Deadlines are Different in the Event Industry


While many industries have become less dependable, the live event industry requires extraordinary commitment.

As a culture, we’ve seen deliverables become more flexible for both businesses and consumers.

In many ways, this can be positive. Travelers can change flights, items ordered online can be returned, and appointments can be rescheduled … often without penalty or even picking up the phone!

But in many other ways, this can be a big negative. Flights are canceled with no reasonable plan to re-book travelers. Retailers can cancel orders (even on the day of delivery) leaving customers scrambling for alternatives.

In these moments, “flexibility” feels less like a blessing, and more like a curse!

In a world where so many things are no longer required … or even expected … to go to plan, live events remain the outlier.

For clients and their participants, events can’t be easily rescheduled without warning. There are countless deliverables that need to be perfectly timed leading up to the big day. Equipment needs to be selected and confirmed weeks in advance. Even more importantly … the technical team needs to be confirmed too.

When all other industries fail to make or honor commitments, you can trust that ours always will.

The show must go on.

As with all other industries, live events are no strangers to untimely complications and challenges – but when rehearsals are starting or load-in is just around the corner, quickly pivoting is necessary.

Shipments containing important equipment can be delayed, labor shortages are commonplace, and weather can impact travel – but these are rarely acceptable reasons to move or postpone an event.

In these moments, the organizations we work with find out how important it is to have a live event partner that they can count on. Oftentimes, that means having backup plans in place for critical items/positions. While upfront costs may seem higher, it ensures a level of commitment to making each event happen exactly as planned.

A great partner will have contingency plans in place.

If the equipment doesn’t arrive on time, the crew adjusts their schedule.

If the equipment doesn’t arrive at all, a great partner will have pre-defined connections with other vendors that will help us arrange last-minute local rentals.

When event techs get sick, they’ll have cross-trained techs onsite and/or a roster of other specialists that can quickly travel to ensure the position is filled by someone who is qualified for the job.

Regardless of outside factors, a great partner is always prepared.

Sometimes client cancellations are unavoidable.

Events are very rarely canceled or postponed because of an unexpected circumstance with a partner that has fail safe measures in place to keep the event running smoothly.

That said, there are understandable circumstances that may require clients to reschedule their event(s).

If a primary client or stakeholder is sick, or key talent that the event is centered around has an unexpected emergency, they you may choose to reschedule the event rather than sacrifice something important.

Additionally, an unexpected global situation (and I think we all have some experience here!) may make gathering impossible.

When something like this happens, great partners can help reschedule or reimagine your event to make sure an impactful show happens.

Feeling like flexibility is prioritized over dependability can be frustrating – but know that you can always count on a great partner to navigate challenges with you!

At Encompass, we have unique backgrounds that situate us perfectly to produce high end and complex offerings. We’ve worked in broadcast television, touring entertainment, live sporting events, and countless convention facilities across the country.

We have technical design experience and a disciplined process in place that allows us to easily scale events and shift from in-person to virtual without angst. There isn’t much that’s beyond our scope and we love the intensity of putting on events!

If you’re a planner working to create an event, seeking help with virtual event technology, or simply want to learn more … we can help! Sign up below to receive our updates (we promise to keep your contact information secure and won’t “overshare”).