Quick Insight: The Hidden Complexity of “Simple” Events
/When you think of a small 80-100 person event, do you immediately assume:
It’s small so it’s easier to plan and won’t take long.
It doesn’t require the same steps and attention to complex details.
The stakes aren’t as high, so a lighter touch will do.
I can skip the formal production plan and figure things out as we go.
Be honest: which one have you caught yourself thinking about a recent event?
Many people assume that planning a small event is simpler than organizing one for 3,000 guests. But the truth is, smaller events require just as much attention to detail, coordination, and strategy. In fact, smaller events can sometimes feel even more demanding. With leaner teams, limited budgets, and overlapping responsibilities, the margin for error becomes smaller – and the need for structure becomes greater.
Fewer Resources, Higher Complexity
It’s the limited resources – paired with the same need for meticulous attention to detail – that often make smaller events so complex. Teams are frequently assigned events without the resources to match, which means smaller teams, lighter budgets, and shorter timelines.
But the expectations don’t shrink just because the guest count does. The quality, flow, and overall guest experience are still expected to meet the same high standard. That’s why structure and strategy matter just as much (along with expertise) because you’re working to fit a lot into limited time and space without compromising quality.
Structure Creates Ease
Structure helps limited resources stretch further while maintaining excellence. A skilled event producer understands the nuances of both small and large events and, more importantly, knows how to navigate them effectively.
For example, I use the same production framework for every event I plan, whether it’s a 75-person reception or a 5,000-person conference. My run-of-show template keeps every moving part aligned: timing, vendor coordination, communication flow, and contingency planning. When the foundation is solid, both big and small events run according to plan.
The difference lies in the depth of detail, not the presence of structure. A large conference might require an expanded, minute-by-minute schedule, while a smaller event may have a more condensed version — but both are equally intentional. I would never forgo a production schedule simply because an event is “small.” Instead, I tailor it to match the scope, goals, and resources of the client.
Using a consistent framework means I never have to start from scratch. It gives me a proven foundation I can adapt, refine, and scale, ensuring that no matter the size, every event runs with precision and purpose.
At the end of the day, the size of an event doesn’t determine its success: structure does. When you build a solid framework, you create room for creativity, flexibility, and excellence to shine through, regardless of the scale. That’s why every event I produce – big or small – starts with structure. Because when the foundation is strong, execution becomes effortless, and the experience speaks for itself.
If you take away one thing from this article, make it this: structure doesn’t limit creativity – it creates efficiency. It’s what allows smaller teams to deliver large-scale excellence, and larger teams to operate seamlessly.