We coordinated a corporate team-building retreat a few years ago for which we hired a specific vendor for gaming equipment. The event was a success. A few months later, the gaming vendor called to say that someone from our client-corporation had inquired with them directly about hosting the same event a second time. The vendor said "We told them that since Event Experts brought us the business in the first place, we'd rather work through Event Experts if they wanted to do the event again." We had a good working relationship with our client-corporation and so were a little dismayed that they'd call the vendor directly and bypass hiring us to coordinate the event. Nevertheless, we had to acknowledge that stranger things have certainly happened. One call to the client-corporation and we all found out that there had been a miscommunication. The story has a great ending. Evenso, it's not the ending that I wish to focus on here. The heart of this story is the vendor. Their actions epitomize professional courtesy and loyalty. Quite honestly, maintaining a good working relationship with our company was more important to them than grabbing the next easy buck. They could certainly have serviced that event and gone on their way. But they took the time to call and check it out with us. This proves that there are ethical and amazing people in our industry and we like working with them! So, when there's a need for gaming equipment, we hasten to call our preferred vendor.
Experience: They surprise you sometimes....
For about 6 years, we've coordinated a spring reception for a certain client. It's a nice event and the repeat business is evidence that we've always done a great job. The event is short in duration and, once the formalities are done, the guests all line up for food and beverage simultaneously. Our staff runs ragged for a solid two hours, replenishing food, answering questions and making sure that everyone is happy. It's a delicate balancing act to smile and be friendly yet hustle to keep every detail of the afternoon on point. At their most recent event with us, I was summoned that the client needed to speak with me right away. My immediate thought was "Oh gosh, what has happened now....?" Clearing my hands and fixing my smile, I walked out to find all four of our client-contacts standing in wait. My mind raced to figure out what the heck could be happening. As I approached them, one whipped out a beautiful glass clock. The words that followed: "You've done a terrific job planning our events year after year. We've never properly thanked you and so we'd like for you to have this as a small token of our appreciation." A beautiful, glass clock inscribed with the words "With Sincere Appreciation from [them]." Immediately, tears welled up in my eyes. I swear, sometimes they surprise me! And, when they do, it adds another bullet point to the list of why I LOVE this work.
Experience: Battling Mother Nature...
As an events planner, I've had my fair share of battles with Mother Nature. At an employee picnic for 600+ people, the forecasters assured us that there was little chance of rain before 8pm. At 3:30pm, however, large pellets of rain plummeted from the sky, along with crackling thunder and lightning. It was all a wash after that (literally)! Then, there was the January wedding for a couple who simply would not consider a Plan B. The week of their nuptials, forecasters urged us all to stock up on batteries, milk and eggs because we'd be nestled indoors for a while. On the morning of the wedding, the couple advised that 'the show must go on'! With the aid of SUVs from family and friends, my staff and I were transported to the event site. The SUVs also served as limousines, delivering local and out-of-town there as well. Witnessing the comraderie, I alerted the local news and when the camera crew arrived, the party was in full swing. During the reporter's interview with the happy newlyweds that we learned that they were expecting! (Yeah, that's right, as in 'expecting'). "Well, no wonder the show had to go on," we all joked. Another time, we were hired to coordinate a brand marketing event for a product called "Shine". We designed an outdoor tented celebration highlighted by citrus colors, mylar decor, sunglasses and lemony drinks, among other things. Our setup began at 6am the morning of the event and the weather was overcast and misting rain. The forecasters predicted that the sun would emerge by 10am and we would have a gloriously 'shiny' day. As such, we trudged ahead with our work. By 8:30am, conditions were worse. We called other media outlets to confirm the predictions of sunshine and all agreed. By 10am, the sky was dark and a cold, slanting downpour ensued. Sensing the anxiety of our client, we made the dreaded 'rain call' and moved the festivities indoors. Heretofore, we'd ruled out their office because it was too small. Now, the conference room became a seating area and we added tables to the exercise room for overflow. A buffet was placed in the work room and the staff break area became our catering kitchen. Decorations were strewn all around. Once again, every guest was positive and accomodating. Given lemons, we'd made lemonade! These are three examples of battles that Mother Nature 'won'. I can tell you of at least 10 other times when we absolutely kicked her butt and partied as planned! The moral of these stories, however, lies in my observation that, without exception, people are nicer, more accomodating, fun and festive when weather threatens an event. I suppose it's the law of opposites in effect: We appreciate the hard work, effort and cost that goes into these celebrations even more when it's all threatened. Simply put, we all 'SHINE' when the skies are darkest...and that's a beautiful thing!
