In this blog, our project manager Mandi Schmeckebier lifts the curtain on her approach to successful event projects. She shares five essential elements that make the difference between a project that’s simply completed and one that feels seamless, enjoyable, and rewarding for everyone involved. From the crucial first steps to the final wrap-up, discover how structure, proactive solutions, and a touch of empathy create events that leave a lasting impact. Curious about the details? Dive in to learn what transforms a project into a trusted partnership.
In the last week of September, I had the pleasure of wrapping up one of my passion projects. What made this project special wasn't just the outcome but the journey itself: a focused, warm, and trusting collaboration that, despite some challenging phases, remained solution-oriented, low-stress, and pleasant. This experience got me thinking about why this project ran so smoothly and with such focus, even with its challenges. From this project and past experiences, I've outlined five core factors that I believe are essential to successful event management from start to finish – and that were truly exemplified in this project.
1. Kick-Off – The Perfect Start
For me, every successful project begins with a well-structured kick-off meeting involving the client, sales, and project management teams. This is when we cover all key details, get to know each other, and discuss initial milestones. Most importantly, we align our expectations: What prior experience do the involved parties bring? Are there already clear ideas or still foggy areas that we will break down together during the project? The kick-off allows me to guide everyone virtually, giving them confidence that we’ll tackle each step together.
My goal: everyone should enter the project phase with a clear plan, positive energy, and excitement for what’s ahead.
2. Weekly Calls – Creating Structure
Opinions on regular weekly calls often vary. Some view them as essential, while others consider them a waste of time, preferring to connect only when needed. I see weekly calls as indispensable, especially for new clients and large projects. These meetings provide space for status updates, open questions, and early problem identification. Even if there isn’t much to discuss, brief, regular check-ins help keep the project on track.
Key to success: being well-prepared, structured, and focused to avoid wasting valuable resources!
Weekly calls also build trust and strengthen relationships. Through regular exchanges, we develop an open and direct communication style that not only helps us tackle challenges more effectively but also builds stronger connections among participants. This trust is vital for long-term collaboration, ensuring that all parties feel secure and supported.
And if we end up needing less time than planned, we can reclaim it – but regular communication remains the cornerstone of a smooth process and a collaborative environment.
3. Proactively Addressing Challenges
Challenges are inevitable with any event. Some can be anticipated, while others arise unexpectedly during the project. Technical difficulties like firewalls or specific access requirements for participants are typical examples. Last-minute platform requests can also demand quick, creative, and tailored solutions.
The key factor is handling these challenges proactively. Instead of delaying or ignoring problems, we address them early and openly. By tackling issues directly and brainstorming together, we often find fitting solutions quickly and integrate them early on, avoiding stress and panic. This approach not only enables more effective problem management but also builds trust and reassurance among everyone involved. Whether it's technical adjustments or last-minute event changes, ongoing communication and the readiness to respond flexibly and adaptively are essential for a seamless project flow and the long-term success of the event and collaboration.
4. Sensitivity and Attentiveness to Others
Every client brings different expectations and experiences. In project management, it’s my responsibility to develop a sense of these individual needs. Openness, empathy, and sensitivity are essential here. Is more or less detailed guidance required? Does my counterpart need a gentle nudge to meet deadlines, or do they require active support and reassurance to stay clear and focused? What does my client need, and what can I provide to create a secure, focused, and goal-oriented environment?
An event is a dynamic project with constantly shifting parameters. Only by staying attentive and mindful can I ensure that wishes and expectations are truly met. An open mind, ears, and regular communication help us recognize and implement potential adjustments early on.
5. Debrief – Looking Back to Move Forward
A good project never ends without a debrief – ideally with the same group that began it: client, sales, and project management. After the event, a debrief offers the chance to reflect on the entire project: What worked well? Where is there room for improvement? For me, this feedback is invaluable – it not only highlights potential improvements but also strengthens trust for future projects. At the same time, we can already brainstorm ideas for upcoming events and ensure everyone leaves with a good feeling for the next phase.
Conclusion
A successful event relies on a combination of structure, openness, communication, and sensitivity to the individual needs of all involved. These five factors are crucial for me to not only run and complete projects successfully but also to build long-lasting customer relationships and trust. Every step – from the first meeting to the final debrief – contributes to everyone leaving the event with a positive feeling and anticipation for future projects.
