Getting Everyone on the Same Page

When it comes to large event planning, it is crucial that everyone involved is on the same page

October 4, 2023

By: Eleni Kvochak

Reunion is a three day event packed with fun and engaging activities. For guests, campus is sitting more beautiful than ever as they arrive. The check-in table, barbecue party, bar, string lights, and dance floor are perfectly set in place. As a guest, you are pleased to see such careful planning was completed to ensure a successful weekend. Don't you ever wonder who gets all the heavy lifting done before everyone else arrives? Similar to the swift workers at Disneyland, Saint Mary's has there very own facilities team. They work around the clock setting up hundreds of chairs, tables, lightning, and heaters. Think of any event essential and they get it done.

While this amazing team completes their work, I helped in making sure they had the correct instruction for each day and night. Through a detailed Google document, they could see that 10 round tables were requested on Saturday afternoon, with 8 chairs, and umbrellas. Additionally, the document included exact dates and times that materials needed to be set up or put away.

Hospitality Hack: Get people on the same page!

By creating detailed instruction every worker involved feels confident in what is going on. With this document, planners, facilitators, and vendors knew when to have everything in place and where to go if an issue came up throughout the weekend. Lastly, it simply helped the actual facilitating of Reunion Weekend to run smoothly.