In an ideal world, business events would always come with enough gaps in between to allow for proper preparation and a smooth transition to the next group. However, as we know, that’s not always the reality. Sometimes, events overlap, or they happen back-to-back, leaving little time to reset or regroup.
In the Business Events world, managing overlapping or consecutive events is a delicate balancing act. It demands exceptional organization, forward-thinking, and the ability to stay in control—even when the pressure is on.
The last thing you want is to bite off more than you can chew. That scenario benefits neither you nor your clients and can quickly lead to a logistical nightmare. However, with good planning, strategic decision-making, and clear delegation, it’s entirely possible to handle this challenge gracefully.
Here are three key strategies that have worked well for me:
1. Be Selective: Choose Events That Align with Your Expertise
As much as we’d love to say “yes” to every inquiry, sometimes you have to make the tough decision to decline certain events. Trust me—it’s heartbreaking to turn down business! But not every event aligns with your expertise, and taking on something outside your specialty can hurt your reputation and strain your resources.
For example, I don’t specialize in sports events, concerts, or roadshows. While exceptions may exist (a topic for another blog), I focus on what I do best: delivering exceptional business events. This focus ensures that clients benefit from my expertise and receive the high-quality service they deserve.
Before accepting a new event, ask yourself:
- Does this align with what I offer?
- Do I have the capacity to deliver exceptional results?
- Will this benefit both the client and my team?
2. Delegate Tasks to the Right Team Members
When you’re managing multiple events, you can’t be everywhere at once. That’s where delegation comes in. The key is assigning the right tasks to the right people on your team.
Start by understanding your team member’s strengths and specialities:
- Who excels at client-facing tasks?
- Who has technical expertise in production or logistics?
- Who thrives in high-pressure situations on-site?
By playing to your team’s strengths, you not only ease your own workload but also ensure that every aspect of the event is handled by someone well-equipped to deliver outstanding results.
3. Create and Distribute Clear Program Sequences and Checklists
Behind every seamless event are detailed, often dull, but critical documents. These include program sequences and checklists that keep everyone aligned and on task.
Here’s how I approach this:
- Master Program: I create a detailed, overarching program that includes everything from airport arrivals to sound and lighting setups. This is shared with everyone involved—partners, venue teams, and my internal team.
- Customized Versions: I then tailor this master program into segmented versions for specific groups:
- Meet & Greet Team: A program focused on arrival logistics.
- Production Team: A version highlighting technical and AV needs.
- Event Team: An overall program with internal follow-ups for every team and partner.
These documents act as a roadmap for both the pre-event phase and on-site execution. They’re not glamorous, but they’re absolutely necessary to ensure everyone knows their role and can reference the plan as needed.
Final Thoughts
Managing overlapping or back-to-back events may not be ideal, but with careful planning, strategic decisions, and effective teamwork, staying in control is possible. And don’t forget: there’s a point where you may need to say no to new inquiries or streamline tasks to avoid overextending yourself.
Your ability to handle these high-pressure situations protects your team’s well-being and ensures that your clients receive the best service possible. With the right systems, you’ll navigate even the busiest seasons with confidence and professionalism.
Ready to Elevate Your Event Planning Skills?
Managing overlapping or back-to-back events can feel overwhelming, but it doesn’t have to be. With the right tools, strategies, and mindset, you can always stay in control and deliver exceptional results.
If you’re ready to take your event planning skills to the next level, don’t wait! Join the waitlist for my Business Events 101 Course today and be the first to access actionable strategies, insider tips, and a roadmap to success in the business events industry.
👉 Click Here to Join the Waitlist Now!
Spaces are limited—don’t miss your chance to transform how you plan events!
