Capture the request before discussing solutions
The first step is documentation: what changed, why, and by when. This creates a clear baseline and prevents teams from solving different versions of the same request.
Evaluate feasibility first, price second
Check operational impact before issuing revised totals. Some changes affect staffing, travel, or equipment sequencing in ways clients may not initially see.
Practical checklist
- Availability and timing impact.
- Supplier and space coordination impact.
- Cost delta and payment milestone impact.
- Fallback plan if requested change is not feasible.
Close with explicit acceptance
After sending revised terms, ask for one clear acceptance confirming updated scope and totals. A clean closeout message avoids disputes on event day.