Preparation and Control – The People Behind the Scenes
Preparation and Control – The People Behind the Scenes
The best events are the ones that have already been run in your head before the first guest arrives. You’ve touched every aspect of the event, laid out the Master Timeline, coordinated the food with the chef, worked with the rental company months ahead, arranged tastings, lined up the right staff and even coordinated with local authorities when needed. When the day finally arrives, the excitement is real — because the hard work has already been done.
But let’s get back to clear preparation…
What Preparation Actually Buys You
Clear preparation, calm leadership and quiet control make the difference between an event that feels smooth and one that feels stressful. When you can see the flow, the timing and the potential problems in advance, you stay ahead of the day instead of reacting to it.
This isn’t just instinct. Experienced event managers consistently spend more time planning than they do executing on the actual day. Early, structured planning is what allows you to catch bottlenecks and build contingency plans before they ever become a crisis in front of guests. It’s the same mindset we talk about on the Standards page and the reliability we cover on the Consistency page.
A Note on Trust
Giving your staff 100% trust earns their respect. It lets them show they can not only do the job but enjoy doing it at the same time. When people feel trusted, they take ownership. When they take ownership, the event runs cleaner and the pressure on you drops.
The Dalai Lama Event
The photo on this page is from an event that took months to plan, prepare and stage. Every person involved took a genuine interest in making it a success. It was for His Holiness the Dalai Lama. No expense was spared, no detail was left outstanding and everyone put their best foot forward. There isn’t a single person in that image I cannot call a true colleague — they all gave their all. I still consider it one of the highlight events of my career.
That level of preparation and shared commitment is what turns a high-stakes event into something that feels controlled rather than chaotic. The same principles apply whether you’re managing a private dinner for twenty or a large-scale gathering for thousands. Size changes the numbers. It doesn’t change the need for thorough preparation and steady control.
Martha C. Piper PhD, President & Vice Chancellor of the University of British Columbia, who requested the event, personally wrote this hand written letter in thanks:
Dear Steve,
“Many thanks to UBC Catering staff for everything they did to ensure the success for the visit of His Holiness and other Honoured Guests to our Campus. I know how hard everyone worked to make the luncheon so memorable. Everything from the tent, flowers, decorations and menu was perfect and we have all of you to thank”.
“Special thanks for helping UBC take it’s proper place in the world.”
You can read this letter and many more real life, very personal letters, emails and hand written letters sent to me on my Testimonial page.
Why This Work Isn’t for Everyone
What I’m really trying to say about Preparation & Control is that you have to genuinely enjoy this type of work. It’s not meant for everyone. For me, it doesn’t even feel like work — because I live for the experience of making someone else’s best day even better by beating their expectations. In return, they’re praised for choosing the right team and once again, we exceeded what they thought was possible.
Preparation is what makes that outcome repeatable. It’s the difference between hoping the day goes well and knowing it will — because you’ve already lived through every version of it in your head, weeks before the guests ever arrive. This is closely tied to the people side of the work we discuss on the People & Scale page. When the preparation is solid and the team is trusted, the rest becomes manageable.
More has happened since that time and many other events in between and I’ll share those events and stories in more detail on My YouTube Channel.
For more specific details on this topic and so many more topics related to Catering, Event Planning or Wedding Organizing, visit My YouTube Channel. I’ll share my 40+ years of successes and some close calls working as a high-level Catering Event Manager — all the best tips, suggestions and money-saving opportunities in one place.
While you’re here, look at the practical templates I actually use for real weddings and events.
You can download them and start using them today.
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Practical templates used for real weddings and events. Download and start using them today.
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Guest List + Seating Planner
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Wedding/Event Budget Tracker
Excel with Automatic Calculations or Printable Word Version
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Invitation & RSVP Checklist
Printable Timing Guide Checklist to Keep Everything on Track.
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Event Master Timeline Template
13-Sheet Professional Excel System Used by Catering Teams & Planners.
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In the meantime, Enjoy!
