Why We Insist on a Single Point of Contact for Every Wedding and Event

Working as a team is not at all uncommon when you’re planning a major event, whether it’s your wedding or your company’s big product launch. And, generally, this is a good strategy: Collaborating with others, from expert planners to friends and family, can help minimize stress, inspire creative ideas, and in many cases, enhance your end results.

That said, we do have one important caveat when it comes to events that will take place at our venue. We only accept orders, information, and updates from one person. One decision-maker. A single-point-of-contact.

This rule is one of our most important policies, and it’s something The Bell Tower on 34th spells out in each client’s contract.

Without maintaining a single point of contact, we would not be able to achieve our primary objective: delivering excellent events that no one will ever forget. The saying, “too many cooks spoil the broth” is grounded in truth. If we were to accept directives from multiple parties, we’d have a recipe for disaster.

It’s impossible to deliver excellence without clear, consistent communication, and that just isn’t going to happen when more than one person is making decisions and relaying information. The waters get muddied. Orders and announcements contradict each other. And staff members, instead of working to fulfill the client’s vision, find themselves scrambling to prevent chaos.

Our venue has made a point of preventing scenarios like that. When it comes to weddings, only one person makes financial decisions, provides us with headcounts, selects bar and menu packages, and submits their seating plan and timeline. As a result, our team members know the information they receive--and rely upon to requisition goods, schedule staff, and set up rooms—is reliable.

In the case of weddings, our contact usually is the bride. If she wants to relinquish venue-related decisions to someone else, possibly her professional wedding planner, she’ll need to provide a signed document stating the planner is now our official point of contact. Then, the bride will have to accept all planning and financial decisions the planner relays to us. (Though, the bride can rescind the planner’s status if she’s not satisfied with the arrangement.)

“Agency,” appointing another person to act on your behalf for a specified purpose, is a basic element of legal transactions and business relationships. Offering this option has created a win-win for our customers and for us. Clients can delegate decision-making if they want to, and we retain our ability to effectively deliver on our promises.

The same is true with the other types of events held here, from proms to corporate celebrations. We regularly welcome committees who are researching prospective venues and want to tour The Bell Tower on 34th. But our interactions with a committee stop there. If they select our venue for their event, they’re asked to select a contact to work with us. That person might be a school principal, a corporate executive, or a trusted representative.

The contact is not necessarily the person responsible for paying us; it’s the person with the authority to make venue-related decisions. They will be the only person with authority to sign—and update—an agreement with The Bell Tower.

And, as is the case with weddings, our policy protects clients, allows us to prevent conflicting directives, and frees us to do our job effectively.

We hold our single-point-of-contact policy in high regard. I think it’s fair to say it has been integral to our success as a business.

About the Author:

Roger Igo?is the founder and CEO of special events venue,?The Bell Tower on 34th, along with?Excellent Events, and?Venues in Houston. He is the author of “Keep On Going, The History of The Bell Tower on 34th,” a former radio host, a graduate of CEO Space International, and an alumnus of The Disney Institute.