Gatherings are absolutely central to the martial arts tricking experience. In addition to being fun and entertaining, a gathering allows trickers to bond and get to know each other. It also enables them to share their experience and knowledge.
But as a gathering host, it’s a bit more complicated. It’s almost like a wedding—before the event, you have to plan all of the details. And during the gathering, you have to handle whatever comes your way, from dealing with injuries to making sure you have enough food. It’s not easy!
So as a co-founder of Experience Tricking, NOLA Gathering, and more, I wanted to share some tips I’ve picked up over the years. Whether you’re planning for your first or twenty-first tricking event, here are eight tips to help you do it like a pro.
1. Get enough sleep.
Sleep is vital to achieving the best state of mental and physical health. It plays a crucial role in learning, mood, judgment, and memory. What's more, sleep affects your performance—both your daily work routine and athletic performance.
The gathering event is expected to be athletic and involved. Thus, you'll need a good amount of sleep the night before the event, and maybe some caffeine the next day. It's a very long weekend of training that requires a clear mind.
2. Ask for help.
As the host, you hope that everything flows well during the event. And whether or not it's your first time hosting an event, you'll need help planning and running a few things. For instance, the staff can help with check-in, setting up the gathering space (banner and other decor), food, and cleaning the gym, allowing you to focus on critical problems or higher-level matters.
Every successful gathering needs a squad.
But how to find yourself a “staff” to begin with? Gatherings can be expensive to attend, so a great way to get staff is to offer a free gathering ticket for their help. At the same time, money is always the best way to guarantee a great staff. When you have a staff working for free, they may not to show up on time, or even show up at all. No matter what route you choose to have a team, do your best to provide some value to them, as they provide value to you and your event.
3. Make a TODO List.
Your brain shouldn’t have to make and store lists of everything you plan to do when you wake up on the day of the event. So make a list of all the things you're supposed to do in advance, and leave it somewhere you'll see it on the morning of the event. Write down all the materials you'll need, and all of the errands to run. This is especially helpful on a gathering day, when a million things are going on and you don’t want to forget anything.
Personally, I usually make checklists in different categories such as registration, merch, food, and setup. When trickers come to the gathering, your goal is to make it seem like everything is handled, and all they have to do is have a good time. If you fail to plan something that you promoted, they will notice! And with so much filming being done at the event, it is important to bring your gathering-branded signs and banners. Don’t miss out on an opportunity to promote your event through organic content.
4. Have a backup plan.
It's rare to have an event go off without at least one issue. An important guest may arrive late, an item may not turn up, or a system may crash. To avoid delays in the event, assess the most vital assets of the gathering event and create a backup plan for each. You can also look at the issues that often arise and find an alternative for them.
For instance, in addition to the POS (Point of Sale) system, you can print the registration list because technology can fail. This allows the event to run smoothly even if an issue arises.
“Sorry, we don’t accept cash or card. You may pay only in treatos.”
5. Tell and remind participants about the gathering.
Never underestimate the power of promoting an event. This is especially true with a gathering that only martial arts trickers can attend—and there are not so many. So, how can you spread the word about your event?
Use social media platforms to promote the gathering, and be sure to share the schedule. Although some social media networks are better than others in targeting a specific audience, you should advertise your event on all platforms. That way, you can be sure to reach all the trickers near you.
You can also send out an email to all of the participants, sharing the final details of the event. You may share the schedule, addresses, and more in the email message.
Pro Tip: Create one key message and broadcast it on all channels. Ensure the message is brief, and accurately conveys what makes the event special.
6. Stock up on necessities.
People will be training all weekend, and the last thing you want is them running out of the necessities. This includes toilet paper and paper towels. This also goes for trash cans—make sure you are stocked up with trash bags, and be ready to change them frequently since they fill up pretty quickly.
Did you know that trickers also eat a lot since they are training all day and night? Make sure that you have enough plates, utensils, and cups. I have run out of utensils in the middle of serving a meal before—yikes! If you decide to sell snacks or provide them, get more food than you think you’ll need, just in case.
ALL the snacks.
7. Be organized.
Staying organized is the key to a successful event. So, start by creating a plan for the gathering. Assign tasks to the staff members, and create a document indicating their roles.
Also, create a plan indicating where people will stay during the weekend. Some gatherings include a lock-in, or an overnight stay at the gym. Mark the areas where people can put their stuff so that everyone's belongings are not scattered all over the place.
You’ve also got to think about meals. Since I have a background in restaurant and hospitality management and I know how to cook, I have always fed guests at the gatherings I have planned. It’s fun for me! It usually costs $2-4 per person per meal, but I understand that not all gathering hosts have cooking expertise, or want food tasks on their to-do list. If making food for the gathering is not in the cards, consider catering meals, or at the very least, give guests good recommendations for nearby restaurants.
8. Ask for feedback.
Chances are that you'll be happy and tired after the event, but it'll be hard to assess how it all went. That's why you should request that the participants give feedback about the event. Ask them to evaluate several things, including location, host work, activities, gym, etc. The information obtained will help you avoid mistakes in the future and enhance the quality of your gatherings.
Overall, trickers want to get in the gym and focus on their training. If you have everything they need set up for them, they will be very appreciative and more likely to give good feedback on their experience.
So there you have it: Eight of the best tips to have your gathering event up and running. Lastly, stay optimistic and don't be afraid of surprises, and your gathering will be a success!
Samantha Lee is a co-founder of Experience Tricking, NOLA Gathering, Diamond Gathering, and Farewell Gathering. She also manages trickers/tricking brands Dom Lewis, Aspen Edelen, and TrickStrong. Follow her on Instagram at @simplee.sam.