Events in Action

As the only Event Coordinator at Life Time Otay Ranch, I quickly learned that bringing a large event to life required more than having a strong vision. I needed a way to ensure everyone involved understood the plan, their responsibilities, and how each detail connected to the overall experience. I created this playbook as a running document that could be shared with leadership, supporting departments, and event-day staff from the beginning of the planning process through execution.

The playbook included everything the team might need to reference, including the anticipated guest count, event hours, load-in and load-out times, team contact information, staffing schedules, floor plans, and important event notes. I also included specific arrival information for vendors, entertainment, catering teams, bartenders, and videographers, along with a detailed timeline covering pre-event setup, the live event, and post-event breakdown.

Because I relied on team members from departments throughout the club, I created a section outlining the staffing needs and responsibilities for each area. This helped everyone understand where they needed to be, what they were responsible for, and how they could support the event. It was especially important because I could not be everywhere at once. I wanted staff members to feel prepared to answer questions, welcome vendors and entertainment, assist with setup, and confidently follow the event plan.

Creating this document allowed me to take the full vision I had for an event and turn it into a clear, organized plan that others could understand and execute. It became an essential tool for communication, delegation, and keeping every moving piece connected. More than anything, it reflects how I approach events: with thoughtful preparation, strong organization, and care for both the team behind the scenes and the guests experiencing the final result.