What do you do if your event budget is being impacted by illogical reasoning?

If the root of the “illogical” issue is discoverable, do so & get rid of it. Find a different provider of said contribution like this article says, an alternative… If that’s somehow impossible, find a way around it… My Event Industry mantra “Is to make the impossible, possible”. This article touches on that outlook, get creative, reassess, circle the wagons, fresh eyes, ect.. Nothing changes if nothing changes.. We are the masters of our own destiny, we create the events, there’s nothing set in stone, it’s all up to us.. That’s a very powerful liberating feeling.. embrace it!

In one of the events I was managing, the client insisted on allocating a significant portion of the budget to a lavish fireworks display, despite it being unnecessary for the event's theme and goals. Upon further discussion, it became apparent that the client's decision was influenced by personal preferences rather than the event's requirements. To address this, I scheduled a meeting with the client to discuss the rationale behind their decision and presented alternative options that aligned better with the event's objectives. I emphasized the importance of allocating resources strategically to maximize the event's impact while staying within budget. This helped ensure that the event achieved its goals without unnecessary expenses.

Have an open discussion with those involved to discuss how the decision will affect the event budget bottom line and if it makes sense. Identify the situation and the options, find a solution, and if need be, make an adjustment and keep pushing forward.

If my event budget is affected by illogical reasoning, I address the issue by presenting clear, evidence-based arguments. Then I would outline the financial implications and propose alternative solutions to ensure fiscal responsibility and event success.

Saying that something won’t work without offering a solution is not helpful. Instead, offer a few solutions or “yes” scenarios that bring in the original idea, with considerations for budget as well as the reality of your event details (dates/timeframe, venue restrictions, communication deadlines). That way, a dialogue is created and even if the original suggestions are not the final choice, space is created for ideation.

In Hawaii, we have limitations to resources, affordable or otherwise. Sometimes the costs are unavoidable & need to be compared to the vision, if the client is willing, spend that $, if not then adjustments have to be made & the client will have to understand. Full transparency throughout the process, avoiding surprises & last minute devastation… Selling a client on the alternatives to their vision is the superpower of the Event Team. Anything is possible!

When illogical reasoning impacts your event budget, take a breather and reassess. We're used to managing a lot, but knee-jerk reactions aren't always the solution. Determine if it's a minor tweak or a major issue needing stakeholder discussion. Sometimes, a small budget adjustment can keep everyone happy and avoid bigger problems down the line.

In any strategy or planning, it's natural for errors to arise, some of which may seem illogical. But the key is to spot them early and fix them to prevent bigger issues

Es importante en estos casos siempre buscar una alternativa extra al cliente, que se adapte a su idea y al presupuesto, sin necesidad de inflarlo.