Sadly over this past week, we got 3 last-minute booking requests recently that we could not fill. Two of these events had over 200 attendees – and they are contacting us less than 2 days before their event? I’m wondering what has been happening with their planning process! We would have loved the business, but really???
Last-minute reservations can be downright exhausting. Making a rush job on your normal preparation can be difficult on you, your talent, and your staff. Hopefully, the trend of last-minute bookings are not here to stay. My event company has served some last-minute requests over the last few years, but we always need to be rescheduling our team, resources and family plans to fit them in. Advance planning of your responses to last-minute requests always will help your event company in the long run.
From booking event customers since the 90’s, I’ve seen bookings of all types. I can understand that there can be valid reasons to contact an event vendor last minute. I have also heard unfortunate and disheartening reasons for last-minute booking requests. It’s sad to hear when some other vendor cancelled on the customer last minute, and leaving them high and dry without any referrals or resources. It’s sad to hear when some committees and corporate groups have taken far too long to make a group decision, and lost opportunity with you. The reality here is that last-minute service truly becomes a “you get what you get” situation. Hopefully your client won’t “throw a fit” – as you can only give what you can in those moments. Most often, the best of services are usually not available at prime time and high season. If you have a popular party service, you are regularly reserved and booked weeks or months in advance.
Don’t Work For Rock-Bottom Prices
Some clients try out their game to see if you can lower your prices ridiculously because you may be desperate for income. Stand firm. Know your limits and how much you can realistically provide with less hours or days to prepare for these events. Many times, it’s just better to hold out for more solid customer bookings, and not kill yourself to make a lot less money.
Pushing Last Minute Contracts and Invoices
Some client may ask you to just show up and pay you in cash, trying to avoid the need to have a firm contract between you. Some clients may simply not be able to push an invoice through their company billing system within their expected time frame. Even when last minute, I’d recommend CYA protection in these situations, and push to get your contracts signed and approved. There’s no need to create more trouble showing up at event that is not paying your team appropriately. Understandably sometimes there is just not enough time to pull a last-minute service together, which actually might be better to avoid the job than jump on some crazy train.
Give Your Clients Some Parameters and Manage Expectations
You can only do your best effort here. Without the typical amount of time to prepare for your events, the service may not realistically be 100%, and all you can do is your best. Don’t over-promise on services if you know that you can’t deliver what you can agree on. Also, if you know that there are things you are aware that the rush job won’t allow, make sure to let the client know. Always give honest terms to your customer in these situations. Proper expectations on the client’s side will help produce the most successful event possible. If anything go wrong, there will be more understanding on the client’s side.
Normal Lead Times
Inform your callers the normal lead times for reserving your services. Let your callers know how early most of your clients do their booking. 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.
Related Blog Posts:
Realities of Last Minute Event Planning:
https://www.eventlightning.com/realities-of-last-minute-event-planning/
5 Helpful Tips To Deal With Interested Customer Who Asks For Casual Booking:
https://www.eventlightning.com/5-helpful-tips-to-deal-with-interested-customer-who-asks-for-casual-booking/
Our Booking Solution
GigBase Pro is a booking system that assists greatly in last-minute bookings. Speeding up the contract creation process and the information gathering will help out incredibly during the rush. Our event app from Event Lightning makes the critical information available when you and your team need it the most to give your last-minute bookings the best you can.
Check out how to easily book Gigs online:
https://www.eventlightning.com/booking-gigs-made-easy
photo credit: Clock (NEW YEAR concept) via photopin (license)
Oh my goodness! Impressive article dude! Thank you