Creating a cohesive event team is more than just assembling a group of talented individuals. It’s about fostering an environment where communication flows freely, conflicts are resolved constructively, and everyone works towards a common goal. Recently, I had the pleasure of chatting with Gabriella Robuccio, founder of Pro Event Tips, about the art of stakeholder communication and conflict resolution in event planning. Her insights offer valuable strategies for preventing team conflicts and creating a harmonious event environment.
The Power of Aligned Expectations
One of the most critical elements in preventing event team conflicts is ensuring that everyone is on the same page from the start. Gabriella emphasizes the importance of aligning expectations early in the planning process:
“If you aren’t able to articulate what you need and what you expect from stakeholders, vendors, attendees, whoever it is, then and you’re not able to ask them the right questions to figure out what their expectations are, you’re starting off failing.”
This misalignment of expectations is often the root cause of many conflicts that arise during event planning and execution. To address this, consider implementing these strategies:
1. Open-Ended Questions
Instead of assuming you know what’s best for everyone, ask open-ended questions to understand their perspectives and needs. This approach not only helps gather valuable information but also makes stakeholders feel heard and valued.
2. Continuous Feedback Loop
Don’t limit expectation alignment to the initial planning stages. Create a system for ongoing check-ins and feedback throughout the event planning process. This allows for adjustments as needed and helps prevent small misunderstandings from escalating into major conflicts.
3. Clear Communication Channels
Establish clear channels of communication for different types of information. Not everyone needs to know everything, but everyone should know where to find the information they need when they need it.
Understanding Your Stakeholders
Another crucial aspect of preventing team conflicts is having a deep understanding of your stakeholders. Gabriella suggests a practical approach to this:
Stakeholder Mapping
Take the time to map out all your stakeholders, categorizing them based on their level of influence and the type of information they need. This exercise helps in several ways:
- It prevents over-communication or under-communication with different groups.
- It allows you to tailor your communication style and frequency to each stakeholder’s needs.
- It helps prioritize your time and energy, ensuring you’re giving appropriate attention to key stakeholders without burning yourself out.
“You don’t need to give the same level of attention and information to the fire marshal that you do to your lead sponsor or your gold sponsor, whatever.”
Conflict Resolution Strategies
Despite our best efforts, conflicts can still arise. When they do, having a toolkit of conflict resolution strategies can make all the difference. Gabriella shared some valuable insights:
1. Emotional Intelligence Training
Invest in emotional intelligence training for your team. This helps everyone become more aware of their own emotions and triggers, as well as those of others, leading to more constructive interactions.
2. De-escalation Techniques
Learn and practice de-escalation techniques. These can be invaluable in the heat of the moment when tensions are high.
3. Role-Playing Exercises
Conduct role-playing exercises to prepare for potential conflict scenarios. While you can’t predict every situation, practicing common scenarios can help your team feel more prepared and confident in handling conflicts.
The Human Element in Event Planning
In an era where artificial intelligence is becoming increasingly prevalent in event planning, Gabriella reminds us of the irreplaceable value of human interaction:
“There is a human element to events and to managing the relationships and events that a computer can’t do. People still want that connection.”
This human element is what allows us to empathize, to build genuine connections, and to navigate the complex emotional landscape of event planning. It’s what enables us to turn a potentially negative situation into a positive experience that an attendee will remember and share.
Psychological Safety: The Foundation of Healthy Stakeholder Communication
Conflict prevention isn’t just about processes and checklists, it starts with creating an environment where your team feels safe to speak up. When people know their ideas and concerns will be received respectfully, you prevent misunderstandings from festering into larger issues.
I explore this more in Psychological Safety and Full Out: Keys to Broadway-Inspired Event Excellence. Just like a Broadway ensemble needs both safety and energy to thrive, event teams perform at their best when they feel secure enough to share openly while still bringing their full selves to the task at hand.
Turning Setbacks into Success Stories
Even with the best communication plans, things will go wrong. A sponsor misinterprets a promise, a vendor misses a deadline, or a surprise storm threatens your outdoor event. How you respond in those moments can either fracture relationships or strengthen them.
In The Most Underrated Skill in Event Production: How One Producer Turned a Monsoon into Magic, I share how reframing chaos into opportunity not only salvaged an event but created a lasting story of resilience. The same principle applies to stakeholder relationships: if you can transform conflict into collaboration, you’ll leave a more enduring impression than if everything had gone perfectly.
Implementing These Strategies
Implementing these communication and conflict resolution strategies doesn’t have to be overwhelming. Start small:
- Begin with a stakeholder mapping exercise for your next event.
- Incorporate open-ended questions into your next planning meeting.
- Schedule a team training session on basic conflict resolution techniques.
Remember, as Gabriella puts it,
“Experiment, engage, and be humble.”
Don’t be afraid to try new approaches, always prioritize engagement, and remain open to learning and improving with each event you organize.
By focusing on clear communication, understanding your stakeholders, and equipping your team with conflict resolution skills, you can create a more harmonious event planning process. This not only leads to smoother execution but also results in a better experience for your attendees, vendors, and everyone involved in bringing your event to life.
About The Author
