Monday 6 October 2014

The Life and Times of an Event Promoter - More Things That Have Gone Wrong

The Life & Times of an Event Promoter – a light hearted look at a promoter’s musings:

More Things That Have Gone Wrong – a trip down the memory lane of my biggest nightmares and some of the things that have provided the steepest and sharpest learning curves!

Following on from last month’s instalment, here is a chronicle of more of the mini-disasters that have befallen us in the run up to shows over the 14 years of show promotion.

As I said last month, retrospectively, these things become funny, particularly when you remember how you were running around trying to sort it out, but at the time, the stress levels are off the scale.

Hopefully we manage to keep a calm, unruffled surface so that neither visitors nor exhibitors have any idea of the panic going on behind the scenes.

Here are a few more of the memorable ones from the ‘casebook’ ………………………….





‘THE STRANGE AFFAIR OF THE MISSING MONK’ –

In 2010, we were approached by a lady who was organising the Western area of a UK tour for Lama Ahbay Tulku Jigme Thupten Rinpoche, a high ranking Tibetan monk.  He was on a fund raising tour for his monastery and she wondered if he could attend the Manchester show and give blessings for a donation.


We were most pleased and excited to have him, but as the Monastery rooms do not seat large numbers, suggested we sold tickets for consecutive sessions throughout the day for a ‘donation’ of £5.  This would prevent a scramble for places and make the whole thing run smoothly, or so we thought.  Ha!  As my old grandmother used to say, “You know what thought did!” Five sessions a day in a room holding 35 people for two days – 350 tickets available and by the last week before the show, not a one left!  We even had a reserve list of names to take any cancellations.


The Thursday afternoon and evening before the Manchester show is spent packing up the ticketing system, loading the van, packing our own personal things for staying away and generally running through everything to make sure nothing vital has been forgotten.  We normally finish all of this by 10 p.m. and then are up at the crack of dawn to travel to Manchester.


At about 4 p.m. on this particular Thursday, just as I was signing everything off and closing down computers etc ready to start this mammoth task, in drops an e-mail from our visiting monk to say there were problems with his visa and he didn’t think he would make it to the UK until the following Tuesday!  This is the sort of e-mail that you read but the brain cannot comprehend what it is saying – so you read it again and realisation begins to dawn.  You have 300 people who have paid for tickets to see a monk who is not going to arrive!  Some are travelling from as far away as Scotland, Somerset and in one case, Europe, especially to see him!  Errr…………………  brain freeze!


Instead of packing and all the other things we were supposed to be doing, Chris and I spent the whole evening phoning everyone on the list, explaining the situation and getting their details to refund their card with the £5.  One of us phoned, one processed refunds – then we would change over and the other one phone etc.  We phoned the last one at 9.30 p.m. and with the exception of about 15, had managed to contact everyone.  We e-mailed those and another half-dozen got back to us, so we had 10 who may arrive not knowing the monk was a ‘no show’.  Not good, but better than we could have hoped.


We then had to start all of the jobs we should have been doing and eventually hit bed at 3 a.m. to get up again at 6 a.m.


Imagine my shock then, when on Saturday afternoon, in walks said monk who after much cajoling of authorities had managed to sort the problems with his visa and get to Manchester.  He wanted to continue with his sessions on Sunday.


There followed one of these surreal conversations through his interpreters while I tried to explain that we couldn’t contact the people that had previously booked and now been refunded, while he wanted us to try – all in the middle of a very busy Manchester Saturday.  Oh boy!  In the end we settled for a few large posters on the two entrance desks and let fate take care of it and his helpers collect cash payments.  He was full all day so it worked – in a fashion!


I recall a lady who stood in front of me at a show and uttered the now immortal phrase:  “I am going to do one of these – well, how hard can it be?  You stick some tables in a hall, charge people to have a table and charge us to come through the door!  How hard can that be – it’s a win-win situation.”  Ha!




‘THE MYSTERY OF THE MARKET LICENCE’ –

I suppose given the size of the Manchester show, the sheer numbers of visitors and the complexities of fitting all those talks into the small rooms in the Monastery, fitting stands in and around pillars and trying to pull the whole thing together, it is bound to throw up more issues than any other show – stands to reason really.

