The Project Manager with a 360-Degree View: My Odyssey in Event Organization

Once upon a time, in the not-so-quiet land of Event Planning, there emerged a volunteer with a vision so broad, it required a full 360-degree rotation to be fully appreciated. That volunteer was me, and this is the tale of how I became the Project Manager Extraordinaire, navigating the treacherous waters of venue visits, vendor vetting, and the Herculean task of coordination, planning, and delivery. Buckle up, dear reader, for this journey is sprinkled with humor, chaos, and a dash of event planning magic. PMI Pune-Deccan India Chapter organized recent symposium: Mobility Frontier Exchange Vision 2030, for Auto Mfg Sector

The Quest Begins: Venue Visitation

 Our saga commences with the all-important venue visit. Picture this: a wide-eyed volunteer stepping into the grand arena, armed with nothing but a notepad and an overly optimistic attitude. The quest was to find The One – a venue that whispered sweet nothings into the ears of our budget constraints while dazzling our aesthetic sensibilities. It was like speed dating, but with buildings. And just like in speed dating, there were those that promised much but delivered little, those that were too high-maintenance, and the hidden gems that were just right. After what felt like a courtship dance with a dozen contenders, we found our match. The venue was so perfect, it almost made the endless hours of visits and negotiations seem like a dream. Almost.

                                                          @Venue Visit With Volunteers

The Vendor Vetting Vendetta

Next on our agenda was the vendor selection process, a task that tested the limits of my patience and diplomacy. Imagine a reality TV show where contestants vie for the affection of the project manager, each promising the moon, the stars, and a little bit of glitter. From caterers who claimed their food could bring world peace, to decorators whose portfolios were more Photoshop than reality, the selection process was less of a vendetta and more of a variety show.

But fear not, for I wielded the mighty weapon of spreadsheets and checklists, cutting through the sales pitches to uncover the true knights in shining armor. The chosen ones were those who understood our vision, budget, and the unspoken rule that every event needs at least one show-stopping moment (preferably not a disaster). Also, some pre-preparation activity leading to sleepless nights with volunteer team and our leader jay dholakia 

Coordination: Herding Cats, But Make It Professional

With the venue and vendors locked down, the real fun began. Coordination. If you've ever tried herding cats, you're halfway to understanding what this phase entailed. It was a ballet of emails, phone calls, and meetings, where every participant seemed to dance to their own tune. My role as the conductor of this chaotic orchestra was to ensure everyone played in harmony, or at the very least, didn't step on each other's toes.

This phase taught me the art of speaking fluent Vendor-ese, the delicate dance of diplomacy, and the importance of having a Plan B through Z. It was a test of wills, patience, and the unyielding belief that, yes, we can pull this off without setting anything on fire (figuratively and literally).

The D-Day: Planning Meets Delivery

As the event day dawned, it was time to see if our planning would hold up against the ultimate judge: reality. The day was a blur of activity, where every minute detail we had agonized over came to life. It was like watching your child take their first steps, if your child was a giant party that required constant supervision.

But as the day unfolded, something magical happened. The chaos morphed into a symphony of success. Vendors delivered, the venue shone, and the attendees were none the wiser of the behind-the-scenes frenzy. It was a testament to the power of planning, perseverance, and a little bit of luck and some satisfied stakeholders possible with guidance from our leader , mentor Rinoo Rajesh 

Reflections from the Round Table

As the dust settled and the last guest departed, I took a moment to reflect on the journey. Being the Project Manager with a 360-Degree View wasn't just about overseeing every aspect of event planning. It was about embracing the chaos, finding humor in the madness, and learning that flexibility is the true key to success, along with colleagues like Dr. Manwendra Singh Anuradha Jain Kirti Karaley, PMP,AMBCI,CSM,Change Practitioner, VP Finance (PMI Pune Deccan Chapter Volunteer) Priyanka Shah @makrand

This odyssey taught me that event organization is not for the faint-hearted. It requires a blend of creativity, resilience, and the ability to laugh in the face of adversity. And while I may not have embarked on this journey seeking glory, I emerged with something far greater: the knowledge that with the right team, a solid plan, and a sense of humor, even the most ambitious event can be a triumph.

So here's to the unsung heroes of event planning, the volunteers who dive headfirst into the fray, armed with nothing but a vision and a to-do list. May your venues be grand, your vendors reliable, and your events memorable. And remember, when in doubt, always have a Plan B.