When you book your event venue and your Mitzvah vendor team at least 2-3 years in advance, a lot can change. Venues, especially hotels, are notorious for having a ton of staff turnover. It makes sense because working in events can be very demanding–lots of nights and weekends, plus some very long hours. However, this turnover can cause headaches for you unless you are prepared. How do you ensure your event is handled smoothly from start to finish despite staff turnover?
Take Good Notes
As you go through the sales process with your venue, they will tell you that they can accommodate a variety of different things to woo you into working with them. Whether it was mentioned that you can bring in your own candy bar or that you can hang balloons from the ceiling or have a mechanical bull, you want to ensure that you document all of the promises. If items were promised before a contract is signed, see if you can have them included in your contract. If it’s later in the process, after a contract is signed, ensure that you write down what was discussed or have it in an email from your contact.
Put It In Writing and Confirm It
After each meeting or phone call, type up your notes and send them to your sales contact to confirm that you understand what was discussed. Ask them to confirm that your understanding is correct so you have documentation down the line if a new contact takes over. It’s even better if you can see proof that the notes have made it into the venue’s records.
Meet With Your New Staff Person
When you learn that your event has been transitioned to another staff member, make an appointment to meet with him or her. Talk through what has been discussed with their predecessor and make sure that they understand your vision for how you want the Bar or Bat Mitzvah party to go. It’s also nice to begin to develop a personal relationship with him or her. After all, they will be working with you to create a very special and memorable day!
Hire An Independent Planner
When there is the possibility for so much transition, having a planner who is with your event from start to finish will ensure that nothing is overlooked and you can breathe easy. A planner like Pop Color Events is able to manage all of your vendors so your child’s Bar or Bat Mitzvah will be the day you’ve dreamed of throughout the planning process.