Everyone Is an Event Planner at Heart: The Art of Collaboration

If you’ve ever worked in events, you’ve heard it all:

“You know what would be fun?”

“My cousin just had a conference in Nashville — let’s do that!”

“We need something fresh. What if we had goats?” (We actually did have goats once — shoutout to the Goats of Anarchy who made a surprise virtual appearance during our COVID-era online events. Yes, really.)

Everyone, it seems, has a vision. A vibe. A “killer idea.” And they usually mean well. Most of the time, these ideas come from a place of excitement, optimism, and a genuine desire to contribute.

But when you’re the one actually responsible for making it all work, these moments can feel less like inspiration — and more like interference.

Why This Happens

Events are emotionally accessible. People remember the keynote that changed their thinking. The awkward icebreaker they actually kind of loved. The music. The food. The energy in the room.

➡️ According to a 2023 Freeman Experience Research study, 76% of attendees say they form a lasting opinion of an organization based on the emotional tone of its event (Freeman, 2023).

Events leave a mark — and because they’re so memorable, everyone feels connected to them. They remember how they felt, and they want to shape that feeling again.

That’s not a bad thing. In fact, it’s human nature. But it means that part of your role as an event leader is managing expectations, channeling ideas, and translating excitement into action.

Collaboration Isn’t Chaos — Unless You Let It Be

Everyone’s input has value. But not every idea needs to make the agenda.

The art is in the filter:

• What aligns with your strategic goals?

• What serves your primary audience?

• What enhances connection or value?

• What’s a shiny object... and what’s truly meaningful?

➡️ “The most effective event strategies are those that anchor creativity in business objectives.” — Bizzabo Event Experience Report, 2024

The best event professionals don’t just plan logistics. They facilitate collaboration. They know how to honor creativity without sacrificing clarity.

You’re Not a Gatekeeper — You’re a Guide

If you treat collaboration like intrusion, you lose allies. But when you bring people into the process intentionally — with structure, context, and purpose — you build better events and stronger internal partnerships.

➡️ Harvard Business Review research shows that collaborative teams perform better when there are clearly defined roles and visible decision-making processes (Gratton & Erickson, 2007).

Your job is to:

• Frame the vision

• Invite bold thinking

• Anchor in the purpose

Build the event together — but not by committee.

And when people know their ideas are considered (even if not chosen), trust builds. Participation becomes productive.

Tips for Collaborative Planning Without Losing Control

1. Start with goals, not preferences.

   Align the group on the why before debating the how. A shared outcome makes input more useful.

2. Use input prompts, not open mic time.

   Ask:
      🟢 “What would help attendees feel more connected?”
      ❌ Not: “What should we do?”

3. Name your non-negotiables.

   Protect your event’s core strategy — and let everyone know where the guardrails are.

4. Capture ideas visibly.

   A shared doc, whiteboard, or digital workspace (like Notion or Miro) lets everyone see what’s being considered — and why.

5. Recap with clarity.

   After brainstorming, reflect back the key takeaways, next steps, and what made the final cut. Don’t leave room for ambiguity.

   ➡️ Bonus Tip: When you document how ideas are prioritized (audience-first, goal-driven, data-supported), you create a reference point for future planning — and reduce friction the next time someone wants to bring in a marching band.

Final Thought

Everyone may be an event planner at heart. And honestly — that’s a good thing. It means they care.

Your role is to take that energy, give it shape, and turn it into something that works.

Because great events aren’t just about planning. They’re about collaboration with direction.

Eventcraft Studios Can Help

Eventcraft Studios helps internal teams co-create smarter, more strategic events by building structure, clarity, and collaboration into your planning process. Whether you're managing a planning committee, an advisory board, or just a room full of strong opinions — we can help you channel that energy into action.

📬 Contact us at todd@eventcraftstudios.com or www.eventcraftstudios.com to learn more.

References

Bizzabo. (2024). The 2024 Event Experience Report. https://www.bizzabo.com/resources/reports/event-experience-report-2024/

Freeman. (2023). Emotional Connection & Event Impact: The Experience Research Study. https://www.freeman.com/

Gratton, L., & Erickson, T. J. (2007). Eight Ways to Build Collaborative Teams. Harvard Business Review. https://hbr.org/2007/11/eight-ways-to-build-collaborative-teams