Learning how to manage expectations is the most important part of any event. As the host, you are responsible for creating an event that your guests will love and that lives up to the vision you create in your head.
An age-old saying in business is that “you need to under-promise and over-deliver.” At the heart of that saying is that you need to know how to manage expectations. The promise refers to what you are offering to your audience or guests. The “delivery” is what your guests actually receive.
Did you promote a 5-star VIP event but half of your guests feel jipped when the transportation you provided makes them miss the first session? Or, are you planning a wedding and think the whole thing will fall apart if one thing goes wrong?
How do you move past all the things that can go wrong at your event with ease? Keep reading to find out exactly what managing expectations can do for you.
How To Manage Expectations: The Basics
Know What Your Non Negotiables Are
Do you need your event to start on-time at all costs? Or do you have a VIP group that needs the ultimate VIP experience? No matter what your event objectives, you will have 4 or 5 goals that need to happen no matter what- those are your non negotiables.
You need to know what these non negotiables are if you want to have a successful event.
Is it more important that everything runs exactly on-time or that all of your bridesmaids are lined up next to you? Sometimes, it’s easier to think of the situations that could happen and choose which is the best option for you.
What have you told your guests to look forward to leading up to the event?
Work with people who take the time to understand your vision
Too often I see people compromising their vision for cost or time. When you are looking for new vendors whether it is your photographer or your wedding coordinator, make sure they understand your vision. It’s your day and you deserve to have it the way you want it.
Learn how to prioritize
During your event, something unexpected will happen. Anyone that tells you otherwise is not an honest person. However, not every unexpected event will be a tragedy. The power is in how we deal with and prioritize those occasions.
Something I like to do is differentiate between important occasions and urgent occasions. If an occasion is urgent, then that is the absolute next thing that needs to be handled. If an occasion is important, then it can be handled after the urgent occasions.
How do you know if an occasion is urgent or important?
Look at who the occasion effects. Does it effect the guest of honor (like a bride) or the next speaker that is going on stage? If so, it might be time to upgrade that occasion from important to urgent. Also, consider how many people this occasion effects. Just 1 or 2 guests that can wait 5 minutes, be quick, but get back to them in 4-5 minutes instead of dropping everything.
Here’s a few quotes I like to keep handy when it’s time to get into event mode:
“You can do anything, but not everything.” -Anon
“The first step in exceeding you customer’s expectations is to know those expectations.” -Roy H. Williams
“Most of your stress comes from the way you respond, not the way life is. Adjust your attitude, and all that extra stress is gone.” – Anon
Contact Simple Living With KT at 727-808-9875 if you are looking for an event planner!