Last updated on Feb 23, 2024

How can you prevent stakeholder conflicts during event planning?

Event planning is a complex and collaborative process that involves multiple stakeholders, such as clients, vendors, sponsors, attendees, and staff. Each stakeholder may have different expectations, preferences, and interests, which can lead to conflicts during the planning and execution stages. How can you prevent stakeholder conflicts during event planning and ensure a successful outcome? Here are some tips to help you manage and resolve potential issues.

1 Identify your stakeholders

The first step to prevent stakeholder conflicts is to identify who they are and what they want from the event. You can use a stakeholder analysis tool, such as a matrix or a map, to categorize your stakeholders based on their level of influence, interest, and impact on the event. This will help you prioritize your communication, engagement, and negotiation strategies with each stakeholder group and avoid overlooking or neglecting anyone.

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Staceyann Doria, CMP, CED, HMCC

Head of Global Events | Driving Business Results through High-Touch, VIP, and Live/Virtual Events, Tradeshows, Meetings, and Trainings | Virtual Event Planning | Cvent Superuser
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Identify stakeholders and their roles clearly. Acknowledge varying levels of influence to anticipate approval authority. Set the tone in meetings to prevent conflicts. Recognize diverse perspectives early on.

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2 Communicate clearly and regularly

The second step to prevent stakeholder conflicts is to communicate clearly and regularly with all parties involved. You can use various channels and methods, such as emails, phone calls, meetings, newsletters, surveys, or social media, to share information, updates, feedback, and expectations. You should also establish a communication plan that defines the frequency, format, and content of your communication, as well as the roles and responsibilities of each stakeholder. This will help you build trust, transparency, and alignment among your stakeholders and avoid misunderstandings or confusion.

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Delroy Marston

Housekeeping Manager at Virginia Commonwealth University
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Planning an event can be a daunting task with numerous stakeholders involved, each with their own set of priorities and expectations. However, there are some strategies that can be implemented to prevent conflicts among stakeholders during event planning. Firstly, clear communication and transparency are key. Regular meetings and updates should be held to ensure all stakeholders are on the same page and any potential issues can be addressed early on. Secondly, involving stakeholders in the decision-making process can help to create a sense of ownership and avoid any feelings of exclusion. Thirdly, setting realistic goals and expectations from the start can help to manage stakeholders' expectations and avoid disappointment.

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Meira Spivak💡

I help you CRUSH your goals | CEO of Results Driven Innovation | Professional Development Workshops | Trained Facilitator of SIT Innovation | OKR implementation | Strategy Consultant | Oregon NCSY Director
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Crucial conversations upfront can make a huge difference. Bring up what your nervous about and let the potential instigators come up with solutions to avoid challenges later. If they are bought in from the start, it can make a big difference

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3 Manage expectations and scope

The third step to prevent stakeholder conflicts is to manage expectations and scope of the event. You should define the goals, objectives, deliverables, and success criteria of the event, as well as the budget, timeline, and resources available. You should also document and communicate any changes or issues that may affect the scope or quality of the event, and seek approval or feedback from your stakeholders. This will help you set realistic and achievable expectations and avoid disappointment or frustration.

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Meira Spivak💡

I help you CRUSH your goals | CEO of Results Driven Innovation | Professional Development Workshops | Trained Facilitator of SIT Innovation | OKR implementation | Strategy Consultant | Oregon NCSY Director
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Expectations often leads to disappointment. But they also can help you plan ahead. If you know that two people are going to cause challenges, will clash, or will just cause tension to rise, plan accordingly. Can you try to put them on separate projects? Can you plant a 3rd person during shared projects, to minimize tensions and explosive blowouts? Try to envision potential fallouts and then work to avoid them

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4 Negotiate and compromise

The fourth step to prevent stakeholder conflicts is to negotiate and compromise with your stakeholders when necessary. You may encounter situations where your stakeholders have conflicting or competing demands, preferences, or opinions, which can affect the event design, logistics, or outcomes. You should listen to their perspectives, acknowledge their concerns, and find common ground or alternative solutions that can satisfy their needs and interests. You should also be flexible and adaptable to changing circumstances and expectations, and be willing to make concessions or trade-offs if needed.

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5 Resolve conflicts constructively

The fifth step to prevent stakeholder conflicts is to resolve them constructively if they arise. You should not ignore or avoid conflicts, as they can escalate or damage your relationships with your stakeholders. You should also not take sides or blame anyone, as this can create resentment or hostility. Instead, you should address conflicts promptly and respectfully, using a collaborative and problem-solving approach. You should focus on the facts and the issues, not the personalities or emotions, and seek win-win outcomes that can benefit all parties involved.

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Meira Spivak💡

I help you CRUSH your goals | CEO of Results Driven Innovation | Professional Development Workshops | Trained Facilitator of SIT Innovation | OKR implementation | Strategy Consultant | Oregon NCSY Director
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Separate the two parties and wait until they are cooled off. Lead them in a guided conversation asking them to share their feelings and where they think things went wrong. Do this with both parties and try, as best as you can, to play peacemaker. Even if they won't become best friends, they need to understand that their behavior can negatively or positively impact the entire event. Reiterate that you trust them and believe in them and know they can make the right decision.

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6 Evaluate and improve

The sixth step to prevent stakeholder conflicts is to evaluate and improve your event planning process and performance. You should solicit feedback from your stakeholders, both during and after the event, using methods such as surveys, interviews, or focus groups. You should also conduct a post-event analysis, using metrics such as attendance, satisfaction, revenue, or impact, to measure the results and outcomes of the event. You should then identify the strengths, weaknesses, opportunities, and threats of your event planning, and implement actions or recommendations to improve your stakeholder management and conflict resolution skills.

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Meira Spivak💡

I help you CRUSH your goals | CEO of Results Driven Innovation | Professional Development Workshops | Trained Facilitator of SIT Innovation | OKR implementation | Strategy Consultant | Oregon NCSY Director
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When the event is over, sit back are reflect. What measures could have been put into place to avoid conflict in the first place? But don't be too hard on yourself. Sometimes, knowing the cooks in the kitchen, situations are inevitable. Focus on the positives while writing down the main takeaways for improvement. And next year, try to surround yourself with the highest level people.

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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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How can you prevent stakeholder conflicts during event planning?

1

2

3

4

5

6

7

1 Identify your stakeholders

2 Communicate clearly and regularly

3 Manage expectations and scope

4 Negotiate and compromise

5 Resolve conflicts constructively

6 Evaluate and improve

7 Here’s what else to consider

Event Planning

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How can you prevent stakeholder conflicts during event planning?

1

2

3

4

5

6

7

1 Identify your stakeholders

2 Communicate clearly and regularly

3 Manage expectations and scope

4 Negotiate and compromise

5 Resolve conflicts constructively

6 Evaluate and improve

7 Here’s what else to consider

Event Planning

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