Backstage Pass: The Event Insider Diaries
You know those moments where you just want to pull back the curtain and see what's really going on behind the scenes of a big event? Well, buckle up, because I'm about to give you a backstage pass to one of our recent event planning dramas.
It all started when a client booked a sleek rooftop venue for their annual industry bash. The hotel's event manager assured them the space could comfortably host 150 -175 guests. Everyone would be clinking glasses and enjoying sunset views over Los Angeles. Happy days, right? Not so fast.
Our team knew this venue well - we'd used a different area there for another client's event in the past. And I'll be honest, we had our reservations about the capacity claims. There was no way we were going to squeeze even upwards of 100 people into that rooftop space without it feeling uncomfortably cramped.
So we did what any self-respecting event pros would do - we pressed the venue for more details. Surely there was some mistake, right? Nope. The event manager doubled down, reiterating that the space could handle up to 175 guests. Hmm...
At this point, our team went into full investigative mode. We scoured the venue's website, scouring for any clues about the actual capacity. And lo and behold, we found the truth - the rooftop area that had been booked was stated to max out at 50 guests.
Cue the frantic outreach to the event manager. And...crickets. Complete radio silence.
After a few days of awkward voicemails and unanswered emails, we finally got through to someone - but it wasn't the original event manager. Turns out, she had left the company, and we were being reassigned to a new contact.
When we explained the situation to the new event manager, you could practically hear the horror in her voice. Apparently, the previous contact had massively misrepresented the venue's capabilities. The rooftop could only hold 100 guests, not 150-175. To make matters worse, the space wouldn't allow amplified music or speeches - something the client was counting on for their big event.
Talk about a nightmare! But here's where our team really earned our stripes. We didn't panic. We didn't point fingers. We simply went into problem-solving mode, determined to find a solution that would make our client happy.
After some creative brainstorming (and a bit of negotiating), the venue ended up comping us a larger space (closing down their pool for hotel guests) to accommodate the full guest list. They also allocated another private area specifically for registration and thank-you speeches. Crisis averted, event saved.
The moral of the story? When you're planning an important event, you can't always take a venue's word at face value - no matter how confident they may sound. That's why having an experienced event team in your corner is so invaluable. We know the right questions to ask, the red flags to spot, and the backup plans to have ready.
So the next time you're considering handling your event planning in-house, remember this cautionary tale. ALWAYS TOUR A VENUE SPACE. But with an event pro on your side, you can avoid the drama and keep your focus on creating an unforgettable experience for your guests.
