by Deanna Tassoni
Plans, plans, plans. Many of us got into the meeting and event industry because we’re good at planning. Whether it is planning floral arrangements, menus, itineraries, or entertainment schedules for meetings, we all make plans. That’s what we do. That’s why we’re called planners!
Recently, I was reminded how much plans can change.
One of my company’s agents was traveling to a client’s event in a remote part of Canada. On-time arrival at her destination involved the coordination of travel by plane, ferry, and rental car. Before leaving, she carefully ran through that what-if scenarios in case her flight was delayed. She went through all the details to ensure a foolproof backup plan. As I went home for the weekend, she got on a plane and began her journey.
Recently, I was reminded how much plans can change.
One of my company’s agents was traveling to a client’s event in a remote part of Canada. On-time arrival at her destination involved the coordination of travel by plane, ferry, and rental car. Before leaving, she carefully ran through that what-if scenarios in case her flight was delayed. She went through all the details to ensure a foolproof backup plan. As I went home for the weekend, she got on a plane and began her journey.
You’re probably already rolling your eyes. After all, nobody wants to hear about plans that went without hitch. Where’s the fun in that?
Which brings me to my first point:
1. Things go wrong.
If this is news to you, this is probably your first day on the job. The rest of us are pretty used to change. Event planners are not only good planners - they’re good reactors. We may have a backup plan to fix a problem before it begins, or we may need to react to the problem as it happens, fixing it as we go. Either way, the nature of the job rests upon problem-solving. Call it Murphy’s law, call it life, call it whatever you want - problems happen.
So my coworker was traveling home from the long weekend, relieved that it was coming to a close. She’d arrived at her destination, performed her job, packed up, and was in the car driving to the airport. Just when one would think all was well, her rental car blew a tire. Smack-dab in the middle of nowhere, too early for any businesses in a rural town to be open to ask for help, she was stranded.
2. A good planner is always prepared.
They carry sharpies and safety pins. They have their files backed up on their computers, and they know that talent sometimes has to back out of an engagement. So when a dress rips, a computer crashes, or a bus breaks down, planners have the plan. They know how to perform surgery on clothing, access a backup system, and produce alternate entertainment. So what happens to our story?
Armed with useful knowledge about how to change a tire, our agent got out of her rental car and searched for the tire iron and spare. The brand-new vehicle, however, came with its parts screwed in too tightly for her to get them loose in order to perform her roadside repair without assistance.
3. Know where to find help.
When meeting and event planners find themselves in situations beyond their control, it’s time to call in backup. Are your coworkers and clients on your side? Are they willing to pull extra hours, take care of messy situations, and be your knight in shining armor? If you don’t have anyone who falls under this category, I suggest you find someone - immediately!
Luckily, some of the ticketing, technology, and website gurus we partner with were staying at a hotel within our agent’s proximity. Much to her surprise, they even answered her phone call in the middle of the night. Clearly, answering 2:00 a.m. distress calls goes above and beyond the duty of any client. Within a short time, help had arrived to our stranded agent. With a little elbow grease, she was able to get back on the road and made her flight home - with time to spare.
The moral of the story: things go wrong. Be prepared for anything, and make sure you have backup. That way, you can always be ready and waiting to impress your clients with your innate ability to expect the unexpected.
Deanna Tassoni is the marketing and social media coordinator for entertainmentBuy™, a full-service event production company dedicated to providing meeting and event planners with entertainment services. As a source for booking big-name talent for corporate and private events, entertainmentBuy™ negotiates, contracts, and handles all aspects of live entertainment. Deanna integrates her passion for music with her love of marketing. Creating social media strategy and implementation processes, she ensures that entertainmentBuy, along with its clients, stay on the forefront of social media and inbound marketing opportunities. Learn more at www.entertainmentbuy.com.
Which brings me to my first point:
1. Things go wrong.
If this is news to you, this is probably your first day on the job. The rest of us are pretty used to change. Event planners are not only good planners - they’re good reactors. We may have a backup plan to fix a problem before it begins, or we may need to react to the problem as it happens, fixing it as we go. Either way, the nature of the job rests upon problem-solving. Call it Murphy’s law, call it life, call it whatever you want - problems happen.
So my coworker was traveling home from the long weekend, relieved that it was coming to a close. She’d arrived at her destination, performed her job, packed up, and was in the car driving to the airport. Just when one would think all was well, her rental car blew a tire. Smack-dab in the middle of nowhere, too early for any businesses in a rural town to be open to ask for help, she was stranded.
2. A good planner is always prepared.
They carry sharpies and safety pins. They have their files backed up on their computers, and they know that talent sometimes has to back out of an engagement. So when a dress rips, a computer crashes, or a bus breaks down, planners have the plan. They know how to perform surgery on clothing, access a backup system, and produce alternate entertainment. So what happens to our story?
Armed with useful knowledge about how to change a tire, our agent got out of her rental car and searched for the tire iron and spare. The brand-new vehicle, however, came with its parts screwed in too tightly for her to get them loose in order to perform her roadside repair without assistance.
3. Know where to find help.
When meeting and event planners find themselves in situations beyond their control, it’s time to call in backup. Are your coworkers and clients on your side? Are they willing to pull extra hours, take care of messy situations, and be your knight in shining armor? If you don’t have anyone who falls under this category, I suggest you find someone - immediately!
Luckily, some of the ticketing, technology, and website gurus we partner with were staying at a hotel within our agent’s proximity. Much to her surprise, they even answered her phone call in the middle of the night. Clearly, answering 2:00 a.m. distress calls goes above and beyond the duty of any client. Within a short time, help had arrived to our stranded agent. With a little elbow grease, she was able to get back on the road and made her flight home - with time to spare.
The moral of the story: things go wrong. Be prepared for anything, and make sure you have backup. That way, you can always be ready and waiting to impress your clients with your innate ability to expect the unexpected.
Deanna Tassoni is the marketing and social media coordinator for entertainmentBuy™, a full-service event production company dedicated to providing meeting and event planners with entertainment services. As a source for booking big-name talent for corporate and private events, entertainmentBuy™ negotiates, contracts, and handles all aspects of live entertainment. Deanna integrates her passion for music with her love of marketing. Creating social media strategy and implementation processes, she ensures that entertainmentBuy, along with its clients, stay on the forefront of social media and inbound marketing opportunities. Learn more at www.entertainmentbuy.com.
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