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Downtime? What's That?
Behind the Scenes with Intrepid Museum’s Special Events
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Welcome to the After Party by the Intrepid Museum’s Special Events Team. Here we’ll give you a look behind the velvet ropes at one of the most exceptional venues in New York, and we’ll tell you what’s catching our eye in the industry and beyond. Just like our events, each of us has a unique style. We’ll be giving you the good, the bad and the outrageously inspiring from our life aboard the ship. Join us for the After Party!
Posted: 6/13/2016 9:40:59 AM

Downtime? What's That?
By: Rachel Skontriano, June 13, 2016

© DIY Playbook

More often than not, planners are on the floor of an event coordinating every detail with precision. But when you manage a venue and the client is self-sufficient, where does that leave you when an event is running smoothly? Relieved for sure, but hovering on the outskirts of the party is not productive.

Below are five tips that will turn that downtime into now time and put you ahead of the game the next day or at the next big event.

Wrap up the event. Be ready to close the book on this one once the last guest is out the door. Draft thank-you notes and review any outstanding materials, issues or invoices to ensure this event can move to the "done" pile.

Start tomorrow's to-do list. Most event planners have type A personalities, so to-do lists are a must. Get a head start on the tasks for tomorrow by drafting your list of to-dos. You'll feel refreshed and ready to be productive once you're back in the office!

Check in. Your client is a dream and very low-maintenance, but don't forget to let the client know that you're there even if you're not there. Make sure the client has your cell phone number in case an emergency or situation arises while you're working on that to-do list for tomorrow.

Bank emails to send in the morning. To really get a jump on the next day, draft the emails that you didn't have a chance to send because event set-up took you away from your desk. Save them and send them out the following day. Sure, you might seem like a rock star sending emails after 9:00pm, but do you want your clients to think it's okay to contact you and expect a response that late all the time? Doubtful!

Do your research. Looking for the next big client? Interested in taking an online course to deepen your knowledge and further your career? Take this quiet time to put in some work-related searches that you just can't get to during the day.