How can you set realistic expectations for your team during an event?

Setting clear objectives and explaining the "why" behind duties is one of the first steps in helping event teams have reasonable expectations. Ensure that you assign roles according to strengths, making sure that each person is aware of their duties while ensuring the team has the tools they need, and keep lines of communication open to discuss obstacles and progress reports. Be adaptable; make necessary plan adjustments and prepare backup plans. Recognize your limits honestly in order to preserve openness. Honor accomplishments to raise spirits. After the event, get input to improve expectations going forward. Give team health and stress relief first priority, and offer assistance in managing the high-stakes atmosphere successfully.

Scope and goals are great -but I prefer to concentrate on what you want the attendees to come away with (i.e. do you want them to develop a relationship with the host company team, experience a product, etc..) Scope is important - i.e. what can you make a decision on and what should be brought to someone else? I would caution anyone reading this to keep things simple - events are hectic and chaotic by nature - better to have one goal you can meet than 3 you won't get near.

Setting realistic expectations for your team during an event involves CLEAR communication of goals, timelines, and roles, ensuring alignment with available resources and capabilities.

Assign specific duties based on each team member's skills and expertise, establishing clear expectations for performance and deliverables, and providing necessary training or support to help them succeed.

In my experience it’s important to go prepared and know what you want to achieve. Assign roles but also everyone needs to communicate and support each other during the event. You need to discuss what success looks like and plan on how to realistically achieve it.

Open channels of communication should allow team members to easily share updates, ask questions, and seek clarification on tasks or expectations. Regular team meetings or check-ins should also be encouraged to discuss progress, address any issues or challenges, and provide feedback on performance. Feedback is really important for setting realistic expectations as it helps team members understand how they are performing and where they can improve. Provide constructive feedback in a timely manner, highlighting areas of strength and offering suggestions for improvement. Encourage a culture of continuous improvement by recognizing and celebrating successes, while also using feedback as a tool for learning and growth.

A large part of setting expectations for your event includes contingency planning and being flexible. Anticipate potential challenges, disruptions, or changes that may impact the event. This could include inclement weather, technical issues, or last-minute changes in requirements. Plan for these things by having backup options for outdoor activities, backup equipment or technology, or even alternative scheduling. Being flexible helps the team adapt to unforeseen changes or unexpected developments, enabling quick pivots and effective problem-solving. It improves the team's preparedness and responsiveness, leading to more successful events.

Evaluation involves assessing the progress, effectiveness, and outcomes of activities and communicating this information to relevant stakeholders. It includes collecting data such as metrics, statistics, performance indicators, surveys, and observations. This process helps identify strengths, weaknesses, opportunities, and threats, leading to continuous improvement. Reporting involves documenting these findings and presenting them in various formats. These reports support decision-making, accountability, transparency, and organizational learning. By combining evaluation and reporting, organizations can track progress, identify areas for growth, celebrate achievements, address challenges, and demonstrate impact to stakeholders