Managing Group Politics

     So I deal with one of our Residence Hall governments and we've been dealing with the politics of hiring a DJ and planning programs. We just finished an event and were going over what went well and what didn't go so well.
     The biggest thing we've discovered as a problem is discussions happening outside of the official channels. One student had asked to do music for a function and another student, one with the authority to say yes or no, didn't object. The hopeful DJ took that to mean he had the job, but the miscommunication contributed to an unsatisfactory result.
     It turns out the DJ was willing to use any music we wanted, but something stopped him from using his own music, and what we provided. So, he had a buddy bring in music. The friend's music was all of one type--dubstep--and it began to influence the event. In the end, the dance ended early because people weren't enjoying themselves or the music. An event that has been one of the biggest events of the year became a mediocre replica of what it had been, only because the lines of communication became blurry.
     Is this a normal thing that plagues all sorts of organizations? Or is it because we are inexperienced in this sort of thing? The group I'm working with is an amazing collection of passionate people working to make both their own college experience and their classmates' the best it can be.

Just a thought....
Stephie