Embrace Your Inner Magician

Ever sit in a meeting where your client tells you that they need cut their budget by 30% but the core objectives are still the same? The impact of that moment, when you know your client is looking to you to provide the same caliber of event, meet the same objectives, and do it for far less can be daunting. Want a word of advice? Don’t look like a deer caught in headlights, don’t run from the project in fear and don’t ever give your client’s reason to doubt your ability to get the job done. It’s moments like this when seasoned event planners really have an opportunity to showcase their talents.

Due to our current economic culture we find ourselves facing these moments more and more frequently. What words of wisdom do we offer up for handling these moments? Take a look in the mirror and smile a greeting at the master magician. From the moment they communicate their needs to you it becomes your job to take those needs and magically design an event that still exceeds their expectations. YOU CAN DO IT! Everything your client needs can be produced with a little creativity on ingenuity. Need a few ideas?

RESEARCH: Take the time and really research the products needed to produce the event. With a little due diligence you can often find quality comparable, cost reduced items. DESIGN: Often times small switches in design focus can save money in the budget. Don’t be afraid to make things simple either. Sometimes simple, small touches or impacts of color provide a very dramatic effect without breaking the bank. CATERING: Communicate your willingness to let them be creative with product as long as they stay within your budget. You will be amazed at the results and even more importantly, so will your client. SHARED COSTS: Have several events happening at the same time? Look at the aspects of all the events and see where you can reuse, recycle and double up on products and then share the cost across all of the events saving money for each event. PLANNING FEES: Last but not least don’t be afraid to discount your fees and ask vendors for commissions for bringing them business. Worried you’ll be stuck in this box forever? Communicate clearly to the client that you are discounting your services for this event only in order to make it work within their budget.

With a few basic “magic tricks” up your sleeve you can turn a negative situation like your client’s budget getting cut by 30% into an amazing showcase of your planning skills and you might just find that you enjoy the creative challenge too.

~ Logistic Mystic

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