Experienced Event Planning Companies Handle Last Minute Requests With Ease

Judy Richter asked:


Expert event planning and event management requires a keen sense of detail. It’s important to consider all of the elements of your entire event and how it will flow. However, even with the highest attention to  detail, many last minute items may arise that need to be addressed. You should be prepared to handle anything – that’s  the nature of event planning.

Often, these last minute challenges are the result of changes requested by the client, such as:

Changes in program logistics Speaker/performer cancellations Technology or lighting equipment changes or malfunctions Additional seating, display, or presentation requirements

For example, four days before a non-profit fundraiser, a client decided to add a Kabuki drop to unveil the dining area and dance floor at their event. No problem, right? An experienced event management company can handle last minute requests with ease. In this case, the client realized a day later that the bathrooms were located on the far side of the venue behind the stage – which meant that their guests would have to walk through the dining area to get to them. We considered several options: reverse the room and lose the unique indoor valet we were using, rent a crowd pleaser, or possibly have guests walk through the kitchen area.

After discussing the pros and cons of these options, we agreed the best choice would be to go with a portable toilet option for the two hours during the cocktail reception so that we wouldn’t have to sacrifice the valet or the surprise kabuki drop. This option also worked with the venue and wasn’t completely out of character as it was a mechanics warehouse.

This is just one example of one of the many types of last minute requests that can come up, and is a great reason to hire an experienced event planning and management company for your next event.

Some of the things you should consider when hiring an event planning company are:

Do they have experience planning and producing events like mine? Are they creative in their use of evolving technologies and best practices? Can I feel confident that my audience will be challenged, inspired, and even awed? Do they have a track record for flawless execution and great customer service? Can they produce my event in cost effective way? How well can they handle last minute changes and requests?

When it comes to planning and producing your important events, you’ll want to work with a partner that can help you every step of the way. Meet with several potential options and see if past events offer extreme creativity fused with unsurpassed technology and execution. This will help you decide if a particular vendor can achieve and exceed the goals of your event.



Ida