Overview
Every Fall and Winter semester, BYU’s College of Family, Home, and Social Sciences organizes a Research Conference where students present their work on large-format posters. After the presentations, we host an awards luncheon for those who RSVP. The December 2025 conference included nearly 300 posters, 450 presenters, and 425 lunch attendees.

My Role
I supported the planning and execution of the conference by managing catering logistics—including all dietary accommodations—overseeing RSVP lists, and guiding staffing assignments. I served as the primary contact for our vendors and student staff and directed all set-up for both morning poster pick-up and the luncheon. My role required clear communication, attention to detail, and the ability to anticipate what needed to happen next to prepare for 440 luncheon attendees.

The Problem
This was both my supervisor’s and my first year managing all catering responsibilities. I had arranged for 450 box lunches to arrive 30 minutes before the luncheon. Earlier that week, I confirmed the details with the catering company. However, as 11:30 a.m. approached, there were still no lunches. As more time passed, concern grew among staff—and so did the pressure to keep the event running smoothly.

Thinking Process & Action
I contacted the catering company to get an accurate estimated arrival time, though their updates remained vague: “We’re waiting on a few more—almost there!” While keeping a level head, I reassured staff and redirected their attention toward preparing to unload the food immediately once it arrived. When the delivery finally came, I guided the catering team to the correct location and coordinated our staff to unload and distribute the lunches as quickly as possible.

This experience taught me how to remain calm in stressful situations, communicate clearly under pressure, and maintain professionalism even when circumstances fall outside my control.

Tools Used
I leaned on my strength of Positivity to set a calm, solution-focused tone for the team. Clear communication with staff members helped us prepare for the delayed delivery, and ongoing updates with my supervisor ensured that she understood the issue and could support decisions being made on the spot.

Impact
Despite the lunch being late, the program went smoothly because we communicated with the host. Although the lunch arrived late, the program stayed on schedule because we communicated proactively with the host and adapted quickly. Attendees received their meals in a timely manner, and our staff stepped up seamlessly. This experience has influenced how I plan conferences moving forward—lunch orders are now placed through a highly reliable source and scheduled to arrive 90 minutes before the program begins.

This situation strengthened my confidence in leading others through stressful moments. I’ve learned that I genuinely enjoy being the person people turn to when a problem arises—and I’m able to guide them toward solutions with composure and clarity.