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You're in charge of event production. What are some common conflicts and how can you solve them?

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Event production is a challenging and rewarding field that requires creativity, coordination, and communication. However, it also involves dealing with various conflicts that can arise before, during, and after an event. Whether it's between clients, vendors, staff, or attendees, conflicts can jeopardize the success and reputation of your event. How can you prevent and resolve them effectively? Here are some common scenarios and tips to help you handle them.

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Omar M. Antar

Large-Scale Events Management | Venue Operations |Retail Management | An Orchestrator Of Moments & A Maestro Of…

1 Budget issues

One of the most frequent sources of conflict in event production is the budget. Clients may have unrealistic expectations, vendors may charge more than expected, or unforeseen expenses may occur. To avoid budget issues, you need to establish a clear and detailed budget plan with your client from the start, and update it regularly. You also need to negotiate with your vendors and secure contracts that specify the scope, terms, and fees of their services. If you encounter any changes or problems that affect the budget, communicate them to your client as soon as possible, and propose solutions that can minimize the impact.

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Omar M. Antar

Large-Scale Events Management | Venue Operations |Retail Management | An Orchestrator Of Moments & A Maestro Of Memories??
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1- Don't ignore the situation 2- Approach the parties involved 3- Understand the root cause 4- Offer a fair and constructive solutions 5- Help them reach an agreement

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Madeleine Koenigsberg

Event Manager, Writer, Editor
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Client budget issues need to be priority. Make them aware of what is realistic and what isn't, whether that means a hosted bar is out of the question of their budget, or it means being leaner on the appetizers or downgrading your food in some way. This should be solved before the event is anywhere near to being executed; if not, major miscommunications have occurred.

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2 Timeline delays

Another common cause of conflict in event production is the timeline. Delays can happen due to various factors, such as weather, technical issues, vendor errors, or last-minute changes. To prevent timeline delays, you need to create a realistic and flexible schedule with milestones, deadlines, and contingencies. You also need to monitor the progress of your tasks and vendors, and follow up with them regularly. If you face any delays, inform your client and stakeholders promptly, and explain the reasons and consequences. You also need to adjust your plan and prioritize the most critical tasks to meet the deadline.

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Madeleine Koenigsberg

Event Manager, Writer, Editor
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For different events, different timelines happen. Weddings often have photo timelines; that can mean you push them back or forward, and they have to be adjustable. Be prepared for delaying the next stage and don't stress about it, just be prepared for it.

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3 Creative differences

A third source of conflict in event production is the creative vision. Clients may have different tastes, preferences, or ideas than you or your vendors. Creative differences can lead to dissatisfaction, frustration, or confusion. To avoid creative differences, you need to understand your client's goals, expectations, and style from the beginning, and align them with your own expertise and experience. You also need to communicate your creative concept and design clearly and visually, and get feedback and approval from your client at every stage. If you encounter any disagreements or changes, listen to your client's concerns and suggestions, and try to find a compromise that can satisfy both parties.

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4 Staff disputes

A fourth source of conflict in event production is the staff. You may have to deal with different personalities, opinions, or skills among your team members, vendors, or volunteers. Staff disputes can affect the morale, performance, and collaboration of your event crew. To prevent staff disputes, you need to hire and train your staff carefully, and assign them clear roles and responsibilities. You also need to communicate your expectations and instructions clearly and respectfully, and provide feedback and recognition. If you face any conflicts or complaints among your staff, address them quickly and calmly, and mediate a fair and constructive resolution.

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5 Attendee complaints

A fifth source of conflict in event production is the attendees. You may have to deal with unhappy, dissatisfied, or angry attendees who have issues with the event content, quality, service, or safety. Attendee complaints can damage the reputation and satisfaction of your event. To prevent attendee complaints, you need to plan and deliver an event that meets or exceeds your attendees' needs, interests, and expectations. You also need to provide clear and accurate information, instructions, and policies to your attendees before and during the event. If you receive any complaints or feedback from your attendees, respond to them promptly and politely, and offer solutions or apologies as appropriate.

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Madeleine Koenigsberg

Event Manager, Writer, Editor
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Some complaints are valid, and some aren't. A guest of a client complaining about a lack of an open bar is not going to make the bar magically open if the client in charge of the event didn't pay for that. A guest complaining that their food was cold from the buffet that they were first in line for is a problem that needs to be fixed ASAP (preferably in the next five minutes or less).

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6 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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Paulo G.
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Managing expectations via effective communication will resolve a number of the issues outlined. The events industry is still very much a 'say yes to everything' front, when actually that's what causes the issue in the first place.

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You're in charge of event production. What are some common conflicts and how can you solve them?

1

2

3

4

5

6

1 Budget issues

2 Timeline delays

3 Creative differences

4 Staff disputes

5 Attendee complaints

6 Here’s what else to consider

Event Production

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You're in charge of event production. What are some common conflicts and how can you solve them?

1

2

3

4

5

6

1 Budget issues

2 Timeline delays

3 Creative differences

4 Staff disputes

5 Attendee complaints

6 Here’s what else to consider

Event Production

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