A Practicum Journey at Foundry
At Foundry Events, we believe in sharing our knowledge, not just because we’re great at what we do (we are), but because we know that empowering others makes all the difference. It’s kind of our thing. When Robertson College gave us the opportunity to share the secret sauce of event planning with one of their practicum students, we jumped at the chance. After all, what better way to change the world than to teach the next generation of event alchemists?
Enter Alanna: our practicum student who took the plunge into the wild world of AI, project management systems, and sustainability. Follow along as we show you what empowerment looks like in real-time—through Alanna’s experience with us at Foundry.
My Practicum at Foundry
In my first practicum week, I dove headfirst into a whirlwind of learning and adaptation. One of the standout moments was getting acquainted with AI, particularly ChatGPT. Initially, I was hesitant; throughout my education, we were often cautioned against using AI. However, with encouragement from my mentors, I decided to give it a try—and I was impressed! ChatGPT saved me hours, helping me articulate ideas more clearly and efficiently. I quickly realized that AI is a serious time-saver in event coordination, from drafting blog posts to organizing information.
As my practicum progressed, I gained hands-on experience with Downtown SPARK, working on research projects, participating in meetings, and getting deeply involved in the logistics of real-world event planning. These experiences provided invaluable insights into the core skills required to excel in the industry. Here are the key lessons and takeaways that have shaped my approach to event planning.
Key Learnings & Insights
Building Strong Connections
In event planning, building and maintaining connections is essential. Recommendations and a strong network can open doors to invaluable opportunities. Persistence in networking, like double-checking contact details and following up, strengthens professional relationships and leads to better collaboration.
Equally important is advocating for your team. Supporting team members—whether by providing meals during long shifts or simply offering encouragement—creates a positive environment that leads to smoother event execution. Strong connections, both within the team and the industry, are the foundation of successful event planning.
Effective Communication
Communication is everything. Sitting in on meetings showed me that responding to emails within 24 hours is non-negotiable—clear, timely communication ensures no critical information is missed. Equally essential is taking accurate meeting minutes, which, while challenging, is crucial for clarity and accountability. Documenting discussions provides a reliable reference for future decisions and keeps everyone aligned. Together, these practices are the backbone of successful event coordination.
Detailed Planning, Organization and Hands-On Coordination
Effective event coordination relies on meticulous planning and a thorough understanding of logistics. Meeting discussions highlighted the importance of tracking every detail—from using spreadsheets to manage logistics and source local talent to establishing a core message that aligns with key objectives. Success also depends on understanding stakeholders’ diverse needs, covering aspects like accessibility, traffic flow, parking, and community impact.
Hands-on experience solidified these lessons. Setting up and tearing down events underscored the importance of teamwork, adaptability, and efficient organization on the ground. A well-stocked onsite kit is essential to prevent minor issues from escalating, while familiarity with emergency response plans ensures quick, prepared action in high-stakes situations.
Post-event evaluations, or “post-mortems,” further strengthen this process by allowing a team to assess what worked and what didn’t. This reflection is crucial for identifying improvements, ensuring every event builds on previous successes for even better execution next time.
Budget, Compensation & Financial Preparedness
Mastering budgeting and compensation is just as vital as logistical planning. Understanding event financials, including negotiating fair compensation, fosters a professional and empowered approach to event coordination, ensuring resources are allocated efficiently and fairly.
Sustainability in Events
In one particular meeting, I gained a transformative perspective on sustainability. Accountability, measurable goals, and sustainable practices in event planning aren’t just concepts—they demand action. A Foundry team memebr emphasized this with their statement, “the word ally is a verb - an action word,” reminding us that true allyship is defined by active commitment and ongoing effort. This insight reframed allyship for me, highlighting that supporting sustainability and inclusivity requires deliberate, actionable steps rather than passive ideals.
Empowering future event planners is something we take seriously (and, okay, have a lot of fun with too). Watching Alanna grow, adapt, and take on the challenges of real-world event planning during her practicum was a reminder of why we love sharing our knowledge. Her journey—from mastering AI to handling onsite logistics showed us exactly what empowerment looks like.
Want to see what happens when the next generation of event planners is empowered to thrive? Follow Alanna’s journey, and who knows—you might be inspired to take the plunge into the world of event coordination too!