There have been a couple however, that like the missing monk, were totally unexpected and threw us a real curve ball!

The next of began two weeks before our October show one year.  Our advertising hit the Manchester Evening News and one diligent and slightly officious member of staff in the Manchester Markets Department spotted it.  She rang up and asked a few probing questions and then announced, “So in effect, you are running a market”.  I agreed, as this is indeed what we are running –with some additions and trimmings its true, but a market nevertheless.

“You need a licence” was her next one-liner.  I was ready for this – “the Monastery informs me they have checked with the council and hold all necessary licences” I said – ha, that burst your officious bubble thinks me!  She went off to check and came back to announce that in fact, they did not hold a market licence.  Apparently Manchester is one of few cities that hold some particular ancient charter and the granting of licences is a different procedure which can take up to six weeks as a minimum.  By now the rest of what she said was lost in a blurr as the panic and brain freeze kicked in!

We weren’t licenced – the Monastery had let this slip the net – we had two weeks to the show – 8,000+ brochures were in circulation - £3,000 of newspaper advertising was paid for – people were booking hotels, travelling from Europe and the length of the Uk – and they were not going to let me run the show!  Aghhh………………..

A phone call to Elaine Griffiths MBE, the CEO of the Monastery was in order.  I explained the problem – she assured me they were licenced for absolutely everything and not to worry, but she would check it all.  Thirty minutes later she was back – apparently they were not licenced for markets.  She was mortified – completely unable to find out why not, but rather than waste her time on ‘why not’, wanted to get to grips with sorting it.  I mentioned the officious lady and passed over her name “… but she said it will take six weeks” I said “Do I worry now?”

To this day I have the greatest admiration for the determination and strength of Elaine Griffiths!  “I don’t need her name” she said, “I start at the top!”  That is exactly what she did.  I understand she rang the Chairman of the Council (or the CEO or whatever it is on a council), reminded him what a good friend the Monastery is to the Council and got him to sort it!  She made it clear that, to coin a phrase, the show must go on and that she wanted him to pull whatever strings were necessary to ensure it did.

Not sure what he did but I would have loved to be a fly on the wall when the phone call between him and the officious lady took place.  The result was our licence arrived in three days and the show was saved.

I was then presented with a bill by the Monastery for the licence fee, but couldn’t really complain.  Apparently we are their only event that requires one – when they have a handful of stalls at concert or when some speaker visits, it is not enough to require licencing.  As such, as they only need it for us, we have to pay for it every year.  It costs a further £700 a year for the two shows – sigh…!

All of this taking place, and most exhibitors and public blissfully unaware.  Easy this job – stick some tables in a hall…………………………………  ha!

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‘THE CASE OF THE MYSTERIOUSLY SHRINKING HALL’-

We had one attempt at a show in Stoke on Trent, using a sports hall, but one that seemed familiar with running non-sporting events.  Sports halls are notoriously difficult to run shows in – unless you are wearing shorts or lycra and carrying a bat or racquet of some description, they don’t seem to want to know.

When you come to book the show, you speak to a ‘marketing’ or ‘sales’ person, who is eager to get the booking.  He/she promises all sorts of things, yes we can do that, no problem, of course you can have this …………..  and so on.

This is all well and good, until one gets to the weekend of the show and finds oneself dealing, not with this amazingly obliging person, but with the ‘duty manager’ for the weekend.  In many cases this poor soul is well hacked off at having a non-sporting event in his wonderful sports hall to start with.  To add to that, not only does he/she have an event to contend with, but one full of strange things and equally strange people!

Words like energy, atmosphere and ambience clearly have no place in his vocabulary and with a deep sigh, one just knows this is going to be somewhat challenging!

All our sports halls have had similar problems over the years, one reason we have given up on them, but the best of the lot had to be this one we tried at Stoke on Trent.

