You're organizing a big event. How can you ensure stakeholders' preferences are aligned?

Have a plan for your stakeholders. Know them and their preference and make sure you ask them what they are. Then make sure in pre event planning you take care of the preferences. If you can not meet one, talk to them and or communicate with them so they have realistic expectations and make sure at the event the team pays attention to them and thanks them a lot!!!

Acredito que é muito importante entender o objetivo final do proprietário do evento (marca / produtora ou patrocinador) para então poder ajudar nas ações sugeridas e inclusive tom da comunicação que inclua e atenda o cliente final. O público alvo. Ter como objetivo a satisfação de todos envolvidos- do cliente, passando por convidados sem esquecer da equipe e fornecedores. Focar numa entrega acima da média, com cuidado e bons acabamentos. E surpreender no atendimento.

First, start with knowing who you stakeholders are. You need to understand the stakeholders' visions and requirements. Conduct meetings prior to event to discuss their expectations. Keep regular communication, so they can be up to date on progress and play a part in any challenges that may come up.

Upstagings approach to the development of common ground amongst multiple stakeholders comes from technology and communication. We come from the technical perspective of events. Predominantly we design a working plan in CAD with and assembly all the other parties models and ideas into one document. This guides and solidifies the multitudes of ideas and dreams for different entities into a single path. We used this concept to forms the basis of the event scope, and technical package from the common point of awareness for many stakeholders. We've found this is a great place to start the ball rolling. Rather than tacking on the technical detailing at a later time when changes and budgets are already becoming ridgid.

Según mi experiencia el primer paso es un buen presupuesto detallado, si no eres capaz de identificar a todos los proveedores impplicados, recurre a profesionales, no tengas miedo; es mejor pagar un poco más que perder miles de euros por una mala planificación

Once you've identified your stakeholders, it's time to get crystal clear on expectations. Here's the deal: outline exactly what your event will deliver and how it aligns with their goals. Transparency is key—be upfront about what's feasible within the event's scope and budget. Trust me, it's far better to manage expectations from the get-go than to deal with disappointment later on. Keep the communication channels wide open. Regularly update your stakeholders on progress and any changes that might impact their interests. This proactive approach not only builds trust but also keeps everyone aligned and moving toward the same vision. Let's make it happen!

For me it is imperative to set expectations….. and then find a way to exceed them! One of my top secret success principles that has propelled me to the forefront of the hospitality and events industry is my commitment to under-promise and over-deliver. This approach has set me apart from my competition. When agreeing on services and expectations with stakeholders or clients, I ensure that we clearly outline the products and services in a contract. Then, I consistently exceed their expectations in a meaningful way, without compromising budgets. This dedication to delivering the 'wow' factor has earned me high ratings from clients and stakeholders for decades.

When working with stakeholders, it's important they feel like the event is theirs. Even if you are the expert on Live Events the reality is if you walk in and and control everything from start to finish the stakeholders may feel like they don't matter and might seek out other planners in the future. Make sure to set up regular check-ins with the stakeholders to garner feedback. It's also good to remember sometimes the stakeholders might be the best person to handle a key task. If you are planning an industry conference for example the stakeholders may be friends or colleagues with key speakers. In these cases don't be afraid to ask them to handle aspects of the event planning.

No one wants to tell a stakeholder no. It is inevitable, as most have a wish list that isn't always viable. Have plenty of alternatives in your back pocket for these situations. So instead of saying no you can say have you thought about this. If explained clearly, you are in a good position for them to see it your way.

To ensure stakeholders' preferences are aligned when organizing a big event, start by conducting thorough pre-event consultations to gather insights into their expectations. Regularly communicate progress updates, involve them in key decisions, and be flexible in accommodating their needs. Clear documentation and a well-structured event plan can help manage any conflicting priorities.

The people with interests are always against you, so if you want to tell them no, you don’t have to, just reverse the things they insist on, agree to it and they will change their mind, and reject the things they don’t want strongly so that you don’t get into a spiral with them.

Keeping your stakeholders in the loop with regular updates is non-negotiable. It’s not just about the big milestones—those little details matter too. They can impact involvement and expectations in a big way. Use every tool at your disposal: newsletters, emails, dedicated platforms—whatever it takes to keep the lines of communication open. Consistent updates build trust and create opportunities for timely feedback, which is crucial for making those necessary adjustments. Stay connected, stay transparent, and keep that momentum going strong!

“Consistent communication helps build trust and allows for timely feedback, which can be crucial for making necessary adjustments.” Often before there are setbacks or milestones, the collaboration between those involved can produce instances that can result in complete pivoting in a different direction for a better outcome than was originally intended or desired. This happens often in the course of small or large conferences. With festivals and concerts the constant collaboration through communication creates a better experience for the intended participants.

Absolutely crucial to have this not only at the end as a formal exercise, but having an active ‘listening ear’ throughout the process. This can then also help make a better feedback collection system. For major events this is even more crucial that the informal process of listening to stakeholders is being addressed at the pre event as much as the post. Live shows of grand scales also require many moving parts, so a proper set of communication tools is key…and reading between the lines of communication can reveal great findings that may help resolve most elements. Ideally, try to also bring stakeholders into a pre-event meeting and a debriefing session to ensure all voices are heard.

Resolving conflicts involves the most aspect of communication, active listening. This allows a person to pause, think to gather thoughts and present multiple ideas. This is often called being the devil’s advocate. Remaining calm during conflicts is imperative, while taking the time to consider all parties thoughts and ideas. When there is collaboration that comes out of conflict, begets greater awareness and understanding. This increases positive engagement and outcomes.