{"id":3200,"date":"2015-03-04T08:00:04","date_gmt":"2015-03-04T13:00:04","guid":{"rendered":"https:\/\/www.qceventplanning.com\/?p=3200"},"modified":"2015-03-04T08:00:04","modified_gmt":"2015-03-04T13:00:04","slug":"plan-ahead-summers-way","status":"publish","type":"post","link":"https:\/\/www.qceventplanning.com\/blog\/2015\/03\/plan-ahead-summers-way","title":{"rendered":"Plan Ahead! Summer&#8217;s on its Way!"},"content":{"rendered":"<p>I doubt you\u2019ll find many event planners who argue that summer isn\u2019t the busiest time of the year for them.  As those warm long days approach, you get more outdoor parties, weddings, corporate conferences\u2026 the list goes on. People come out of hibernation and are ready to celebrate, whatever the occasion!<\/p>\n<p>As a planner, you\u2019ve probably got some events already booked for the summer.  Or at least I hope you do!  But are you really ready for this busy season?  Many planners struggle with their first summer on the job.  They believe to have everything under control but the season tends to creep up on them. Call it a learning curve, and hopefully something we can help YOU avoid!<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"738\" height=\"406\" src=\"https:\/\/www.qceventplanning.com\/wp-content\/uploads\/2015\/03\/Summer-Wedding-Bride-and-Groom.jpg\" alt=\"Summer Wedding Bride and Groom\" class=\"alignnone size-full wp-image-3207\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/03\/Summer-Wedding-Bride-and-Groom.jpg 738w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/03\/Summer-Wedding-Bride-and-Groom-300x165.jpg 300w\" sizes=\"auto, (max-width: 738px) 100vw, 738px\" \/><\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_80 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 eztoc-toggle-hide-by-default' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/03\/plan-ahead-summers-way\/#Keep_things_organized_Its_never_too_early\" >Keep things organized. It\u2019s never too early!<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/03\/plan-ahead-summers-way\/#Hire_seasonal_staff_early\" >Hire seasonal staff early<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/03\/plan-ahead-summers-way\/#Set_realistic_expectations_with_your_clients\" >Set realistic expectations with your clients<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/03\/plan-ahead-summers-way\/#Get_some_help\" >Get some help!<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/03\/plan-ahead-summers-way\/#Are_you_ready_for_the_upcoming_season_of_summer_2015_events_What_are_your_plans_for_dealing_with_the_extra_workload_Let_us_know_in_a_comment\" >Are you ready for the upcoming season of summer 2015 events? What are your plans for dealing with the extra workload? Let us know in a comment!<\/a><\/li><\/ul><\/nav><\/div>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"Keep_things_organized_Its_never_too_early\"><\/span>Keep things organized. It\u2019s never too early!<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>I wish the job were called \u201cevent planner &#038; organizer\u201d.  Why? Because it\u2019s probably more about being well-organized than it is about being a good planner.<\/p>\n<p>It\u2019s never too early to plan for the busy season.  After you\u2019ve finished reading this article, take out all your task lists for the different events you\u2019re working on, and throw them onto the same calendar.  Identify any problem areas?  Maybe you have six deadlines on the same day? Or maybe some travel overlap?<\/p>\n<p>Identify those problem areas as quickly as possible so that you have time to plan around them.<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"Hire_seasonal_staff_early\"><\/span>Hire seasonal staff early<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Many small businesses will hire seasonal administrative workers, co-op students or interns for their busy season.  It\u2019s something well worth looking into!  If you know you\u2019ll be a busy beaver for three straight months, can you hire a high-school student to help with envelope stuffing or keeping the office tidy?  Maybe you want to hire an administrative assistant on a 3-month contract to help you with phones and emails? Or, if you have many events on the go, why not get an event planning student in to intern for you? They can help with things like d\u00e9cor and assist in client meetings while they continue to learn more about the industry.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"738\" height=\"346\" src=\"https:\/\/www.qceventplanning.com\/wp-content\/uploads\/2015\/03\/Hiring-Employees.jpg\" alt=\"Hiring Seasonal Staff for Summer Events\" class=\"alignnone size-full wp-image-3208\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/03\/Hiring-Employees.jpg 738w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/03\/Hiring-Employees-300x141.jpg 300w\" sizes=\"auto, (max-width: 738px) 100vw, 738px\" \/><\/p>\n<p>The key here is not to wait until May to figure out you need one of these unsung heroes.  If you want to get more staff for your busy season, you need to start the interview process now.  Like, right now. It\u2019s going to take you a while to find that right person, and at least a week or two to train them.  Trust me, you\u2019ll want to get this done BEFORE things get hectic!<\/p>\n<p>Also, you won\u2019t be the only person looking for staff.  If you leave it \u2018til the last minute, the best workers will have already been snatched up by your competition!