Aaah, That Feeling: Behind the Scenes of a Successful Major Event

Aaah, that feeling—when the lights dim, the last song fades out, and the crowd heads home with smiles on their faces. You exhale. It happened. It worked. It was a success.

But while the event may have looked effortless to guests, the truth is, what happens behind the scenes is nothing short of incredible. Creating a major event with a great vibe, a buzzing atmosphere, and seamless execution takes a small army of visionaries, planners, and doers who turn chaos into magic.

The Vision

It all starts with an idea. Maybe it's a spark from a brainstorming session, a moment of inspiration, or a simple conversation that turns into what if...? From there, it's about building a vision—what the event will feel like, sound like, taste like. Every detail begins to form: the theme, the flow, the experience.

Planning, Then More Planning

Budgets, timelines, permits, staffing, logistics. Months before the event, spreadsheets and schedules become lifelines. Behind the scenes, teams meet late into the night, reviewing site maps, refining vendor lists, and confirming deliveries down to the minute. This is where the “vibe” starts to take shape—not in lights and music, but in intentionality.

The Cast of Many

The event wouldn’t exist without the people behind it:

• Vendors who bring color, creativity, and craft to every booth or table.
• Caterers and food trucks who plan menus to fuel the crowd (and the crew).
• Musicians and DJs who curate the soundtrack that defines the experience.
• Volunteers and staff who answer questions, solve problems, and keep things moving.
• Technicians and crew who quietly work the lights, sound, and infrastructure behind it all.

And—we absolutely couldn’t do it without our sponsors. Their generous support is what helps us elevate the experience, provide more for our guests, and bring our boldest ideas to life. From the signage to the stage, their partnership is felt at every turn. They’re not just names on a banner—they’re vital to making it all happen.

The Day Of

While guests are just arriving, the crew has been at it for hours—sometimes days. Coffee in one hand, walkie-talkie in the other, organizers double-check everything. Last-minute changes? Handled. Weather challenges? Adjusted. Missing cables or signage? Found or reimagined. It’s not about perfection—it’s about adaptability, energy, and heart.

The Afterglow

And then, it's over. The tents come down. The lights go off. Trucks roll out. There’s exhaustion, yes—but also pride. A kind of joy that only comes from creating something unforgettable. And maybe, in the quiet moments afterward, someone turns and says: Let’s do it again next year.

Because that feeling? That moment of shared celebration and community? It’s worth everything that happens behind the scenes.

Bravo! Sarah Maag Maddy Grogan Darrin Smith Bob Wendland and all the rest of the Pavilion staff and volunteers who helped to make it happen. Cheers to next year!