Common communication snags in events.

Event planning often faces communication challenges that can disrupt even the best-prepared teams. Common issues like unclear objectives, last-minute changes, and misaligned roles can cause confusion and stress. Clear communication is key to ensuring all team members have access to accurate, up-to-date information. Regular meetings, clear documentation, and proper planning help keep everyone on the same page. By addressing these issues upfront, teams can avoid chaos and ensure smooth event execution.

Here are six tips to improve communication in event planning:

1. Incorrect Setup Instructions

Issue: The event host provided the wrong instructions for equipment setup, leading to delays and inefficiencies.

Solution:

• Clarify in writing: Always request setup instructions in writing, including diagrams or detailed lists if possible.
• Confirmations: Send a confirmation email outlining the instructions to ensure mutual understanding.
• Site visit or walkthrough: Whenever possible, conduct a pre-event walkthrough with the host to clarify expectations and verify that the instructions are correct.

2. Lack of Information on Guest Accessibility Needs

Issue: The host failed to mention the presence of guests with special accessibility needs, resulting in last-minute complications.

Solution:

• Ask specific questions: Include accessibility needs as a mandatory question during the event planning phase.
• Pre-event checklist: Have a checklist that includes accessibility requirements like ramps, sign language interpreters, or other accommodations.
• Early verification: Once needs are identified, verify early in the process that accommodations are arranged.

3. Unclear Roles and Responsibilities

Issue: Miscommunication regarding who is responsible for which task can lead to confusion and inefficiencies during setup and event execution.

Solution:

• Define roles clearly: Before the event, outline the roles and responsibilities of each person involved, both within your team and on the client side.
• Assign point people: Have designated contacts for specific areas (e.g., setup, technical, catering) to ensure smooth communication during the event.

4. Failure to Communicate Last-Minute Changes

Issue: Last-minute changes, such as schedule adjustments or setup modifications, were not communicated in time, causing issues during execution.

Solution:

• Centralized communication system: Use a shared online platform (e.g., Slack, Microsoft Teams, or a project management tool) to ensure that any changes are communicated in real-time to all relevant parties.
• Set a cut-off time: Establish a clear cut-off time for major changes, ensuring that there’s enough time to adjust and communicate to the team.

5. Ambiguity in Technical Requirements

Issue: The technical requirements for the event were not clearly specified, resulting in equipment being set up incorrectly.

Solution:

• Technical specification sheet: Request a detailed technical rider from the client, listing all equipment and technical needs.
• Double-check requirements: Once you receive the instructions, go over them with your technical team to ensure everything is understood. A follow-up call with the host to confirm technical details can further minimize errors.

6. Inconsistent Communication Channels

Issue: Information was spread across different channels (email, phone, text, etc.), making it difficult to track changes and follow-ups.

Solution:

• Unified communication platform: Use one primary communication channel, such as email or a project management tool, to consolidate all event details and discussions.
• Record keeping: Keep a shared document that tracks all important updates and decisions made throughout the planning process, ensuring there’s a single source of truth.

By proactively addressing these communication challenges, you'll ensure smoother event execution and reduce last-minute complications.