13. How do I balance “big splash” with “small budget” without crying?

You don’t. Whenever I have a girlfriend who asks me about work-life balance, I tell her, if she wants balance, she should go stand like a tree. 

Unfortunately, there is no such thing as balance. Only trade-offs. Trade-offs are a positive, not a negative. (This is one of those concepts that needs a paradigm shift.) 

Have a clear picture of your budget. Know exactly how you want to win. Know exactly who you want to win with. Proceed accordingly.

14. Can I get away with a cheeky theme that no one will forget (or regret)?

YES! I’m all about making things as cheeky (careful you don’t cross the awkward-clown line, though) as possible. 

Here’s why. We now live in a world where most use ChatGPT, even if they hate to admit it. I use it as a research assistant and editor. There is no shame in the AI game. But the thing with AI it’s often linear and perfectly articulate, which isn’t human. We are not in the business of crafting the perfect image, we are in the business of making people feel like they belong, and doing so requires empathy, fun, kindness, foibles, and yes, cheeckyness too.

15. Have I planned for tech hiccups, or am I relying on fairy dust?

Run multiple tech rehearsals the day before and hours before your program. Schedule a dress rehearsal with your executives and speakers. Do not skip these steps. 

16. What’s the most boring part of the agenda, and how do I fix it?
The most boring part of an agenda is the 3rd program in the morning before lunch, and the 1st program in the afternoon after lunch. 

The best ways to fix them (outside of a well-written keynote) are cold water and caffeine. 

17. Is my team caffeinated enough or about to stage a mutiny?
Pro tip #27,653: Schedule team breaks into your run of show. Your team should take a break when there’s “time”. Because we both know, we get time when we schedule for time. 

18. How do I keep the keynote speaker on time without looking like a control freak?
You kill the mic. 🤣🤣🤣

In all seriousness, this is a tough one, especially if your keynoter is a CEO who goes rogue. 

An effective tactic is to have a countdown clock right beside the confidence monitor, so that you can build awareness for the keynoters. 

19. Have I snuck in moments for genuine connection, or is this just networking theory?

As someone who’s been planning and producing conferences, meetings, and summits for over 20 years, I believe making time to connect is more important than making time for more content. 

In 2025, we lack not for great quality content. Think: TED, MasterClass, YouTube, blogs, SkillShare, all your social networking platforms. These platforms are overflowing with content, it has something for everyone (literally). 

And in 2025, what we lack is the opportunity to connect in more meaningful and memorable ways.  As you plan your program, leave more room for connection. 

20. Am I set up to collect emails without being “that” person?

GREAT question. CRM software is a dime a dozen. Do your research and pick one.

21. What’s the one moment I want everyone to remember—and can I bottle that magic?

Something that I learned from Nancy Duarte. 

S.T.A.R – something they’ll always remember. 

Are you leaving your guests with something they’ll take back with them?

22. Have I bribed my vendors with snacks yet? (Trust me, it works.)

Treat vendors, volunteers, and staff meals like you would your guests. It shouldn’t be an afterthought.

23. Is my event Instagrammable, or will guests be scrolling elsewhere?

In 2025, you need something Instagram-worthy. Forgoing this element is like serving lunch without drinks.

24. Most importantly—have I scheduled a nap for myself post-event? Because, darling, you deserve it.

Look at your run of show, where can you carve out 30 30-minute break? Where can you carve out another two 10-minute breathers?