You're managing a live event with conflicting resource needs. How do you ensure client expectations are met?

Well said. You have to dot all the i’s and cross all the T’s! (Simply said). Make your checklist after researching the needs and follow up! It’s not a hard thing to do.

When prioritizing resources make sure to also ask yourself if there is a cheaper option for less critical priorities. As Live Events experts we tend to gravitate towards the best/industry standard resources. However, sometimes there might be cheaper alternatives such as event management software, ticketing systems, microphones, etc., that will deliver the same outcome we need it to. By identifying these alternatives you can often time more effectively prioritize without compromising the client/events outcomes or value.

A experiência diz-me que a primeira prioridade é garantir que uma selec??o de prioridade n?o descaracterize o alvo principal do evento. E a segunda é manter a qualidade na base de um grau de exigência em que mais vale pouco, mas bom do que muito e mau.

One thing I found helpful was having an authentic relationship with your client and understanding their needs, giving them top level service no matter what the situation looks like, always be ready, available and attentive to their needs.

To manage a live event with conflicting resource needs, prioritize clear communication and strategic resource allocation. Begin by assessing the critical requirements of each client, then identify overlapping needs and potential compromises. Collaborate with all stakeholders to create a balanced plan that meets key expectations. Stay flexible and ready to adapt if unexpected issues arise, ensuring constant updates and transparency with the clients. This approach maintains trust and delivers a successful event despite the challenges.

A good technique for brainstorming to find the “bootstrapped solutions” is a super quick daily meeting with your team. You can keep the same very challenge that needs most creativity to get resolved. Knowing that it will be just 10 minutes of exchanging ideas, most people will be more willing to share. You can also switch the time of the meeting - and then not possibly see how afternoon perspectives differ from morning ones.

Agree with the comment here. This approach of having an openness to ideas than hierarchical and planned approaches can become crucial when resources are stretched out. Sometimes it is compromise, but more often than not some open sessions could lead to unexpected solutions. Additionally it gives a second opportunity for a wider group to understand the necessity of the other and sense that both require to have a sense of cooperation - therefore the solution reached is not imposed but rather comes from a consensus.

I had a concert where we had two stage metal stairs that were old; at night that side of the stage was dark so it became dangerous for artists and crew. What I did is go back to the office (before the show) and took all of the cheap led strips from under our desks; then I set them under each step; and added yellow tape. The low glow of the leds illuminated the borders of the steps making it safe.

Conflicting resource needs often necessitate innovative thinking. To overcome these challenges, consider: * Resource optimization: Find ways to maximize the utility of existing resources, such as repurposing equipment or cross-training staff. * Alternative solutions: Explore alternative approaches to achieve desired outcomes, such as using virtual elements or partnering with external providers. * Out-of-the-box thinking: Challenge conventional methods and seek unconventional solutions to meet client expectations within resource constraints.

A criatividade é uma mais-valia em todas as áreas. Fugir às rotinas e automatismos de nós próprios é um desafio permanente em todas as áreas. A cada resposta encontrada importa questioná-la com uma sua contrária e despertar nova inventividade.

We always had meetings with all the vendors to show them the event floor plan, the location for each vendor (let’s say food, drinks, merchandise, alcohol etc). A copy was given to them with the contact for each important crew member from our team. Name + number of electrical (when we provide electricity for tents), name number of producer, coordinator etc etc. Then they had to send us the name and contact of the vendor + colegas that will attend the event; with that we produced personalized ID badges for them. Then security would know who is allowed and where. (not backstage, backstage, parking, etc).

Strong vendor relationships are essential for managing conflicting resource needs. Effective coordination involves: * Clear communication: Establish open and transparent communication channels with all vendors. * Detailed contracts: Clearly outline expectations, responsibilities, and deliverables in contracts. * Regular meetings: Schedule regular meetings to review progress, address issues, and ensure alignment. * Contingency plans: Develop contingency plans for potential vendor failures or delays.

