1. Managing Common Event Planning Mishaps.

Venue Double Bookings

These tips are part of an ongoing series created to help event planners handle common mishaps during the planning process. New tips will be shared each week to keep you informed and prepared.

Situation: Two different events have been scheduled for the same venue on the same date due to a booking error

.Step-by-Step Resolution:

1. Immediate Action: Contact the venue manager to confirm the error and assess potential solutions.
2. Explore Alternatives: Review available dates for rescheduling or negotiate with the venue for additional space if possible.
3. Communicate with Stakeholders: Inform both event clients about the situation transparently. Offer alternative dates or venues and seek their preferences.
4. Implement Solution: Finalize the alternative arrangements and update all relevant parties with new details. Ensure written confirmation of changes.
5. Review and Learn: Analyze the booking process to identify why the error occurred and implement safeguards to prevent future issues.

Lessons Learned:

• Always double-check and confirm venue bookings with a written agreement.
• Have a backup venue or date in mind to quickly resolve similar issues.
• Maintain open communication with all stakeholders to manage expectations and build trust.