Events - Communication LO 3.2 Explain the importance of consultation with others prior to making decisions in the event planning process.

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Communication 

LO 3.2 Explain the importance of consultation with others prior to making decisions in the event planning process.

Effective Communication

Consulting with others before making decisions in the event planning process is crucial for several reasons

Let's have a look.....

Understanding Expectations

Stakeholders and others, including clients, sponsors, and key participants, often have specific expectations for the event.

Consulting with them ensures a clear understanding of these expectations, allowing event planners to align decisions with the desired outcomes.

Who could the stakeholders be?

Informed Decision Making

Question - What is an informed decision?

Stakeholders and others bring valuable insights and expertise to the decision-making process.

By consulting with them, event planners can make more informed decisions that consider the preferences, requirements, and perspectives of those who have a vested interest in the event's success.

Ensuring Relevance to Goals:

Events are typically organised to achieve specific goals.

Consulting with Stakeholders and others helps confirm that decisions are in line with the overall objectives of the event.

This alignment ensures that the event remains purposeful and contributes to the broader mission or vision.

What could the objectives be?.....

Typical objectives
of an event?

Building Trust and Relationships

Consulting with Stakeholders and others fosters trust and positive relationships.

When Stakeholders and others are involved in the decision-making process, they feel valued and are more likely to be supportive.

This collaborative approach contributes to long-term partnerships and positive reputations.

Managing Risks and Concerns

Stakeholders and others may have insights into potential risks or concerns that event planners might overlook.

By consulting with them, issues can be identified early on, and plans can be developed to manage these risks, ensuring a smoother execution of the event.

Why is Risk Management important?

Meeting Legal and Ethical Obligations

What is the difference between 'legal' and 'ethical'?

Some decisions in event planning may have legal or ethical implications.

Consulting with Stakeholders and others ensures that decisions comply with relevant regulations, laws, and ethical standards, reducing the risk of legal issues or negative consequences.

Optimising Resources

Stakeholders and others often contribute resources, whether financial, logistical, or promotional, to the event.

Consulting with them helps optimise the use of these resources, ensuring that they are allocated effectively to achieve the best possible results.

Enhancing Communication

Effective communication with Stakeholders and others is essential for keeping them informed about the decision-making process.

Regular updates and consultations create a transparent communication channel, reducing the likelihood of misunderstandings and fostering a positive relationship.

Gaining Feedback and Input

Stakeholders and others can provide valuable feedback and input based on their experiences and perspectives.

Consulting with them allows event planners to tap into this knowledge, making adjustments or improvements to plans based on real-world insights.

Adapting to Change

Events are dynamic, and circumstances may change.

Consulting with Stakeholders and others provides the flexibility to adapt to changes swiftly.

This collaborative approach ensures that decisions can be adjusted based on evolving circumstances while maintaining stakeholder satisfaction.

Conclusion

Consulting with others before making decisions in the event planning process leads to better-informed, more effective, and widely supported decisions.

It enhances the quality of decisions, fosters innovation, improves communication and coordination, and ensures that plans are feasible and practical.

This joint approach is essential for the successful planning and execution of any event.

What is a stakeholder?

1. Someone who holds a stake
2. Someone involved in an event
3. A competitor
4. An retired staff member

An event should have objectives?

1. Yes
2. No

Why is feedback important?

It allows event planners to (choose 3)

1. Tap into this knowledge
2. Print out and light the fire with
3. Make adjustments
4. Make improvements

Which of the following best describes an Ethical obligation?

1. A way to make profit
2. A legal requirement
3. A moral obligation

Which of the following is not a type of resource for an event ?

1. Financial
2. Logistical
3. Made up
4. Promotional