As many of you know, my partners and I recently completed and executed our second annual fund raising cirque show.
A2D2's Cirque Tea Party in support of the Canadian Paraplegic Association
In the circus, dance, and theater worlds the countdown to showtime can be both an exciting and stressful time.
On the one hand you have all of the magic and beauty of the creative process, and on the other hand you have all of the details (major and minor) which you must manage and often juggle in order to keep your head above water and ultimately follow through with successful execution.
Below are a few pointers which I find helpful in streamlining our planning process. As always, there are rush/last minute items which come up, but if you can prepare as much as possible ahead of time you will set yourself (and your amazing event) up for success.
1. Create Lists (lots of them)
Lists are a cornerstone of the production world. Where would we be without our lists?! Be sure that everyone involved helps to check and double check your list items. Just one missed item can spell disaster (or extreme inconvenience) for you and your team on-site/the day of your event!
2. Gather together a great team and delegate
Hmmm.
Delegating has never been a forte of mine but in this biz it is absolutely necessary. I am fortunate enough to have two phenomenal partners who will stop at nothing to carry out all of their tasks so I am constantly motivated and inspired by their energy to follow through with the items which I’ve been delegated.
Need more hands? Then don’t be afraid to ask for more help. You’ll be surprised by how many people are willing (and happy) to step up to the plate.
3. Communicate (constantly)
Cirque Tea Party interactive characters
There is nothing worse then making assumptions. Having sign-offs and important communications IN WRITING saves all parties involved a great deal of trouble. It never hurts to double check, triple check and repeat yourself. Phone conversations are fine – but emails, face-to-face team meetings and contracts are your best bets.
4. Take Care of Yourself (and encourage your colleagues to do the same!)
This is an important one.
Unfortunately I have a history of ambulance rides the night before our large-scale productions. (Whoops!)
Lack of sleep, extreme fatigue, discombobulated eating schedules combined with high stress can be a recipe for disaster. TAKE CARE! Just remember, you are no good to anybody if you are stuck in an emergency room!
5. Remember WHY you are doing this…
A great book comes to mind on this topic Start with Why by Simon Sinek.
It is so important to keep reminding yourself and the team of WHY you are putting forth hard work and great effort. If you are successful in communicating your motivation to others, chances are, your team will be inspired and moved to engage 100%.
If, for some reason you do become de-motivated, read this article about deadlines – I find a good kick in the pants is needed!
What do you find helpful when you are planning for showtime? I find this countdown business to be a constant work-in-progress and I look forward to your suggestions!
3…2…1…ACTION!
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