What do you do if your event planning conflicts with the venue owner's demands?

Venue owners can be incredibly demanding. When planning is still in the early stages, keeping lines of communication open and sharing plans is the best way to start on the right foot. Make sure to review contracts with your representation before signing. If the venue gives certain exceptions, get them in writing; never proceed on a handshake. Making sure all the rules are understood is paramount.

Open communication is the most effective way to reduce surprises—sharing plans with the venue. Know your non-negotiable elements; Pick your battles when you encounter obstacles or restrictions. The more you communicate and make the venue feel like they are part of the team and the event's success, the smoother your sails will fly.

Once, I had an event where load-in couldn't use large trucks. To work around this, I planned large load-in items for the beginning of the setup using a rented parking lot near the site and sprinter vans. Finding creative solutions to problems is your best friend. Be nimble in the moment. Don't be discouraged; there are many ways to achieve your goals and needs.

Lawyers are your best friend when it comes to problematic venues. Knowing your rights is extremely important. Make sure to get everything you agreed to with the venue in writing. Handshakes can always be revoked, specifically at the most untimely moments. One thing to note: legal routes to contract disputes should be reserved for the last option. Try your very best to sort out issues directly with the venue, especially if you plan to use this venue again or it is popular with wedding parties or companies in your area. Disputes with venues can bar you from hosting events at these venues, costing you potential business. Pursue legal action only when completely necessary or in cases of breaches of contract or local laws.

Communication is key. I recently handled this situation where the venue signed off on a particular room set up and a week before the event, the venue advised they weren't able to accommodate the layout bc the association host requested a quick room turn for the next morning's program. I called a meeting w the venue, association host and the general services contractor and explained that we had a live music element that required this layout. When I mentioned who the talent was, the association host glowingly exclaimed she had used them also at another event and immediately understood why we had contracted that specific layout. She made a few mods on her side, set up remained the same and she even joined us as a guest for our event! Win-win.

Before booking a venue, thoroughly understand all restrictions and demands. Once contracted, venue owners aren't obligated to accommodate changes. To avoid conflicts, clarify expectations upfront and ensure alignment between your event planning needs and the venue's requirements.

When my event planning conflicts with the venue owner's demands, I seek compromise. Clear communication, understanding each other's needs, and finding common ground are key. Respecting their rules while negotiating solutions ensures a successful event.

When faced with conflicting demands from the venue owner, consider proposing a win-win solution that addresses both parties' concerns. For instance, if the venue owner insists on certain limitations that conflict with your event plans, suggest a compromise that maintains the essence of your vision while respecting their requirements. This could involve adjusting the event layout, timing/ duration, or logistics to accommodate their concerns without compromising the overall quality or impact of the event. By proactively seeking common ground and presenting creative alternatives, you can turn a potential obstacle into an opportunity for collaboration and innovation, ultimately enhancing the success of the event for all involved stakeholders.