We had previously viewed a few times of course, and submitted a wonderful floorplan for setting up on the Friday ready for our arrival. We arrive at 10 a.m. on a Friday, make the necessary tweaks to the lay up, put out table names and other newsletters, envelopes etc, and then exhibitors are allowed in from 2 p.m. to start setting up. No one had made any mention of problems, so it was quite a surprise on arrival at 10 a.m. to find a big green curtain drawn, effectively cutting the hall in half.  Not only that, but they had meticulously laid up half the floorplan, even to the point of a double stand having one table in place actually butting up to the curtain, without the other on the opposite side!  It actually looked quite comical, but also rang LOUD alarm bells.

Having tracked down the duty manager and politely enquired about the reason for this, I was informed they had badminton till 9 p.m. and weren’t prepared to cancel it.  The conversation that ensued became a little less polite as it progressed, but the end result was that they simply were not going to budge.  Brain Freeze!

Not for long this time though as it was clearly pointless wasting any more time, so the energies had to be transferred from arguing our corner into resolving the problem.

I decided to separate the exhibitor list into ‘those we knew would definitely arrive that day’, ‘those we knew would definitely not arrive that day’ and ‘those who might arrive’.  A quick look at the floorplan confirmed that ‘sod’s law’ was definitely alive and well and in full swing – the majority of the stands that we knew would definitely arrive and those that might arrive, were in the half we couldn’t use till after 9 p.m.  Wonderful!

I spent the next half hour re-jigging a floorplan that had been carefully pored over for hours previously and managed to fit everyone into the operational half without leaving all the readers who normally are the ones to arrive on Saturday, next door to each other in the other half!

We then had to stay onsite until after 9 p.m. to set up the other half ourselves, ready for the Saturday morning.  No dinner again that night.



 ‘THE ADVENTURE OF THE KITCHEN THAT NEVER WAS’

There are too many of these incidents to relate without getting boring, but a fitting one to end on, was perhaps the one that gave me the biggest episode of brain freeze of any I have encountered.

The Monastery is our biggest show and the most difficult in terms of planning and organisation.  Anything up to 70 workshops and talks spread over two days and 7 rooms, with up to 75 tickets available per session, takes quite a lot of preparation and organisation.

A careful site visit per show takes place, just to make sure there are no changes before we start planning the schedule.  Well, it certainly does now!

There was a show a couple of years ago, where I made the mistake of assuming that as everything had run well for a few times and as the earlier one in the year went well, it would be enough for the October show to exchange a few e-mails with my event contact and go ahead as before.

Imagine the scene when during set up on the Friday of the show, one of my stewards came to find me with ‘a bit of a problem’ in one of the rooms.  “A bit of a problem”?  That had to be the understatement of the year!!!  The room had been booked out for 7 sessions per day for two days, with 65 seats per session, most of which were fully booked.  It now held a bright, shiny new kitchen!  Cupboards, appliances, the full works.

We were at the Monastery, we had no way of contacting all of the visitors even if we had the time.  Too lose 910 seats during a weekend would cause chaos and one of the speakers in that room was flying in especially!  Brain Freeze!  This time, the thaw took some time to set in and I must admit, it was one of the stewards who actually said, ‘isn’t there anywhere else to use’?  That started the cogs whirring, every space that could be used was in use, but after some thought, I hit on the room used by the NFSH at this show (National Federation of Spiritual Healers, now called The Healing Trust).  I hated to do it, but needs must.  I liberated the room from the NFSH and used it for the workshops, installing the poor, long suffering NFSH onto the first floor landing, near to the lift!

This is where they spent the next few shows until fortunately some more changes enabled us to give them a room again this year.  We do thank them for being so obliging in our hour of crisis.  It certainly saved the day on that occasion!

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So there we are folks, just some of the things that can go wrong when you think every ‘I’ is dotted and every ‘T‘ crossed.  Life has a way of keeping us on our toes and preventing us from becoming complacent it seems.

When I recall these incidents, which with the distance of time have now become amusing, I still think of that lady uttered the immortal phrase:  “I am going to do one of these – well, how hard can it be?  You stick some tables in a hall, charge people to have a table and charge us to come through the door!  How hard can that be – it’s a win-win situation.”

I often wonder if she tried, and if so, what she thinks now!





In the next instalment –   The origins of the phrase ‘Floor plan?  What Floor Plan!’ (Occasionally and only in times of greatest stress ‘Floor plan?  What ‘bleep’ Floor Plan!’)