My job description is a mix of two worlds at Wellness Corporate Solutions; I’m part Wellness Coach, part Program Manager (PM). Going into this split-position meant a lot of learning on-the-job! With my client, the PM world involves event-planning and health/wellness consulting. My goals may never have seen “event planner” inserted under my skillset, but voila – it has arrived!
This particular event is one of our biggest of the year – the annual Wellness Expo – and was themed for Breast Cancer Awareness (see: pink). We spent about three months planning – reserving rooms, booking vendors, ordering swag, roping in the facilities team, writing and disseminating communications, tweaking flyers and logos, etc. This is nothing if not a TEAM effort.
How does this play out from the planning side?
Come join us…
Monday: See above! With materials donated from the National Breast Cancer Foundation, Larabar and various businesses who were unable to attend so instead contributed coupons/discount cards, we stuffed 600 bags.
Boxes are checked, last-minute changes are being made and we’re gearing up for the Expo eve.
Tuesday: All vendors agreements are in, contact information is being condensed into one-pagers and we’re making sure everything will be set for our stations and volunteers. We run-through the layout as tables are being set up, and work with facilities to get everything in place.
It’s time to clear out the conference-turned-storage room that we reserved for the week so that it’s ready for the Volunteer Breakfast + Vendor Refreshments in the morning!
My life-support-clipboard contains the following: Vendors’ contact information + table-number, vendor floor plan, volunteers’ assignments and contact information, parking & loading directions (for those calls that will come in), the day’s agenda and special requests.
Wednesday: Event Day!
The planning team (all four of us) were onsite by 7:30 am, volunteers came in around 8:30 and vendors start arriving at 9:30. From there, it’s non-stop action! We had 60 tables, 55 vendors, food samples (special shout-out: Popchips!), giveaways and raffles, fitness demos, massage, acupuncture, pink manicures, a special screening (see: Say Yes to the Dress: Atlanta host!), a blood drive and flu shots.
By the time 3pm rolled around we had probably walked miles around that first floor expo! I like to visit the vendors at least once per hour to check in on how things are going, if they need anything, make sure they took a lunch break, and they know where the bathrooms are, etc.
Before you know it, the day is over and we’re taking pink linens off of tables and boxing up leftover (?!) Georgetown cupcakes.
Before my brain can process that we’re done, my feet are propped up and it’s time to relax.
All in a day’s (week’s, month’s…) work, as a Corporate Wellness Dietitian.