No matter what you wanna do or how bad the situation is: Always try to stay calm. For me personally, the top priority is not to stress other people and not to spread panic. In this specific case: Take a deep breath and try to adapt your plans. In the best case scenario, you have created a very flexible plan in which you can incorporate the unexpected event.

I’ve been in this situation many times on the talent management side where we’ve requested an essential change that has probably caused a lot of disruption (We once needed the stage completely cleared for a performance, when it had already been set up for a major music act with a full backline!) The truth is there is no single solution as every situation is different, but flexibility, compromise, negotiation skill and problem solving are critical. Essentially you need to evaluate the disruption and make a decision. That might be just to say no to the VIP or to offer an alternative.

Creo que lo primero que tienes que hacer es saber quién es ese Vip, que posición ocupa dentro del evento, ¿es cliente, ponente, invitado al evento,único Vips?. hay que valorar que solicita para ver qué cambios está pidiendo, sopesar los pro y contras. En los eventos todos los que participan son Vips. Todos tienen que tener el mismo trato. lo mejor es que tu mismo te encargues de ese contratiempo y delegar en tu equipo el resto. En caso de no poder atender los cambios que pide, tienes que afrontarlo y hablar directamente con la persona que lo solicita para explicarle las posibles alternativas Y buscar soluciones con él Cuando haces participe a alguien de un problema es muy probable que te ayude a buscar una solución.

Act quickly to assess the feasibility of the request and adjust logistics without compromising the overall event. Communicate transparently with the guest and team to manage expectations and ensure smooth execution.

Expect changes, plan for them to happen, it is part of almost every event. Clients expect the professionals to know what they are doing and engage us to guide, understand and accommodate them. Preparations should be complete with a healthy buffer, and rather resources the same. An event professionals job is to have resources spare to go over and above for the client.

So, high-stakes situations like a last-minute VIP request at a big event? Been there, done that. Here's how I handle it: 1. First off, I’d make sure the VIP knows their request is my top priority. I’ll tell them, “Got it, we’ll take care of this ASAP” — but without over-promising. Gotta keep them confident, but not make promises I can’t keep. Figure Out If It’s Doable: I quickly assess if the request is something we can actually pull off with what we’ve got on hand. If not, I figure out a workaround that still hits the core of what they want. Tap Into My Connections: I’ve got tons of people I can call to help make things happen—vendors, venue staff, you name it. I’ll leverage those connections to find a quick solution, no sweat.

Ensure all team members have clear channels of communication throughout the entire event. If any changes occur, make sure everyone knows about those changes and what needs to happen in order to execute them. Using technology is a great way to streamline communication. Consider walkie-talkies, mobile apps, digital platforms, and event planning software to effectively communicate with not only your team but also attendees and vendors if needed.

There are 3 ways to handle this - negotiate to the best and agree on the demand - while you are negotiating create a plan b, inform the team and the client, this will keep transparency and would give you confidence to negotiate hard - don't involve the other people from your team and let them carry on with their work, as they say one pin falls, it might have the domino effect, so keep this discussion and negotiation away from the core team

Experience is the key here. No matter the event a successful planner is always prepared for things to go sideways. Negationwise, it is important to let the client know straight up that his request will be satisfied within a certain time limit. When you take the responsibility to organize events of any kind, yous hould always have a speed dial number list of people you may need upon extreme scenarios ( delivery drivers, personnel brokers, companies that lease F&B equipment and products, security personally and so on). If you took the extra step in the past to build good relations with these people you will save yourself the hassle of searching for the right people in the busy timescale. Communicate effectively lead with your team

I always focus on thinking ahead and being prepared—it’s simple to say, but it’s essential. Changes are inevitable in live events, and whats most important is having confidence in both my own abilities and those of my team. This confidence ensures that, no matter what challenges arise, we must adapt and deliver a successful event.