We have all felt it, the gut-wrenching feeling that comes from planning an event that ends up being a flop. There is nothing more wrenching for an event planner than to put countless hours of work and inventiveness into creating a valuable experience for your clients just to hear your work was subpar. Being the Owner and Meeting & Event Planning Engineer of Exceptional Occasions for more than a decade has provided me the expertise to discuss the downfalls of putting on a subpar event.
It’s Not My Responsibility
This kind of view can cause disturbance within a team and undermine a business in general. In the realm of event planning “it’s not my responsibility “is not the mindset you are expected to have. It does not mean you should not find an answer if you need to either. It truly boils down to everyone who’s available taking action to save the event. Whether this implies accepting the additional responsibility or venturing up by supporting your partners, the significant thing is to get it done.
Some years back, I had a client that wanted to provide her own DJ for a formal banquet. For some reason, the client would not allow me to contact the DJ to find out his requirements and brief him on the set-up. I tried every diplomatic angle I could think of. Note: Always have a back-up plan when the client wants to bite off more than they can chew. Of course, as the exceptional event planner that I had indeed made a back-up plan in case he didn’t arrive. Luckily he did arrived and came with a lot more equipment than what the client was aware of. Unfortunately, we had to shift the entire room and redo the layout of the banquet space. I wanted to approach the client and give the bad news and let them tell me what should be done. But there wasn’t time nor would it be the Exceptional Occasions way, my team and I rearranged it…done.
Remember as an event planner, you’re always responsible regardless of the outcome. Take into consideration saying “it’s not my responsibility” causes loss of time, looks amateurish, isolates members, and can cause client to get defensive. Take a deep breath, utilize what’s available to you, make a point to increase efficiency and create open communication amongst your peers. If the situation comes up, strive to discover why it happened, ensure it doesn’t occur again then debrief your client and the team. Lastly, however, continue troubleshooting the issue if time permits.
Getting locked in generalizations can be the biggest excuse that prompts disappointment. If you continue utilizing customary stereotypes to figure out what your event or business ought to do, you will fall short! Do your own promotions and marketing. Carry out your own research. Find out what your real segment needs are and let your audience mention to you what they want for themselves. Always keep in mind what you desire to achieve by putting on your event. Refresh your thinking of who you want your event to attract and why. The more diverse you are the greater your perspective, perception, and provision will be.
Your confidence can keep you away from being an outstanding event planner or organizer. Lack of confidence can halt planning progress and halt business in its tracks and can lead to subpar events. Confidence is a significant quality of successful event planners. Individuals need to have confidence in you, yet above all, you must have confidence in yourself.
I built my confidence and expertise while working in diverse business sectors. I have worked private parties; with other meeting/ event planning companies; faith–based organizations; travel logistics and industrial/retail sales, to name a few. To be good I had to learn from those before me and to be great I made it point produce greatness! But I wanted to be exceptional! It was the driving force to then step out on my own to establish Exceptional Occasions.
“We should be taught not to wait for inspiration to start a thing. Action always generates inspiration. Inspiration seldom generates action.” Frank Tibolt
Identifying anything that is killing your confidence is a significant step. Develop a tough skin, there are people who will attempt to undermine and/or discourage your progress. Look at all that you have accomplished and have faith in yourself. Remind yourself you are destined for success and keep building your confidence event by event. Remember you can do this because you’re destined for greatness!
I Don’t Believe That is Possible
How would you know until you try? Coming up with suggestions and ideas may appear, at first, unrealistic. Actually, they are indicators of a creative tea. Avoid shutting ideas down until you have tested their credibility. Event planners love challenges! The International Institute of Event Management penned “Event planning is the energizing art of choreographing people and activities in order to create a show that creates memories of a lifetime.” Businesses and events that pave the way need to figure out how to conquer obstructions and be first to get things done, do not let the chance of disappointment subvert you. Almost nothing is more satisfying to me then the pleased look and feedback I receive from my clients!
We Don’t Have the Budget
This is possibly the most common excuse businesses use to stop suggestions they don’t care for by utilizing financing. It’s okay if budgeting is tight and consequently, a few things or ideas essentially aren’t conceivable. However, in several cases, there are countless solutions or a less expensive ways of accomplishing an event that can be close to the real deal. Before using the budget as an excuse, search for less expensive options that might make the event possible. For example, when you need that special lighting touch consider Uplighting. When you need graphic design, website design, a video, etc., check out Fiverr. Both of these options can greatly reduce your event budget costs.
I remember putting on a book-launch event for a client who wanted to have performances, catering, décor and a book signing. Everything in the venue was manageable. The reception area required a lot of pipe and drape and the budget could not handle the additional cost. What was the workaround, you ask? Well, the Exceptional Occasions team built a low-cost version using pvc pipes and bed sheets. The low-cost pipe and drape version had the right visual affect for the event. It pleased the client and, most importantly, stayed within budget.
Now, you should not have any reasons left to sideline your efforts to produce events that will impact. You should see some significant improvement in your progress. It is vital to note that sometimes things stand in your way yet very rarely is there a barrier without a way around, under, or through it. Next time you make an excuse in your mind, ask yourself how you can overcome it before allowing it to slow your progress and prosperity.
“Events don’t just happen. Don’t just focus on the here and now but, instead, have an overarching view of your end goal.” Whoa
If all else fails, go to my website to set up a consultation and let’s get through together.
For all those businesses and individuals, remember when venturing out to hire event planners, consider the value of the services they offer and not the fee that comes with them. Organizing an event takes a great deal of time and effort. What’s more, if you’re not a professional planner it will likely take you much longer to accomplish every part of preparation. Hiring a planner will free you to spend your time on other projects. In this view, be sure to get the most out of your event. Contact us today and obtain the best organized event that would give you a remarkable impact to your life. Exceptional Occasions, an outstanding full–service meeting and event planning production firm, ready to bring your ideas to fruition.