Planning a huge office event can be daunting in any scenario, but when you’ve only just joined the company, the stakes feel even higher. Suddenly, you’re tasked with organizing a major event, working alongside committee members who have been there longer and may have coordinated the event before. You’re the new face, expected to lead a team of seasoned employees, all while trying to find your footing in a new workplace.

So how do you pull it off successfully? Here are some tips to help you navigate event planning when you’re the newcomer:

1. Acknowledge the Expertise in the Room

One of the biggest challenges when you’re new is feeling like you need to prove yourself. However, in this situation, it’s important to acknowledge that you’re working with colleagues who have valuable experience. Recognize their expertise and be open to learning from them. This not only earns respect but also fosters collaboration.

Start by asking questions about past events: What worked well? What challenges did they face? How did they overcome those challenges? By showing genuine interest in their insights, you set the stage for teamwork and shared responsibility.

2. Balance Fresh Ideas with Tradition

As the new person, you bring a fresh perspective—an opportunity to introduce new ideas that could improve the event. However, you’re also stepping into an established tradition. The key is to balance innovation with respect for what’s been done before.

Start by reviewing previous event plans, timelines, and results. Then, propose your ideas with flexibility. For instance, you could suggest new themes, entertainment options, or ways to enhance the guest experience. Always be mindful of the event’s history and consult the committee to ensure your ideas align with the company’s culture and expectations.

3. Build Relationships Early

Event planning is all about teamwork, and when you’re new to the company, it’s essential to start building relationships quickly. Take the time to get to know the committee members individually—understand their strengths, working styles, and areas of expertise.

One way to do this is by having one-on-one meetings or informal conversations over coffee. Use these interactions to establish rapport and trust. People are more likely to collaborate effectively when they feel respected and understood. It also makes navigating disagreements or tough decisions easier down the line.

4. Delegate Strategically

As a newcomer, you may feel the urge to prove your capability by handling everything yourself. But successful event planning requires effective delegation. Leverage the experience of the committee members and assign tasks based on their strengths and past experience with the event. If someone has a history of coordinating logistics or managing vendors, let them take the lead in those areas. Your job as the leader is to coordinate, not micromanage.

Delegating shows that you trust your team, which will likely lead to a more cohesive and efficient planning process.

5. Communicate Clearly and Regularly

Good communication is essential in any event planning process, but it’s especially crucial when you’re the new person leading a team of seasoned colleagues. Set clear expectations from the start, outline goals, and establish regular check-ins to track progress. Keep everyone informed and involved in decision-making, but make sure to maintain a sense of direction and avoid too many back-and-forths.

When discussing decisions, be transparent about why certain choices are being made and encourage open feedback. You’ll not only gain valuable input but also foster a collaborative environment.

6. Address Resistance with Patience

When you’re new, there may be a natural resistance to change, especially from those who have been involved in the event for years. They might be attached to the way things have always been done and feel uneasy about new approaches. This is normal, but it’s important to handle it with patience and understanding.

If you encounter resistance, listen to their concerns and ask questions to understand their perspective. Rather than pushing back, frame your new ideas as enhancements, not replacements. Highlight the value they bring and show that you’re invested in maintaining the event’s core success while exploring ways to make it even better.

7. Stay Organized and Calm Under Pressure

Event planning can be stressful, and the pressure might feel even more intense when you’re new to the company. To navigate this, focus on staying organized. Create clear timelines, checklists, and contingency plans to avoid last-minute surprises. By demonstrating your ability to manage the project effectively, you’ll build confidence in your leadership, even among those who’ve coordinated the event before.

Remaining calm under pressure is also crucial. There may be moments of tension or unexpected challenges, but how you handle those moments can shape your team’s perception of your leadership. Take a breath, stay solution-focused, and keep the bigger picture in mind.

8. Celebrate the Success Together

Once the event is over, take the time to celebrate its success with your team. Acknowledge the hard work everyone put in, highlight individual contributions, and reflect on what went well. This not only fosters a sense of accomplishment but also helps build stronger relationships for future collaborations.

As the new person, showing appreciation goes a long way in cementing your role as a team player and leader. It’s not just about the event; it’s about building lasting professional connections within the company.

Final Thoughts

Leading an event as a newcomer in a company can feel intimidating, but it’s also an opportunity to make a strong impression. By combining respect for your colleagues’ experience with your fresh perspective, you can help create an event that reflects both tradition and innovation. Stay open to feedback, communicate clearly, and most importantly, build relationships. With the right approach, not only will the event be a success, but you’ll also establish yourself as a capable and collaborative leader in your new workplace.