How to Thrive with Last-Minute Changes
How to Thrive with Last-Minute Changes
BoomPop Team · 7/11/2024
At BoomPop, we have seen it all when it comes to the dynamic process of planning events and retreats. We plan thousands of events every year and truly understand the nature of every detail and how to keep everything organized and communicated to the right people at the right time.
However, when you gather many people together and work with several vendors, there are countless variables at play. Things are going to happen, it is inevitable that untimely changes will occur and when they do, we want you to be prepared!
Last-minute changes mean you need to be quick and nimble! The more practice you have with improvisation and problem-solving on the fly, the easier this gets, so don't worry.
However, we want you to feel confident, so here are a few creative ways you can begin to get ahead of last-minute changes with a few ideas on how to pivot mid-event:
Getting Ahead
Create an Event Dream Team | Support Yourself
While there may be a core group of individuals who are in charge of planning your event, begin to think about who you can tap within your organization for on-the-ground efforts for simple tasks.
When you have a few extra eyes and ears on the ground at the event, you are more easily able to mitigate larger issues that could pop up behind the scenes. It is also a fun way to get others involved who enjoy being supportive!
If last-minute changes pop up onsite, you also have people you can huddle with to problem-solve.
Head count | Buffers Changes
If you are planning a retreat or event for a growing guest list, your best bet is to buffer your headcount. But before you buffer, consider all the ways your headcount could grow. For example, if your team is projected to hire five more people before the retreat even takes place, consider these people in your planning.
The reality is you won’t be able to predict everything. This means you should give yourself wiggle room on the guest list in order to have a more accurate count for planning for hotel rooms,food, and travel. That number is essential to every activity and every movement and flow of the event.
If you find you have to keep updating the guest count with every vendor and updating your budgeting spreadsheet continuously, you will exhaust yourself and find that the last-minute change of a surprise guest increase will affect every facet of the planning, leaving you in panic mode. You can avoid this by leaving space.
Turning Things Around
Contact List | Quick Response
We have found that most issues arise from a lack of communication. So the best thing you can do is always have a list of every vendor and their contact information and share it with the right people. Also, ensure the vendor has the contact information for the right people.
This way, if something happens, you do not lose valuable seconds or minutes searching for who to contact. You pick up the phone and ask: "Hey, what happened here, and how can we solve this right now?"
Know the Area | Fast Problem-Solving
When you are planning a retreat, get to really know the area outside of the places you are planning to gather everyone. This way, if something happens, it is very easy for you to come up with a solution.
Imagine: Your food vendor doesn’t show up to the company picnic at the park! All good, you know there is a service in that city that already has many other vendors you can choose from at the last minute.
Last-minute changes can create stress, we know it and we live it. But we have seen time and again, the BoomPop team and clients come up with creative solutions at the last minute. You get to be super creative when you set up a foundation of support around you.
We’re Here to Help
Planning a retreat shouldn't be stressful. Our team of experts can handle everything from venue sourcing to activity coordination, allowing you to focus on fostering connections with your team. Contact us today for a free consultation!
Featured resources
8 Steps for Planning Your Company Retreat
A resource for new organizers on creating fun, productive, and successful corporate events.
