10 Tips from Academy Awards Event Producer: Cheryl Cecchetto

Coordinating an event is never an easy task, planning a high profile televised occasion like the Oscars is no walk in the park either! Cheryl Cecchetto, owner and president of Sequoia Productions, continues to tackle the challenge of producing large social affairs such as the Governor’s Ball for the Academy Awards. She has overseen these balls for the past 25 years and continues to outshine herself from the year before. Last year, Cecchetto was the keynote speaker at the BizBash Los Angeles Idea Fest Expo and Awards where she shared her expertise on arranging high-profile Hollywood affairs. Although not every event coordinator will be organizing televised events, Cechetto’s tips are great advice for those just beginning to plan their first large gathering!

1. Expect Anything:  From Cecchetto’s experience, every year there is something that goes unplanned. Whether it is someone interrupting the flow of the ceremony or last minute getting rid of table arrangements, it is important to adapt to any situation. In pre-production, constantly think of back up plans just in case things don’t go the way you wanted them too! Do not get worked up because something didn’t go as planned, instead let it go.
2. Enjoy Yourself:  If you aren’t having fun yourself there is no way your guests are going to enjoy the event. Laugh at things that go wrong and don’t let them weigh you down.
3. Collaborate With Your Team: Delegate with your team to make sure everyone knows exactly what project they are focusing on. Utilize everyone’s skills and ideas; you never know when they will come in handy!
4. Gain Experience Anywhere: No matter what the job is, you can gain experience from any small or large event. Not every client will hire you again. Make sure to do the job to the best of your abilities, this way they’ll be able to refer you to future clients.
5. Negotiate: Within the entertainment industry or large corporate events, you are bound to be working with some difficult personalities. Make sure to compromise with your clients.  It is important to realize that this is their event, so make sure you are making them happy. At the same time, be realistic when it comes to budgets and logistics. Only plan and purchase what you can afford to use. 
6. Be Aware of Budgets: For events like the Academy Awards be aware of what is happening politically or globally. If the economy is bad, make sure to dress down your extravagant event. Instead of having flashy decorations try using a minimalist theme, this way you the Academy Awards or any other client you have won’t receive backlash for having an overgenerous affair.
7. Be Responsible:  Everyone makes mistakes, it is important to own up to anything that might go wrong. People will respect your work even more if you tell the truth when things don't go right. Even if something that went wrong wasn’t your fault it is important to be responsible. Being an event producer means you are accountable for any problems that may arise.
8. Think Outside of the Box: Planning for large affairs in the entertainment industry means you have the budget and resources to include an outrageous décor or think differently when it comes to organizing the seating arrangement. Take this time to be creative and utilize all of your staff’s ideas.
9. Be Optimistic: Don’t let the weather or any other mishaps keep you down! It’s important to be positive throughout the planning and executing process. Some of your best backup ideas will be able to shine through if you stay optimistic. 
10. Do the Unthinkable:  Even though Cecchetto produces the Academy Awards party every year, she still manages to do something new and outrageous. Don’t be afraid to mix things up. Maybe the occasion you've always planned for is usually a sit down dinner, now is the time to change it up by having small appetizers and desserts served throughout the party.