Last updated on Jul 15, 2024

Your event venue partner falls short on services. How will you navigate this unexpected setback?

When planning an event, discovering that your chosen venue isn't delivering the promised services can feel like a nightmare. As an event planner, you're tasked with ensuring everything runs smoothly, and a venue falling short is a significant hurdle. However, with a calm approach and strategic thinking, you can navigate through this unexpected setback. The key is to assess the situation, communicate effectively, and find viable solutions to fulfill your event's needs. Remember, your adaptability as an event planner is crucial in turning potential disasters into successes.

1 Assess Quickly

When faced with a venue that isn't meeting expectations, time is of the essence. Quickly evaluate the missing services and determine how critical they are to your event. Can these services be sourced elsewhere at short notice, or can you do without them? Prioritize issues based on their impact on the event and your guests' experience. This initial assessment will guide your next steps and help you communicate effectively with your venue contact to seek immediate remedies or alternatives.

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Nicole Gajda

Head of Marketing @hypatos.ai
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Sometimes a creative solution is just one step away and can be accessed quickly. In order to get there I can only recommend to clearly communicate your expectations and needs and proactively ask for alternative solutions to fulfill it. A simple "What else could you offer to fulfill xyz" may trigger right thoughts and action steps. Some flexibility and willingness is a prerequisite.

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2 Open Dialogue

Open and clear communication with your venue partner is vital. Approach the conversation with a focus on finding solutions rather than assigning blame. Explain the discrepancies between the promised services and the current offerings, and ask for their immediate action to rectify the situation. Be specific about your needs and the timeframe you're working with. It's essential to maintain a professional demeanor, as this can foster a cooperative atmosphere and encourage the venue to work diligently on resolving the issues.

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Nicole Gajda

Head of Marketing @hypatos.ai
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In my experience there is always a way to find solutions. If you have a positive mindset and believe that everybody is doing their best in their best intention, you will attract those things accordingly.

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3 Find Alternatives

If the venue cannot provide the missing services, it's time to look for alternatives. Rely on your network of vendors and contacts to find quick replacements. Whether it's catering, audio-visual equipment, or decoration, there's likely a vendor who can step in at the last minute. Remember to negotiate costs and express the urgency of the situation. Your ability to think on your feet and secure backup options will save the day.

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4 Adjust Plans

Sometimes, you must adjust your event plans to accommodate the change in services. This could mean altering the layout, schedule, or even the activities planned. Keep your guests' experience at the forefront of any adjustments you make, ensuring that the changes will not negatively impact their enjoyment. Communicate any significant changes to attendees as soon as possible to manage expectations and maintain trust.

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Nicole Gajda

Head of Marketing @hypatos.ai
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One very important point here is to distinguish between the information that was accessible externally already and what has only been an internal plan. Sometimes you may encounter that you are dealing first and foremost with internal changes, depending on which phase you are in planning. Therefore, make sure to not over-communicate either and only provide relevant updates really needed.

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5 Leverage Teamwork

Your event team can be your greatest asset in times of trouble. Gather your team and delegate tasks to address the shortfall in services. Each member can take on a specific responsibility, whether it's finding a new caterer or setting up audio equipment. Working together efficiently can help overcome obstacles more quickly and ensure that no detail is overlooked in the process of rectifying the situation.

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6 Stay Positive

Maintaining a positive attitude is crucial when dealing with setbacks. Your confidence and optimism can inspire your team and reassure your clients that the event will be a success despite the challenges. Focus on the solutions rather than dwelling on the problems. A positive approach will help you stay creative and resourceful, which is essential for navigating through unexpected event planning setbacks.

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Ashlee Braxton

Head of Events | EMCEE | MC | Host | Presenter
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I actually love when this happens because I always say: "THANKS and its okay." Look things happen in life and if you're willing to look for it, then it always happens for a good reason. There's always something better that can happen for you if you allow it. It's too easy to get upset and build bad relationships. Plus it's another way for you to use your brain and come up with plan B. Don't let the small stuff get ya. Just believe that there's something better awaiting you :)

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Laura Notarbartolo
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It's important to think about the long-term relationship with your venue partner. Consider documenting the issues and how they were resolved, then schedule a follow-up meeting to discuss how future events can be better managed. This proactive approach can lead to improved service and stronger partnerships. Also, look into obtaining event insurance that covers unexpected shortfalls in services.

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Your event venue partner falls short on services. How will you navigate this unexpected setback?

1

2

3

4

5

6

7

1 Assess Quickly

2 Open Dialogue

3 Find Alternatives

4 Adjust Plans

5 Leverage Teamwork

6 Stay Positive

7 Here’s what else to consider

Event Planning

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Your event venue partner falls short on services. How will you navigate this unexpected setback?

1

2

3

4

5

6

7

1 Assess Quickly

2 Open Dialogue

3 Find Alternatives

4 Adjust Plans

5 Leverage Teamwork

6 Stay Positive

7 Here’s what else to consider

Event Planning

Rate this article

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