Surprise
Have you ever played that game "two truths and a lie" where someone tells you three things and you have to guess which one is the lie? Let's play a quick round, I'll go first....
1) My mother used to drive Monster Trucks
2) I have been to Disney World
3) I once hosted a SURPRISE party for 2,000 people
Which one do you think was the lie? You're right, I have SADLY never been to Disney World. Total bummer (but it's on my bucket list).
That's right, that means my mother DID drive Monster Trucks, and I HAVE hosted a SURPRISE party for 2,000 people. Frankly, of the two, the former is much more intimidating to me than the latter. (I can't drive a stick, nor am I good at driving backward and both seem like helpful skills when driving Monster Trucks. I don't know really, you'd have to ask my Mom).
Anyway, in a former life I was an Outreach Pastor at a large church in Cincinnati. I had become fairly well known in the city for hosting a large Prom for adults with disabilities each fall. I was also responsible for planning outreaches for about 1,000 junior and senior high school students each summer for a week long service camp. We were in a brainstorming meeting with the Leadership Team that put the event together when one of the pastors looked at me and said "We should do a Prom!" and then laughed. I think he expected me to say "no", but I've never been one to turn down a big party. We talked it through and it seemed that hosting a more casual version of the outreach would be a great fit for the week. We decided we would host a luau for adults with disabilities and position the students to be hosts.
But I suggested we not tell the students.
That's right. A surprise party. I wanted to invite about a thousand of my friends with disabilities to come over for an evening of food, dancing and fun, but I didn't want to tell the people who would be playing the role of host. They are the ones I wanted to surprise. You see, in my experience, students, and young people in general, are often grossly underestimated. I am so tired of seeing headlines and stories of how this generation is selfish, or doesn't get it. I knew if too many people knew about this idea it would get shot down. And so, "Operation LUAU" began.
That's where my experience as an event planner comes in. I had built an INCREDIBLE event team, lovingly referred to as TEAM BIG (as in - if it wasn't BIG they weren't interested; they were then, and still are, MY PEOPLE!). That team was responsible for all of the planning and logistics for the event. We learned over several years working together that if you attract, equip, empower, and unleash people they will always come through. We recruited a secret structure of core volunteers who were let in on the secret and the morning of the big day I briefed all of the youth pastors about what would happen.
The plan was that at the end of the outreach day the kids would get off the bus and be greeted by members of TEAM BIG (all wearing our very best luau attire) and would be directed to report to the auditorium. This would certainly be different for them as they were used to having a couple of hours of free time at the end of the day.
While the youth groups were out on service projects for the day (at over 200 distinct locations) one set of about 50 students was scheduled to do an "onsite outreach prep project". They were tasked with decorating for what they thought was just a big party for themselves and their fellow students.
As the students sat anxiously speculating in the auditorium, a string of buses and cars were lining up with guests just outside. We showed a brief recap of the original Prom outreach and the students all cheered. I walked on to the stage and asked them if they would like to host something like that in their home towns some day. "YEAH!" they all cheered. "I'm so glad you feel that way because I have about a thousand friends lined up outside to hang out with you!" I chimed.
There was a quick wave of cheering followed by immediate stunned silence as the reality of the situation finally set in. Groups were given instructions on where to report based on their pre color coded name tags, and directed to quickly take their places.
The night was magical. The students had no time to get nervous and were thoroughly supported with the right briefing and staff to make sure they were successful, and the guests? They had the time of their lives. They had been to parties at our facility and honestly knew what to expect. They were leading the students more than the students were hosting them. They were teaching this sea of teenagers what it looks like to let loose and have fun. I'll never forget it.
As the evening wound down and our friends went home we divided the student up into smaller groups of 200 and led them through open mic debriefing.
What happened that evening was not only an event planning masterpiece, it was a huge step toward inclusion for a generation just deciding what to think about the world.
Never underestimate the ability of those around you regardless of age, ability, gender, etc. People are capable of so much more than we give them credit for. Instead of assuming the worst, let's challenge each other to be our best. If it worked for a thousand unsuspecting sweaty teenagers, it can work for you too.
Takeaway Tip -
When planning an event of any scale, always outline the duties and responsibilities for those who will be serving along side you (whether paid staff or volunteers). Document this information in writing and go over it with them ahead of time. This helps to not only prepare your people, but to identify any gaps in logistics or programming.
Also make sure you are thinking through accommodations for people of all abilities. The more inclusive your event is the better it will be for all involved. Often there are accommodations that are made for someone with a specific need that also benefit the rest of the group as well.
Here's to Happy Ever After....
Harmony