<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"Set_realistic_expectations_with_your_clients\"><\/span>Set realistic expectations with your clients<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>We\u2019ve talked before about <a href=\"https:\/\/www.qceventplanning.com\/blog\/2014\/09\/client-experience\/\" title=\"Business Series Part 2: The Client Experience\" target=\"_blank\" rel=\"noopener noreferrer\">how to establish a good working relationship with your event planning clients<\/a>. A big part of that is keeping your clients in the loop and giving them a good sense of when they can reach you and when they can expect to receive updates from you.<\/p>\n<p>If you anticipate a period of time when you\u2019ll be busier than usual, odds are you\u2019ll be tougher to reach during this time, and you\u2019ll take longer to reply to emails, phone calls, etc.  Fact is, being busier than usual is not your clients\u2019 fault, and they\u2019ll still expect a level of service from you.<\/p>\n<p>So, the key here is to be direct with your clients and to let them know well in advance that your schedule will be a little hectic for a while.  Let them know you still expect everything having to do with their event to be on time and budget (hopefully that\u2019s the case!), but also inform them to expect delayed responses, etc\u2026 whatever you think *might* happen.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"738\" height=\"477\" src=\"https:\/\/www.qceventplanning.com\/wp-content\/uploads\/2015\/03\/Client-Expectations.jpg\" alt=\"Client Expectations\" class=\"alignnone size-full wp-image-3209\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/03\/Client-Expectations.jpg 738w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/03\/Client-Expectations-300x194.jpg 300w\" sizes=\"auto, (max-width: 738px) 100vw, 738px\" \/><\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"Get_some_help\"><\/span>Get some help!<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>If you\u2019re in over your head and you KNOW it, now\u2019s the time to step up and admit it.  Don\u2019t try to muddle your way through, telling yourself you just won\u2019t sleep for a few weeks and you\u2019ll get everything done. (Hello, burnout!)<\/p>\n<p>If you\u2019ve identified some SERIOUS problem areas\u2014such as two events occurring within weeks of each other that you won\u2019t have time to properly execute on\u2014see if you can find another local planner to help you out.  Maybe they can partner with your company and take the lead on an event for a share of the revenue? Or maybe you can hire them outright as an independent consultant for an event?<\/p>\n<p>Again, it\u2019s so critical to approach these situations as soon as you anticipate a problem.  Don\u2019t wait until you\u2019re a month out from an event, or in full crisis mode, to admit you need help. By then, it\u2019ll be too late!<\/p>\n<h2 class=\"highlight\" align=\"center\"><span class=\"ez-toc-section\" id=\"Are_you_ready_for_the_upcoming_season_of_summer_2015_events_What_are_your_plans_for_dealing_with_the_extra_workload_Let_us_know_in_a_comment\"><\/span><i>Are you ready for the upcoming season of summer 2015 events? What are your plans for dealing with the extra workload? Let us know in a comment!<\/i><span class=\"ez-toc-section-end\"><\/span><\/h2>\n","protected":false},"excerpt":{"rendered":"<p>If you think it&#8217;s too early to start planning events for the busy summer months, you&#8217;re sadly mistaken! Check out these tips for planning ahead before this busy season hits!<\/p>\n","protected":false},"author":3,"featured_media":3205,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"footnotes":""},"categories":[2,3,4],"tags":[],"ppma_author":[346],"class_list":["post-3200","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business","category-event-planning-tips","category-wedding-planning-tips"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.6 (Yoast SEO v26.6) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Plan Ahead! Summer&#039;s on its Way! - Pointers for Planners<\/title>\n<meta name=\"description\" content=\"Summer is on its way! Check out these tips for planning your summer 2015 events ahead of time, before this busy period hits!\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/03\/plan-ahead-summers-way\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Plan Ahead! Summer&#039;s on its Way!\" \/>\n<meta property=\"og:description\" content=\"Summer is on its way! Check out these tips for planning your summer 2015 events ahead of time, before this busy period hits!\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.qceventplanning.com\/blog\/2015\/03\/plan-ahead-summers-way\" \/>\n<meta property=\"og:site_name\" content=\"Pointers for Planners\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/QCEventPlanning\" \/>\n<meta property=\"article:published_time\" content=\"2015-03-04T13:00:04+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/03\/Summers-on-its-Way.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"976\" \/>\n\t<meta property=\"og:image:height\" content=\"558\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Mireille Pitre\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Mireille Pitre\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"4 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.qceventplanning.com\/blog\/2015\/03\/plan-ahead-summers-way\",\"url\":\"https:\/\/www.qceventplanning.com\/blog\/2015\/03\/plan-ahead-summers-way\",\"name\":\"Plan Ahead! 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