Nobody Sees the Chaos Behind the Magic

The hotel was completely booked, and we were two rooms short. Our team retreat in Portugal was approaching, and I had just been told there was absolutely nothing the hotel could do. I remember thinking, This is not happening on my watch.

I plan and run Avante’s in-person events, and I am lucky enough to do something I love for a living. I have also been to a hundred forgettable gatherings, and I know the difference between an event that was merely organized and one that was cared for. That difference lives in the details.

Food Is Where It Starts

I obsess over the menu. To me, a great party must always have good food, and I want every guest to leave full and never wishing there had been more. My mom told me growing up that the way to someone’s heart is through their stomach, and I have never found a reason to argue with her.

So I keep track. I note what people enjoy, what they do not, and the dietary needs I need to plan around. Remembering those small things is a form of care, and people feel it even when they cannot say why. Nobody has ever thanked me for a perfectly accommodated plate, but plenty of people have relaxed into the evening because of one.

Behind the Scenes: When No Isn’t an Answer

One of the moments that gave me the most anxiety recently was planning our team retreat in Portugal. Our room count kept changing, and at one point, the hotel told me we were capped at 28 rooms when we actually needed 30. To make matters worse, they were completely sold out.

I remember the hotel manager telling me there was nothing they could do, and I thought, Absolutely not!

Thankfully, I had kept an email trail documenting our guest list and the 30 rooms we had requested. I pulled up those emails and pushed back because I knew we had done our part. I wasn’t about to let two missing rooms become our team’s problem.

The biggest lesson? Always keep an email trail, and never take no as the first answer. Sometimes you have to stand your ground and find a solution, especially when people are counting on you.

In the end, we got all 30 rooms, and the best part? Not a single person on the team knew there had ever been an issue unless I told them.

That’s the part of event planning people don’t always see. Behind every seamless experience are a hundred moving pieces, a few stressful moments, and someone making sure it all comes together. When everything goes right, the work is invisible. And honestly, that’s exactly how I want it.

The Vibes Are Non-Negotiable

Before I commit to any space, I research it. I look at the room layout, the view, the overall feel, and whether it is the right setting for the people we are bringing together. Over time I have learned the standards that Ivelisse and Jeri hold for our events, and I have come to love them. If a place does not meet those standards, it is a no.

That might sound rigid, but I think of it as a gift. High standards mean I never have to wonder whether something is good enough. They make me better at my job, and they make our guests’ experience better too.

The AGM Is Our Super Bowl

Our annual meeting is the biggest night on my calendar. It takes a lot of work and a lot of sweat, though so far, no tears. With Jeri, Ivelisse, and Paul well known in the industry, we have a team full of talent, and being surrounded by that makes everything possible.

It is always worth it. Standing in a room full of successful people who care about Avante, watching them connect with one another, is the payoff for every late night and every checklist.

What an Event Really Is

People sometimes assume event planning is logistics, or just throwing a party. I see it differently. I am building relationships and creating a safe space where people can let loose and enjoy the moment.

Think about who walks into these rooms. They are stepping away from their kids and their everyday work, and what they want is to be present with good food and good company. When the food is right, the room feels welcoming, and the flow of the evening takes care of itself, people put their guard down. That is when real conversations happen.

Where This Comes From

I love making the people around me happy, and it all started with my kids’ birthday parties. I obsessed over the food, the decorations, and the party favors until everything was Instagram worthy. I never imagined that habit would become my career, and I do not take it for granted. The smiles in the room are my reward.

Breathe, and It Falls Into Place

If I have learned one lesson, it is that not everything will work out the way you planned. Room counts change. Hotels sell out. The plan will bend, and sometimes it will break.

What matters is how you handle it. Stay calm, trust your preparation, and don’t be afraid to push back when something isn’t right. Most importantly, surround yourself with a team that has your back.

At the end of the day, I don’t need people to know about every challenge I solved or every detail I obsessed over. I just want them to walk away feeling happy, connected, and cared for.

Because the best events aren’t just the ones people remember. They’re the ones where nobody ever notices what could have gone wrong.