If you’re an event supplier, you’ve probably had that call.

The one that starts with: “Hi, sorry for the short notice, but can you…” and ends with you either saving the day or wondering what you’ve just signed up for.

Last-minute client requests are part of our world. Whether it’s a wedding planner who forgot the dancefloor, a corporate team scrambling to impress their CEO, or a birthday host panicking because they suddenly “need” a photo booth — it all lands at your door.

Handled well, these panic bookings can be profitable and lead to long-term clients. Handled poorly, they can drain your resources, wreck your schedule, and leave you frazzled.

So how do you manage them without losing your sanity (or your reputation)? Let’s break it down into systems, communication hacks, and boundaries that work in the real world.

1. Automate the Boring Bits

When time is short, speed is everything. You don’t have the luxury of drafting custom proposals or chasing endless forms. That’s where automation saves you.

• Quote Templates – Have pre-written packages you can adjust quickly. A client wants a dancefloor, selfie pod, and uplighting? Copy, paste, tweak the price.
  
  
• Digital Contracts & Payments – Use tools like Docusign, HelloSign, or built-in event software so contracts can be signed instantly on a phone. Add online payment links (Stripe, GoCardless, PayPal) so money lands in your account before you’ve even packed the van.
  
  
• Availability Calendar – Embed a live calendar or booking link on your site. Clients can instantly see if you’re free, cutting out three back-and-forth emails.
  
  

Pro tip: Create a “rush checklist” — one document that has your standard rates, stock photos, terms, and email templates. When the enquiry comes in, you can fire off everything in minutes instead of hours.

2. Communicate Like a Pro Under Pressure

Last-minute clients are often stressed, so they don’t always hear everything you say. This is where clear, structured communication is essential.

• Always Confirm in Writing. After a call, email a bullet-point summary: “Here’s what’s included, here’s the timeline, here’s the payment link.” No grey areas.
  
  
• Set Boundaries Early. If you can’t offer full customisation due to time, say so up front: “With the notice given, we can supply XYZ, but branding won’t be possible.”
  
  
• Control the Narrative. Use positive phrasing: instead of “we can’t,” say “what we can do is…” Clients respond better when you frame solutions.
  
  

Think of yourself as both supplier and stress manager. Clear communication reduces panic, builds trust, and prevents nasty surprises on the day.

3. Price for the Pressure: Rush Fees

This is where many suppliers trip up — they treat last-minute bookings like any other. But urgency has value.

• Charge Rush Fees. A flat “express service” fee (e.g. +20% or +£100) or a sliding scale depending on how close to the event.
  
  
• Explain It Clearly. Don’t be sheepish. Say: “Because this is a priority booking and requires rescheduling resources, there’s a rush fee of £X.”
  
  
• Include It in Your Terms. That way it doesn’t feel like you’ve made it up on the spot.
  
  

Clients understand rush fees. They’re paying for certainty and speed — just like they would for next-day delivery or last-minute flights.

4. Protect Yourself With Boundaries

It’s tempting to say yes to everything, but sometimes the best answer is no.

• Don’t Overbook. If saying yes means letting down another client or running staff into the ground, it’s not worth it.
  
  
• Offer Referrals. Keep a list of trusted suppliers you can pass enquiries to. You’ll still look helpful, and they’ll likely return the favour.
  
  
• Stick to Your Policies. Payment upfront? Non-refundable booking? No exceptions, even if the client insists. Last-minute jobs carry more risk — protect yourself.
  
  

Boundaries aren’t about being difficult. They’re about ensuring you deliver great service without wrecking your business.

5. Turn Chaos Into Opportunity

Here’s the silver lining: last-minute jobs can turn into long-term wins.

• Overdeliver When Possible. A little extra effort (like free delivery or an added prop) makes you look like a hero.
  
  
• Follow Up Afterwards. Send a thank-you email with a photo of your setup. Invite them to leave a review.
  
  
• Add Them to Your Marketing Funnel. Once they’re calm, they’re more likely to rebook — but only if you stay on their radar.
  
  

Handled right, you’re not just their emergency solution — you become their go-to supplier for the future.

6. Build a “Last-Minute Ready” Business Model

Finally, think proactively. You know these requests are coming, so build for them.

• Keep Backup Stock. Have spare kit in good condition ready to roll.
  
  
• Maintain a Flexible Team. Train staff so they can jump in last-minute if needed.
  
  
• Standardise Logistics. Pre-packed kits, labelled flight cases, spare cables — the details that save hours when time is tight.
  
  

Suppliers who plan for panic are the ones who thrive when it hits.

Final Word

Last-minute client requests will never stop — they’re baked into the events industry. But with automation, clear communication, rush pricing, and solid boundaries, you can handle them without losing your cool.

Better yet, you can turn chaos into loyalty and profit. Because in events, the person who can calmly say “Yes, we’ve got this covered” will always be in demand.