Your job as an event planner is to make sure everything goes smoothly. Therefore, it takes a lot of time, hard work and commitment to make that happen. However, around every phase of planning an event are a hundred and one challenges and problems.
Here are some of the most common challenges in orchestrating an event:
Too many people
Although a large crowd is a dream of every event planner, having more guests or attendees than you planned for is a serious problem. Unfortunately, it becomes obvious when it’s too late to react and do something. The only thing you can do is to prevent this. Prepare yourself with adaptive strategies that can keep a large crowd organized, like proper signalization in an event venue. Try to find out how many people are planning to attend. Read posts on event forums and social media. Pay attention to discussions and engagement through the event applications. Depending on the number of guests expected, make sure you adjust your plans.
Not Enough Attendees
When you start your event, you have to be sure you’ll have enough attendees.
And yes, sometimes it can be challenging to reach out and interact with the right people. However, there are a few tips that can help you like investing in high-quality content and taking advantage of personalized email marketing.
Eventbank is an event management software you can use to manage and organize your event. Here you can schedule your email campaigns as well, and automatically send out event reminders.
Gevme is a software you can use if you want to get full control of tickets to adjust your event ticketing. Also, a fully customizable template allows you to create simple landing pages or detailed event micro-sites that convert visitors to attendees with just a few clicks.
Budgeting is one of the most challenging aspects of event planning, so it’s nothing wrong with being concerned about it. If you missed the opportunity to plan your budget, you might have difficulties later, during the event. The idea of “plan and spend as you go” is maybe an easier one, but it often leads to overspending or finding out that there isn’t enough money to finish the project. Once you realize this, it’s often too late to fix it. Therefore, you need to determine your event budget and to decide where and how to spend your funds. You can do that by researching your event supplies and write down estimated costs. Don’t forget to consider extra funds for any unpredictable occasions. Azavista and EventBank are all-in-one management solution that helps corporate eventprofs to streamline event planning and improve the event experience.
With Azavista, you can simplify the processes of sourcing and deal with suppliers.
EventBank platform’s finance module helps you to stay on the budget. It needs to be the number one priority for every event professional.
Do you often think you have enough time to plan your event and the next second you end up wishing you start planning sooner?
Time is a common problem in event management.
Therefore, it is very important to start planning as soon as possible by setting realistic deadlines and milestones. If these aren’t well identified, you can easily cause serious issues, for instance, losing the venue (because you forget to pay on time).
If you want to learn more about time management skills, check out our previous blog post.
As we talk about venues, venue sourcing is a vital part of the event planning process. It’s very important to select a perfect venue, because event theme, decor, and transportation depend on it.
To avoid an unresponsive venue issue, you can rely on venue sourcing technology.
Effective venue sourcing solution should include:
- Easy venue research with the right kind of filters (size, location, capacity…)
- Fast bid return (within 24–48 hours)
- A way to connect teams so they can work together, mark favorite venues and share good and bad experiences
Many agencies and platforms can save you a lot of time and effort, searching venues for you and negotiating on your behalf. For example, puzzle.events platform can help you to find the best places for your event in just a few steps. You can use an easy map view to find everything you need and you can contact venues directly by using puzzle.events contact form.
Extreme weather is something that you can’t predict, however you can be 100% prepared for unpredictable Mother Nature. If you’re planning an outdoor event, you should always have a back-up plan in the form of a second venue indoors. However, consider taking event or weather insurance in case the event gets canceled (guests will need to be refunded). Prepare yourself with supplies like umbrellas, raincoats, extra water bottles and sunglasses. Bring covers for your audio-visual equipment. Prepare yourself end your employees for the worst scenario, as well. The top priority is to evacuate your attendees to a safe and secure location.