UNCERTAINTY-BASED EVENT MANAGEMENT
We have a lot of expectations when it comes to our events. We tend to envision about an upcoming event. However, one must always be prepared for the unexpected, since uncertainty plays a huge role in the management of any event.
Events don’t happen in isolation. As the event management process unfolds, every individual meets other people who don’t see things the way you do. One of the essential aspects of an event manager is negotiation advancements. Such training helps you to manage your event successfully, especially regarding your interaction with sponsors, suppliers, and partners. Many successful event managers have undergone negotiation skills training and count what was learned as invaluable.
What’s one of the most important things an event manager should know? How to come up with effective ways to minimize uncertainty and maximize efficiency. For this, one needs to follow a three-step process. The first step is planning, the second is implementation, and the third is the evaluation. An event manager can eliminate uncertainty from the event in its entirety.
One might encounter four levels in an event management process. The degree of the uncertainty will define your role as the event manager.
1. VARIATION
Small unpredictable things often take place. Hitches affect the timeline and variations are relatively easy to address. As a manager, you need to troubleshoot the situation to get everything back on track.
For example, if you’re planning a corporate dinner, you might be caught in a situation where your kitchen staff is ready, but the meat hasn’t yet arrived. What should you do? Put the kitchen staff to work on something else while the event manager contacts the meat supplier.
Variations occur all the time when you’re planning events. A manager is expected to know how to deal on the spot, adjust the timeline, and take charge of the situation.
2. FORESEEN UNCERTAINTY
Uncertainty is defined as something that could happen but might not. You can recognize the potential for such a situation to occur. As a manager, you and your team need to put contingency plans in place. (Like if you’re planning an outdoor event, it might rain!)
Some situations do take place without any guarantee. However, since there is a possibility, the event manager makes alternative arrangements - such as making a provision for the indoor area. An event risk committee plays a big role here because one can brainstorm the various foreseen uncertainties and possible contingencies. Here, you can apply the negotiation training to work when implementing these contingencies with vendors and suppliers.
3. UNFORESEEN UNCERTAINTY
Uncertainties are unpredictable, and you cannot put contingencies in place to mitigate it. Event managers dread because problems will not always be easily addressed. For your corporate event, the keynote speaker may be involved in terrible traffic or delays while on the way due to unforeseen circumstances. The chances of some of these uncertainties are so remote that you wouldn’t have been able to foresee.
At this point, you realize that relationships with stakeholders are critical. You may have to rely on others to help you determine and implement solutions. Handle situations with tactics you learn in negotiation workshops. In a high-pressure situation and decisions need to be made with an immediate effect. It’s better to know how to negotiate with people to get to the best possible result.
4. CHAOS
Chaos is an event organizer’s worst nightmare. Uncertainty is the central theme around which an event is planned. One must have a set of defined goals that will help to overcome the qualms. A good deal of flexibility is expected from an event manager to ensure that the event goes smoothly. Sometimes an event manager is asked to take over a poorly planned event, remember this could be a challenging task that requires great flexibility from your side.
You need to be able to work with a team of people on the understanding that things are going to be challenging. A good manager can get everyone on board by implementing the skills in negotiation workshops. The key lies in overcoming any uncertainty that an event manager comes across while planning an event and the effort you put in beforehand counts. The best way is to break the event down into smaller pieces. Create a fixed timeline with a fixed set of priorities. Keep checklists to track your progress.
Evaluate and make changes when you see that your plans are not working out. Use your team to brainstorm all the variations and foresee the uncertainties. Also, event manager must decide on contingency plans that will work best. The team represents the manager while engaging with vendors, suppliers, and stakeholders. As a manager, you cannot be everywhere at once. The team has to negotiate on your behalf.
THE BOTTOM LINE
Specific tools can be used by the event manager in order to deal with the uncertainty, including checklists, timelines, and an event risk committee. The latter promotes teamwork and helps to keep an eye on an event and the accompanying risks from many different perspectives.
Count an event as a great investment in your business success to send your team on a negotiation seminar. Help an event manager to negotiate effectively and handle complex situations in a better way.
Guest Author Bio: Business negotiation training is the sole focus of The Negotiation Experts. They believe this gives their trainers and writers unique insights to deliver practical advice and training to clients and readers. Their website is packed with negotiation resources for buyers, sellers, and anyone needing to earn more yeses.
You can’t prevent uncertainty, but you can plan for efficiency when it comes to using event apps and entry management technology: