A HUGE trend for event planning over the recent years has been the last-minute customer reservation, requests, and contracting services in the event industry. For numerous reasons, this bad habit exists in many other industries also. I don’t see it going away soon. The responsibility lies on the service provider to be as 100% clear as possible with their clients.

Unfortunate and unexpected things do occur at the last minute, so it is good to have proper expectations, and to be prepared for anything that might occur.

Realities:

Things fall through the cracks because of the last minute craze. Small but mission-critical details are often ignored. Any pre-work and extra attention to your info collection will benefit your last minute events.

Murphy’s Law can be in full effect for last minute planning and events.

Murphy’s Law states that “anything that can go wrong, will go wrong”. Since less long-term care is given to a last-minute event, it can be more likely things can go drastically wrong. And the things that go wrong will usually be your most common frustrations — arggh!! The goal would be to fight the least amount of fires. Sometimes, the service provider can’t find the location of the event in a timely manner due to the rush. Know that “due diligence” on your part is the best you can offer, and that you are the professional who is schooled in making the event go as best as it can.

Your staff and talent have less availability during the last minute.

You may or may not have your best service available. You can only do your best, and offer what services you can. But in reality, offering the customer what you can exactly do in honest terms will go a long way.

Upholding your promises to your customer is of utmost concern.

If you cannot uphold your service contract within the short period, communicate your concerns. Adapt or cancel your service provision. Take care to uphold your reputation in the process.

Phone contact may not occur before or during the event as expected.

I have seen a strong pattern over 18 years of providing service at events: the main contact person is busy coordinating (or enjoying) the event, and often does not pick up their phone when it is most critical for you. Sound familiar? If so, then obtain multiple alternative contacts for the event in case the first contact cannot be reached.

Other Recommendations:

Over-Communicate!

Don’t hesitate to over-communicate with your customer. Don’t leave any stone unturned, and get the info you need. Send your riders and conditions as you need. Email as much as you can – your invoice, contract, etc. Your customers are happy to be included in the plan with you.

There is no need to over-promise to your client – obviously you should not be expected to over-extend your services in the last minute.

Discounting?

Though customers may be looking for a drastic price reductions at the last minute, you do not always need to grant it. I tell my clients that we have our operating costs, and prices are the same whether or not it is planned early. You could suggest that discounts come for advanced bookings instead.

Do Contracts!

I recommend not foregoing any contracting or invoicing in the last minute, just because of lacking time. When things go bad, your mutual contract stands and you won’t get taken advantage of. Make sure you cover all your contingencies in your contracts. Insisting on service contracts make you look more professional, and will help in the success of your events.

 Our Business System

Event Lightning is a business system that assists greatly in last-minute bookings. Speeding up the contract creation process and the information gathering will help out immeasurably during the rush. Event Lighting mobile apps makes the critical information available when you and your team need it the most. Call (408)866-7216 for quotes.