn’t
From early fax confirmations to cloud-based registration portals, tech has revolutionized our world. But no Wi-Fi? No problem—hand out clipboards and improvise. Never rely on a single system; redundancy is your digital life raft. And always, always pack extension cords.
5. Communication Is a Two-Way Street
Keeping every stakeholder in the loop—from the hotel banquet manager to the keynote speaker’s enthusiastic but aloof assistant—can feel like herding cats. My rule: over-communicate and document. A group chat can save your bacon, but text transcripts save careers.
6. Relationships Are the Currency
Networking isn’t just for attendees. Be friends with your AV tech, your caterer, and the local taxi dispatch. When you need an extra microphone at 2 AM, or a last-minute gluten-free snack, these connections pay dividends. Invest in genuine relationships—people remember who had their back during the prep crunch.
7. Attention to Detail Wins Hearts
Little touches—a handwritten welcome note, branding consistent down to the snack wrappers—elevate an event from “nice” to “memorable.” One year, we printed custom coasters matching the event’s color palette; attendees still talk about it a decade later. Details are the tiny gears that power the guest experience.
8. Crisis Management: Keep Calm and Serve On
When the main speaker’s flight was diverted, I delivered an impromptu keynote on “Improvisation in Business” that got a standing ovation. The moral? A cool head under pressure shows leadership. Your job is to be the calm in the storm—your guests deserve nothing less.
9. Trends Are for Savy, Not Slaves
From hologram demos to VR networking lounges, chasing every shiny new trend can sap your resources. Instead, pick one or two innovations that truly enhance your event’s goals. If 3D-printed ice cubes don’t serve your objective, skip them—and invest in staff training.
10. Storytelling Is the Heartbeat
Every event is a story arc: Tease in your pre-event marketing, build anticipation with teasers, deliver the climax at the keynote, and close with a denouement at the networking mixer. Make your narrative clear—guests remember stories long after they forget the hors d’oeuvres.
11. Self-Care Isn’t Selfish
Thirty-three years of 18-hour days taught me burnout is real. Schedule breaks, delegate ruthlessly, and unplug overnight. You can’t serve champagne if you’re too tired to toast.
12. Legacy and Looking Ahead
As I edge toward retirement from the front lines, I realize the best legacy isn’t a trophy—it’s the people you’ve mentored and the organizations you’ve empowered. The next generation of event pros will make mistakes; that’s their pivot practice. My hope is they embrace every hiccup with humor and humility.
In Conclusion:
Thirty-three years in event management is equal parts marathon and sprint, with more plot twists than a soap opera. Through every blackout, catering mix-up, and last-minute stage redesign, I’ve learned that resilience, relationships, and a good dose of improvisation are the keys to success. If you walk away with only one takeaway, let it be this: events are people stories, and your role is to be the best storyteller possible—tech failures and all.
Here’s to the next 33 years of planning, pivoting, and partying responsibly. May your venue always have power, your budget always have wiggle room, and your guests always leave with happy memories.
— Arvind Jyot Sabhaney