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JessW
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Gee
Have you thought about asking your boss what (if any) additional annual/regular events he usually attends etc and put them in your diary to track even before someone drops it on your lap from the compost heap that they call organising? It will save you time int he long run and you will be able to chase the 'organising PA' for details in plenty of time to do everything you will need to do or, failing that, she/he may come back (preferably in writing) saying they are doing x, y and Z, meaning when they naff it up again you will come out smelling of roses - especially if you manage to rectify the mistake(s) for at least your boss!
Just a suggestion!
Jess
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