Always have a contingency plan in place for unexpected situations that may arise during a live event. This involves identifying potential risks, such as equipment failure, personnel issues, or unforeseen weather conditions, and having backup options ready for each critical component. For instance, keep spare equipment on hand, have a standby crew member, and prepare alternative locations or activities if needed. Knowing what to do if something goes awry will help you maintain control and ensure the event runs smoothly. Effective contingency planning not only prepares

Plan B (sometimes more) is always essential. If things go wrong, take a breath, stay calm, and realise that ‘you got this’. Improvise, adapt, and overcome.

A meeting with the team where everyone brainstorms possible unexpected situations is the best way to prevent and prepare for them. Experience also lets you prepare for this because when Murphy hits, it hits

One thing I've found helpful is throughout the event, I’d stay flexible, keeping a close eye on how everything is unfolding and being ready to pivot as needed. Regular updates to the client would ensure they’re in the loop, and I’d work closely with my team to manage any challenges that arise. The focus is always on delivering an experience that meets or exceeds the client’s expectations, even if adjustments need to be made along the way.

A well-crafted contingency plan is crucial for mitigating the risks associated with conflicting resource needs. Key elements include: * Identifying potential challenges: Anticipate potential resource shortages or conflicts and develop strategies to address them. * Developing backup options: Create alternative plans for key elements of the event in case of unforeseen circumstances. * Communicating the plan: Share the contingency plan with key stakeholders to ensure everyone is prepared. * Regular review: Continuously assess the contingency plan and make adjustments as needed.

One of the best things I’ve done during my time in Honduras and concert production is delegating people for there’s strengths even if they did not have experience in concert producing. My cousin never worked in the concert industry but had a perfect eye for details and had studies in crowd security; so I placed him as stage manager and he did great guiding the team using the technical rider. The concert was Dimitri Vegas and Like Mike

Delegating tasks effectively is essential for managing conflicting resource needs and ensuring client satisfaction. This involves: * Clear roles and responsibilities: Define specific tasks and responsibilities for each team member. * Providing necessary resources: Equip team members with the tools and information they need to succeed. * Offering support: Provide guidance and support as needed to ensure tasks are completed successfully. * Monitoring progress: Track task progress and provide feedback to team members.

Ah, communication—the magical art of turning chaos into (relative) calm! When managing a live event with conflicting resource needs, I keep everyone in the loop like a seasoned juggler at a circus. I tell the client, "You can have fast, cheap, or perfect—pick two!" This keeps expectations realistic and adds a dash of humour to smooth over any budget-induced heart palpitations. Meanwhile, my team gets the royal treatment with transparency and maybe even a few donuts, because let's face it, donuts solve most problems. Together, we turn resource constraints into creative gold, all while keeping the show on the road and everyone smiling.

I believe communication is of utmost importance when it comes to streched resources. Transparency play a role so all stakeholders are aware, with clear communication as to what needs to be done and what is expectes without compromising quality to the best possible manner. At the end of the day, the best outcome is always desired by all parties involved hence synergy towards working in pursuit of achieving that goal has to be in place to ensure smooth delivery in a situation that does not need any additional challenges.

Communication is the linchpin of successful live event management, especially when juggling conflicting resource needs. It’s crucial to keep all stakeholders, including clients, vendors, and team members, informed about any adjustments or compromises made to manage resources effectively. Transparency with your client about what is achievable within their budget and resource constraints will help manage expectations and foster trust. Clearly articulate the potential impacts of any changes and how they align with the overall event goals.

Without clear communication in pre production and planning and then followed with the same on site it will only ever be a challenge, all involved with the supply chain and end delivery need to work together and either through one or a team of production and project management who coordinate with all suppliers on site and for pre production…. A Happy and coordinated team is key and ensures a great event / exhibition / festival or any form of creative environment. If the team is right and communicating and been managed any curve balls can be managed and solutions found ….

One of the mistakes event suppliers make is confusing their standards with the client's standards. Of course, we should never compromise safety, but we must remember that it is the client's event. Your priorities may be different from your end clients' priorities. Understanding their goals and values will help you provide guidance that is aligned with their priorities and values. This typically leads to win/win outcomes because it saves money for the client and reduces wasted resources delivered by the supplier. I like to say your favorite color isn't the right color, its simply your preference. Preference should default to the client, not the supplier.