How can you build relationships to ensure event success with tight deadlines?

Event production is a fast-paced and dynamic field that requires excellent communication, coordination, and collaboration skills. Whether you are planning a small workshop, a large conference, or a virtual summit, you need to build strong relationships with your stakeholders, vendors, and attendees to ensure your event runs smoothly and meets your objectives. But how can you do that when you are working with tight deadlines, limited resources, and changing expectations? Here are some tips to help you navigate the challenges of event production and create positive and lasting impressions with your partners.

1 Know your goals and priorities

Before you start reaching out to potential speakers, sponsors, venues, or caterers, you need to have a clear vision of what you want to achieve with your event and what are the most important aspects of it. Define your SMART goals (specific, measurable, achievable, relevant, and time-bound) and communicate them to your team and your stakeholders. This will help you align your expectations, avoid confusion, and focus on the tasks that matter most. You can also use your goals as a reference point when negotiating contracts, making decisions, or resolving conflicts.

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Phelyx Hopkins
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Oh, I do love to discover high-level professionals! Those folks become working relationships that I nurture because a reliable team and network frees up so much time and brain space! Authentically maintain that list of resources. Learn birthdays, anniversaries, and family member's names. Learn and get to know their talents and strengths as individuals and discover their network and resources. Reach out with some frequency just to learn if they need anything. Maintain a Trello Card (or an equivalent) on these superheroes and set reminders to check-in. The bottom line is if you mindfully craft a trustworthy network of capable folks who will follow you anywhere, you will never encounter a potential crisis that cannot be solved with one call.

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Elena Alejandro

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Normally after investing time working and selecting reliable suppliers, there are some with a proven track record of reliability and efficiency, particularly in meeting tight deadlines. The communication with them has to be very clear and specific. Deadlines, expectations any specific needs have to be provided. Is very important to keep a record from precedent events, remind them what worked well and indicate areas to be improved. Show appreciation, working with reliable people is a treasure, it saves you lots of headache!

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2 Do your research and be flexible

One of the key skills of event production is negotiation and contracting. You need to find the best deals and terms for your event, while respecting your budget, timeline, and quality standards. To do that, you need to do your homework and research the market, the suppliers, and the competitors. Find out what are the average rates, the availability, and the reputation of the vendors you are interested in. Compare different options and look for alternatives. Be prepared to negotiate and compromise, but also to walk away if the offer is not satisfactory. And always have a contingency plan in case something goes wrong.

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3 Build trust and rapport

Another essential skill of event production is relationship management. You need to establish and maintain positive and professional relationships with your stakeholders, vendors, and attendees. This means being respectful, courteous, and honest in your interactions. Listen to their needs, concerns, and feedback, and respond promptly and effectively. Show appreciation and recognition for their contributions and support. Follow up and follow through on your commitments and promises. And don't forget to have some fun and show your personality along the way. People are more likely to work with you and for you if they like you and trust you.

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Austin James

International Event Producer | Experience Architect | Mental Health Advocate | Artist
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The most powerful tool at any live event professional's disposal is rapport building. It truly does not matter how many documents you've created, how many hours you've spent planning, or what resources you have at the ready if you haven't already built solid working relationships with all of your partners. Something will go wrong, and when it does you have to respond quickly. Often times, the solution requires the support or expertise of someone else, and you'll find that it's far more difficult to gain their favor in a moment of rapid-response if you haven't already laid the groundwork of trust. Treat EVERYONE well. Not only is it the kind and professional thing to do, you also have no idea who's support you may need later down the line.

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Andi Moravec

Operations Manager, Bound Media Group | Social Media Manager | Brand Manager | Project Manager
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Relationship development in the events world is key. Giving a sense of ownership to the success of an event to those participating can help your attendance numbers and the overall operations leading up to the event. Participants are more likely to share the event details and meet their deadlines when they feel they are a part of something big.

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4 Communicate clearly and frequently

Communication is the backbone of event production. You need to communicate your goals, plans, expectations, and progress to your team and your partners. You also need to communicate your value proposition, benefits, and instructions to your attendees. And you need to do it in a clear, concise, and consistent way. Use multiple channels and formats to reach your audience, such as emails, calls, newsletters, social media, websites, or apps. Use simple and direct language and avoid jargon and ambiguity. Provide relevant and timely information and updates, and avoid information overload or repetition. And always invite feedback and questions to ensure understanding and engagement.

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5 Evaluate and improve

The last tip for building relationships to ensure event success with tight deadlines is to evaluate and improve your performance and your outcomes. After your event is over, don't just move on to the next one. Take some time to reflect on what went well and what didn't, and what you can do better next time. Collect and analyze data and feedback from your team, your stakeholders, your vendors, and your attendees. Identify your strengths and weaknesses, your opportunities and threats, and your best practices and lessons learned. Share your results and insights with your partners and thank them for their collaboration. And use your findings and recommendations to improve your processes, systems, and skills for your future events.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you build relationships to ensure event success with tight deadlines?

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1 Know your goals and priorities

2 Do your research and be flexible

3 Build trust and rapport

4 Communicate clearly and frequently

5 Evaluate and improve

6 Here’s what else to consider

Event Production

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How can you build relationships to ensure event success with tight deadlines?

1

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3

4

5

6

1 Know your goals and priorities

2 Do your research and be flexible

3 Build trust and rapport

4 Communicate clearly and frequently

5 Evaluate and improve

6 Here’s what else to consider

Event Production

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