How often should meetings be scheduled with event staff, particularly those who are not direct reports?

Scheduling weekly meetings with event staff, especially those who are not direct reports, is beneficial for several reasons. It ensures consistent communication, allowing for regular updates on tasks, changes in direction, or new developments within the event planning process. Weekly meetings create a structured opportunity for team members to share progress, voice concerns, and collaborate effectively, fostering a sense of teamwork and accountability.

Frequent meetings also help in addressing any issues promptly before they escalate, keeping everyone aligned with the event objectives and timelines. For event planning, which often involves numerous moving parts and stakeholders, this frequency supports maintaining momentum and ensuring that everyone is on the same page regarding their roles and responsibilities.

Choosing to meet less frequently, such as bi-weekly or monthly, may lead to communication gaps or delays in addressing important matters, potentially affecting the success of the event. Daily meetings would likely be overly intensive, causing burnout and reducing overall productivity. Therefore, weekly meetings strike the right balance between maintaining engagement and respect for the team's time and workload.