Challenges in Handling difficult Clients, Volunteers or Staff Members in Event Planning

"Competition as we know it is dead. Collaboration is the new competition. It's about working with each other, not against. Together we all win."

- Rich German

 

Photo from Mewy

Have you been charged with working with a difficult client or volunteer when producing an event?  How can you get your job done and achieve the goals set by the organization when you have staff members or volunteers who will not cooperate or work towards a common goal?

 

My lesson learned recently is that you really must have a company meeting to outline the goals of the event. Everyone should understand and move towards this common goal as a team. Having a common goal will help those who are antagonistic to at least understand that there is a  purpose for the event and a goal to achieve. As a professional with experience, your knowledge base is generally broader when it comes to achieving the goals of an event and producing that event so that the goals are met. People who are naysayers, or refuse to change do not forward the bigger goals of the organization and make your road full of land mines for you as the event planner.

 

Good communication from the organization should be requested in order to avoid these pitfalls.  Suggest early on in the planning that all the key people have a presentation from the CEO as well as the planner.  Changes should be discussed if this is an event that has happened in the past.  Understanding what was "always done" is important in order to make improvements in the process to meet the current needs of the organization and forward the goals of that organization.  Because something has always been done that way - is it in the best interest of the organization to continue doing it that way?  Could technology improve the manual process?  Would online registration enhance your event?  If sponsors could choose their level of support from an on-line page, would that enhance the customer service?

Photo from Daptiv

 

There are many ways to continue to improve any event.  Professional event planners can objectively look at what has been done and make suggestions to improve these events.  Ask for a consultation to see how your event could better fulfill the goals and aims of your company.  Events are still the highest return for your marketing dollar...invest wisely and have a successful event by using some good basic communication with your team.

Q & A with Becky

This week we have a very special blog post for you. It is a Question and Answer session with Becky, owner of Plan Ahead Events Boise. She has some awesome insight on planning your special event!

 

To Theme, or Not to Theme?

Should your event have a theme?  

Sometimes themes help with certain kinds of events and make the planning easier.  It certainly helps with decorations and color schemes to have some sort of thematic approach to your event.  Here are some questions to help you develop a theme:

• What time of year if the event being held?
• Is your event close enough to a holiday to use that as a theme?
• Is the location where you are having the event conducive to a particular theme?
• What is the purpose of your event?
• What previous themes have been used for your previous events?

If you are having trouble coming up with something, host a brainstorming event with some of the key players in the event.  Clearly define the objectives.  Have the mindset that "no idea is a bad idea" and start to talk about a wide variety of possibilities.  Make a record of what the suggestions are - keep them for future events as you will likely have more ideas than you can use at one event.  Narrow down the best ideas and make a plan to implement them.  If you need to present the ideas, present the three best ones to the board or decision makers in the company.

Once you have chosen a theme, make a conference logo to support the theme.  Generate some promotional materials using the theme.  Don't forget to incorporate it into the signage, nametags, table tents, decor, centerpieces, meals, music, contests and awards.  Make the most of your choice and best of all have fun creating your event.

Do you have trouble acquiring sponsorships for your event?

Sponsorships seem to be challenging for many people to attain.  They have great ideas, even get folks to agree to support the cause, then never manage to close the deal.  This is one area that meeting planners need to excel in, so if you need help - ask for it!  Don't wait until the last minute or it will be nearly impossible to close the deals.  Sponsorships are built on relationships and providing the sponsor with the right things to make them actually support your cause.  That relationship takes time to nurture.  You have to spend some time with the sponsor and get to know them.  What do they need and want from their sponsorship for your company or organization?

Marketing sponsorships should be relatively easy to obtain.  Every business has some kind of advertising or marketing budget.  You are tapping into a revenue stream that is not based on charity - even though giving may just make them feel good as well.  With a marketing sponsorship, you are giving them some kind of exposure to your community in exchange for their dollars spent.  You need to know what that exchange is and be able to follow through with it.

Hire a professional to help - take a seminar on sponsorship acquisition - start early to be successful.