420 Behind the Scenes of Hosting Live Events: Our Biggest Fears and What We've Learned After 9 Events

Quick SummaryAfter eight or nine live events and nearly four years of hosting, Wave for Women co-founders Kelsey and Emily sit down for an unfiltered conversation about the fears that keep them up at night before an event — from pregnancy scares and ice storms to missing name tags and worn-out swag bags — alongside the parts of event-hosting they've learned to fully trust.In This EpisodeEmily's biggest event fear: a sick kid (or herself) making an event impossible to attendNavigating a first-trimester pregnancy and morning sickness during a live 75-person eventTwo intense weather scares — an ice storm and an air quality warning — and the "Acts of God" risk that comes with event hostingWhy every attendee has a different risk tolerance, and how that shapes hard callsThe "little things become big things" logistics spiral: name tags, tape, table assignmentsReal mishaps: a mismatched speaker time, a water shortage on a hot day, worn swag bagsWhy building an event team (and having a "runner" on standby) changed everythingWardrobe mishaps on the road — bra straps, blisters, and the case for trying on your full outfit beforehandWhat Kelsey and Emily never worry about: guest connection, public speaking, and trusting their unconventional approachWhy choosing small-town venues and unique guest speakers became a competitive advantageKey TakeawaysPlan for the things you can't control. Weather, illness, and "Acts of God" risks aren't preventable — build contingency plans and a trusted team rather than assuming you'll be lucky forever.Respect that risk tolerance varies. Not every attendee will weigh a health or weather risk the same way you do — communicate clearly and let people opt in or out.Build an event team, not a two-person show. Having a trusted "runner" on standby for last-minute needs (water, supplies) keeps hosts from being stressed out at their own event.Give yourself grace for the 2% hiccups. Wrong speaker times, mismatched dates, worn swag bags — these happen at almost every event, and naming them openly builds trust with your audience rather than eroding it.Trust your unconventional instincts. Choosing smaller-town venues and guest speakers you personally love — rather than copying what everyone else does — can become your strongest differentiator.Memorable Quotes"Don't make a mountain out of a molehill when little things go funny.""When you make decisions that just feel good in your soul, you will attract the right attendees who see in that vision, and they want to build it out with you."Resources MentionedKelsey's Instagram: @KelseyReidlEmily's Instagram: @itsemilyelliotWebsite: waveforwomen.caInstagram: @waveforwomenWave Mastermind — live coaching and blueprints for hosting events, podcasting, and public speakingUpcoming Wave for Women events: October in Elora; early 2027 in ParisAbout the HostsKelsey and Emily are the co-founders of Wave for Women, having hosted eight or nine live events over nearly four years — ranging from intimate 10-woman gatherings to events with almost 100 attendees, top guest speakers, and vendors. They also run the Wave Mastermind, a coaching community for women building podcasts, events, and businesses.