By Harris Van Cleef, Star Trax Events
We have literally seen it all. It’s easy to save the day when the party has no ice – but how about when the client forgets to hire a bartender, valet parking or something else that slipped through the cracks. Finding last minute tents are easy – but how about finding water vacuums on short notice. We haven’t just found them – we operated them too. Changing light bulbs, valet parking in the pouring rain, wiping spills... even removing our client’s hair extensions when they were noticeably becoming loose. You should NEVER feel uncomfortable asking a prospective vendor how they handle the unexpected. If they can’t ramble off a list of times that they were able to help, they may not be the best addition to your team.
Vendors and event professionals get tested from time to time to see how well they work in crisis mode. When you work in any industry where you are “behind the scenes,” you are sometimes thrown for a loop and may have “fires to extinguish” – literally! In the event industry, however, the professionals that shine are the ones that throw themselves into the line of fire – usually addressing problems for which they are not even responsible. Expecting the unexpected is the job of every event professional; keep the ship moving and, most importantly, keep the hosts and guests happy!
A client had decided on ice sculptures for centerpieces at her party. Days prior to the event, a storm came through Metro Detroit. Many lost power, including the ice sculpture company. Everything was destroyed. We made dozens of phone calls to help secure another company to fulfill the extensive order. Success – another company was found and happy to help.
Shannon McConnell / Star Trax Events
We work outside a lot in unfavorable weather conditions. We always are prepared with extra zip ties (wind) and power cords (wet). Being overly prepared allows us to rescue other vendors that didn’t think to plan ahead.
Karen Hudson / Detroit Mini Donut
The Red Coat Ladies always go over seating assignments prior to the start of your event. Many times, we have caught 24 guests mistakenly assigned to the same table. With ease, we were able to solve the problem and guide 12 guests to the right spot... without bothering the hosts.
Pat Blackwell / Party Assurance
On one recent occasion we were given the wrong event time. When the client called to find out our whereabouts – we dropped what we were doing and headed right over! She couldn’t have been more apologetic. The time had changed when a friend’s graduation party was conflicting. Now, we always ask for a copy of the invitation!
Rebecca Abel / D’vine Cookies & Dough
While catering a wedding, the cake, totally smashed on one side, arrived from a vendor that the parents hired themselves. We quickly fixed it by adding fresh flowers (food safe) to cover up the damage. It looked fantastic and no one knew a thing!
Julie Herman / Annabel’s & Co. Catering
I had a party that hired an outside caterer. With an hour and a half left before the event, the caterer still had not arrived. We called and found out they had the wrong date on their paperwork! By some miracle they were able to prep, cook, and arrive ready to serve by dinnertime! Always have an event coordinator to oversee the details. Even the most organized business can make mistakes.
Robyn Leinhos / Joe Dumars Fieldhouse
I had an event where the decorator was very late in setting up. I rolled up my sleeves and got started. I climbed ladders and hung signs. I put out place cards and even swept the floors. When the client walked through the door, everything was ready to go!
Brian Masserman / Masserman Photography
I had a client that was not happy with the centerpieces that she had ordered. I left several messages for the company that created them and didn’t hear back. I went to the store and bought as many votive candles as they had to doll up the tables. The vendor showed up with minutes to spare, and along with my votives, we made the client’s vision a reality.
Alix Heinz / Live Nation
