The calendar is telling us it’s Spring, even if the weather is not yet supporting its claim and there’s a wide range of events taking place over the coming months that all present different challenges to
event planners across the globe.
– Washington (APRIL 1st)
Every year a selection of American children and their parents are welcomed onto the lawn of the White House to take part in a very special Easter Egg hunt with the first family. The day is a busy one, with sports, cooking classes, live musical performances, storytelling and the main event: the traditional egg rolling race. The tradition dates back to 1878 when President Rutherford B Hayes first invited local children to take part in seasonal activities on the lawn and it is one that has been proudly continued ever since. Obviously the main consideration for the
party planners of this event is its very public nature and high profile, and as each president puts his own stamp on the timetable of the day, its success and favourable reception are crucial. Factor in a high level of
security and the presence of over-excited children and the event reveals itself to be a hard ask for any
qualified event planner.
– Aintree (APRIL 4th – 6th)
“Never work with children or animals”: the planning of a top level 3-day sporting competition presents different challenges for those with
event management training, as elements of the day will always be outside of the coordinator’s control, namely the competitors themselves. The event begins with the Grand Opening Day, featuring a host of live music acts including girl group, The Saturdays and string quartet, Escala. Further entertainment will be provided from the skies by the Red Devils parachute display team and dance crews will also be taking to the stage. In addition to the management of timings for all of the acts performing, the event planners will also have to consider the logistics of offering the ticket holders the chance to walk the course, and that’s all before the racing itself begins.
– London (MAY 21st – 25th)
Now celebrating its 100th year, the Royal Chelsea Flower Show is the UK’s most prestigious horticultural event, this year featuring displays from over 550 exhibitors. With 15 Show Gardens, 11 Fresh Gardens and 8 Artisan Gardens, this year’s event also includes a photography exhibition depicting 100 years of the show and an evening of opera for its high profile attendees.
Event management for the show is no mean feat, with set up alone taking 25 days before the gates open to the public. The events coordinators must supervise the construction of all of the displays, ensuring the rules are adhered to (strictly no gnomes allowed!), before managing the day for the 157,000 guests expected each year. Another key responsibility for the event planner is to manage the annual visit from members of the royal family on the opening day of the show, taking responsibility for the best practices in security and crowd management, while still upholding the traditions of the event.
Article by Laura Bennett 
