The Professor’s Jar: The Art of Event Planning

Imagine a professor standing in front of a classroom with an empty jar. He fills it first with large rocks, then smaller pebbles, then sand, and finally water—each element representing priorities in life.

But what if we applied this analogy to event planning?

Just like in life, successful events require a balance of priorities, resources, and creative touches. At the Sunshine Coast Events Industry Association (SCEIA), we know that planning an event isn’t just about logistics—it’s about crafting an experience.

The Jar: Your Event Budget and Capacity

The jar represents the framework within which your event exists—your budget, resources, and overall capacity. Whether you’re planning a local business networking night or a multi-day festival, you can only fit so much into your “jar.” The key is knowing what to prioritise first.

The Big Rocks: Your Event’s Foundations

The big rocks are the essential elements that define your event’s purpose and success:

• The Why: Why is this event happening? Is it to educate, celebrate, connect, or innovate?

• The Audience: Who are you trying to reach, and what do they need?

• The Theme: What message or experience should attendees take away?

• Your Team: Who is in the trenches with you? Successful events are not solo efforts—they are built on collaboration. Whether it’s a dedicated planning team, volunteers, external suppliers, or industry partners, having the right people in place is crucial. Knowing everyone’s roles, strengths, and responsibilities from the outset helps ensure a smoother, more efficient event execution.

• The Core Outcomes: What does success look like?

These foundational elements should go into your event planning first because, without them, the rest lacks direction.

The Pebbles: The Structural Elements

Once your big rocks are in place, you can start adding the pebbles—your event’s structural components:

• Speakers & Entertainment: Who will bring your theme to life?

• Venue & Logistics: The physical or digital space where your event unfolds.

• Program & Schedule: How do you guide attendees through an engaging journey?

• Ticketing & Registration: The gateway to your event, ensuring accessibility and ease.

• Marketing & Sponsorships: The fuel that drives awareness and support.

These elements build on your foundation, giving shape and structure to your event.

The Sand: The Experience & Emotional Connection

Sand fills the gaps between the pebbles, representing the finer details that elevate an event from good to unforgettable:

• Atmosphere & Styling: Lighting, décor, and branding that set the tone.

• Networking & Engagement: Opportunities for real human connection.

• Interactive Elements: Gamification, activations, or surprise-and-delight moments.

• The Emotional Journey: How do you want people to feel at each stage of your event?

This is where events transition from being simply functional to truly immersive and memorable.

The Water: The Unexpected & Adaptability

Lastly, water flows through everything, symbolizing adaptability. No event goes 100% according to plan—weather changes, speakers drop out, technology glitches. The best event planners know how to pivot, ensuring a seamless experience no matter what.

Final Thoughts: Filling Your Jar With Intention

At SCEIA, we believe that great events don’t happen by accident. They are crafted with careful consideration of priorities, resources, and creativity. Whether you’re a seasoned event planner or someone looking to host your first gathering, remembering the Professor’s Jar can help you stay focused on what truly matters.

Want more insights and inspiration? Follow SCEIA for expert advice, industry trends, and real-world event success stories.

Let’s keep filling the jar—together.