Confessions of an Event Planner: True Stories, Survival Tips, and Why We Answer Emails at Midnight

By Sarah Taylor, Yo Marketing Agency Head of Global Events

…by someone who has survived it all (and still answers emails at midnight)

In the first in our “Confessions of…” series; a three-part peek behind the curtain of modern marketing experiences. We’re kicking off with live events, then diving into webinars and finally podcasts because each format comes with its own brand of beautiful chaos.

Let me start with a confession: event planning is a bit like hosting a dinner party for 500 people…while simultaneously putting out fires (sometimes literally), soothing egos, and somehow looking like you planned for the projector to die five minutes before the keynote.

There’s a lot that people don’t see behind the curtain; and that’s the point. A good event should feel effortless to the attendee. But here’s what really goes down:

1. We’re Calm on the Surface, Chaos Beneath

I’ve smiled through delayed deliveries, VIP no-shows, and once, a power outage just as the CEO took the stage. Pro tip: always have a backup plan - and then a backup for your backup.

2. My Tech Stack Is My Safety Net

Budgets, schedules, registrations, and real-time updates; all managed across event platforms, collaborative dashboards, and automation tools. If it’s not integrated and cloud-based, it doesn’t make the cut. Tech keeps the chaos contained (mostly).

3. No, the WiFi Is Never Strong Enough

Some venues swear their WiFi can handle 200 delegates and a live stream. Not true. Always test it. Then test it again. Then pack your own ‘MiFi’ just in case.

4. Food and Drink Make or Break an Event

You can have world-class speakers and flawless production, but if the coffee’s cold or the canapés are scarce, people will talk. Always over-cater. No one ever complained about too many mini pastries.

5. Your Network Is Everything

From the AV guy who saves your life when the mic dies, to the florist who pulls off a last-minute miracle, relationships matter. Be kind. Say thank you. Send wine.

6. You Will Always Forget Something

A cable. A name badge. Your sanity. The trick is to make it look like you meant to do it. Improvisation is part of the job. That said, this is another time when you tap into your network of beautiful contacts.

7. It’s Exhausting - But Addictive

Despite the stress, the 5am starts, and the late-night dismantles, there’s a real buzz when it all comes together. That moment when the lights dim, the music hits, and the event begins? Magic.

So, next time you’re at a slick, well-run event just know there’s someone in running shoes sprinting behind the scenes, praying the mics hold out and that the keynote doesn’t go rogue.

We don’t just plan events. We orchestrate experiences - and we secretly love every minute of it.

Need help bringing your next event to life? Whether it’s virtual, hybrid, or in-person at Yo Marketing we design, deliver, and optimise corporate events that do more than just impress; they drive results.