Event planning is full of surprises, and sometimes, things don’t go according to plan. Recently, I faced a major hiccup with a venue that lacked a goods lift, leaving us to use a guest lift instead. This crucial detail wasn’t revealed until after we signed the contract and booked external suppliers, highlighting the importance of thorough communication and contingency planning.
During our initial venue inspection, the salesperson was accommodating and didn’t mention the lack of a goods lift. They seemed perfectly agreeable about our use of external suppliers. However, as we moved from sales to contract to coordination with the venue’s event manager, important details were either omitted or miscommunicated. These omissions weren’t reflected in the contract, leading to unexpected complications later on.
The situation became even more challenging when the venue imposed strict bump-in and bump-out times, dictating when we could and couldn’t use the guest lift. They insisted on a next-day bump-out, which clashed with our vendors’ schedules and created a logistical nightmare. After some negotiation, they allowed us to use the guest lift outside the restricted times but not without additional costs. This also forced us to use their in-house suppliers for other services, limiting our options and impacting our budget.
While it was tempting to let frustration get the better of us, we knew maintaining a positive relationship with the venue was crucial. Event planning is a collaborative effort, and sometimes, flexibility and understanding go a long way. We calmly expressed our concerns, sought compromises, and focused on finding solutions that worked for everyone involved.
Despite the hurdles, maintaining a good rapport with the venue staff proved beneficial. They were more willing to accommodate our needs once they saw our cooperative approach. This experience underscored the importance of keeping lines of communication open and staying professional, even when things go wrong.
The takeaway here? Always double-check a venue’s policies and communicate your needs clearly from the start. Be prepared for unexpected challenges and approach them with a problem-solving mindset. And remember, maintaining good relationships with your vendors and venue staff can make a significant difference in overcoming obstacles and ensuring a successful event.
Event planning isn’t just about flawless execution; it’s also about resilience and adaptability. When things go awry, your ability to handle problems calmly and professionally can turn potential disasters into opportunities for growth and stronger partnerships.
Comments