Overview
The College of Family, Home, and Social Sciences invited women from across the United States to participate in a conference intentionally designed to support connection, networking, and professional development among women in similar fields. The goal was to create a meaningful experience where guests could collaborate, share insights, and strengthen their professional communities.

My Role
I supported the planning and execution of the conference by managing travel arrangements for all special guests, overseeing catering logistics, and delegating staffing assignments. On the day of the event, I welcomed guests arriving from out of state as well as faculty, staff, and students on campus. My role required clear communication, logistical coordination, and a consistently positive presence as I guided both guests and staff throughout the conference.

Problem
Leading up to the event, we received multiple lists of undergraduate and graduate students to invite, and we prepared for more than 110 attendees—including special guests, faculty, staff, and students. However, when the conference began, only about 45 attendees arrived. The unexpectedly low turnout created concern and confusion, especially because we had designed the experience and prepared resources for a significantly larger group. The discrepancy also suggested a possible breakdown in communication, which risked diminishing the experience for our special guests.

Thinking Process & Action
Our team immediately investigated the cause of the low attendance. We reviewed our email communication to confirm that all invitees had received the conference details. During this process, we discovered multiple messages from students asking where the event was being held—an indication that our earlier communication may not have been sufficiently clear or visible.

To resolve the issue quickly, we responded to every inquiry and sent a clear, concise reminder to all staff, faculty, and students with the event location, schedule, and expectations. This helped ensure that anyone still planning to attend could arrive without additional confusion.

Through this process, I learned how essential early and explicit communication is to the guest experience. Even small ambiguities—such as unclear location details—can have a significant impact on turnout and participant confidence.

Tools Used
I leaned on my strength of Adaptability to adjust quickly as circumstances changed. When we realized attendance would be lower than expected, Adaptability allowed me to stay composed, pivot our staffing plan, and reframe how we welcomed guests to maintain a positive energy in the room. I also applied my leadership skills to keep my team focused and efficient during setup and to ensure that guests felt supported despite the shift in scale.

Impact
Although attendance was lower than anticipated, the conference ultimately fostered meaningful interaction among the women who participated. The smaller group size created a more intimate environment that encouraged conversation, mentorship, and authentic connection.

Professionally, this experience reshaped the way my team and I communicate with invitees for future events. We now send invitations earlier, highlight essential details more clearly, and incorporate reminder messages into our communication strategy.

Personally, this situation strengthened my ability to maintain a positive attitude and lead confidently when expectations shift. It reinforced that guest experience is shaped not only by turnout, but by the intentionality, clarity, and care we bring to every moment of the event.