What Are Some of the Biggest Challenges Event Planners Face?
When you first get into event planning, one of the biggest lessons you will learn is that preparation is paramount. In fact, your ultimate success will depend on proper planning, and to do this right, the actual execution could be quite straightforward. Still, event planning is a complex task and can often present a challenge to those responsible. So, if you’re about to take the plunge, what are the biggest challenges of event planning?
Prepare for the Task Ahead
Some people think that the terms “challenges” and “event management” go hand in hand and that they are in for a tough time no matter what. But if you are aware of some of the biggest event management challenges, you can make adequate preparations instead.
Event Planning Issues and Solutions
Here are some of the biggest event planning issues and their solutions:
This is one of the most common challenges of event planning, as it can be difficult to know how much everything is going to cost at the outset. But if you don’t know and set arbitrary targets, you’re very likely to go over budget with disastrous consequences. If you are unsure about a certain cost centre, discuss the details with the provider or ask a more experienced planner for their advice. Stick to your budget as closely as possible, and don’t forget to add in some slack for unforeseen costs and last-minute emergencies.
When you are responsible for choosing venues and have not been given any advice by your client, line up several options. Ask these venues if they have hosted an event of a similar nature before, and if possible, get the relevant details so you can contact the client in question. It’s important to forge a close bond with a venue owner and keep them in the loop at all times. Don’t forget to update them with any changes, and you shouldn’t run into too many problems on the day.
If you are not a very tech-savvy individual yourself, outsource immediately. This can be one of the biggest challenges in event management and could easily ruin your big day. Bring in experts who will recommend and possibly supply the audio and video equipment, and if a good internet connection will be essential for your attendees, test it first. Also, have a backup plan in place in case anything goes wrong.
Of course, nobody can control the weather, but you must have a plan B and possibly a plan C in place. Certainly, it can be costly to have a tent provider on standby just in case, but if your location is known for potentially changeable weather, don’t take unnecessary risks. If you can, have a plan for all possible weather scenarios, but talk with your event insurance provider just in case a disaster strikes.
When it comes to event planning issues and solutions, this is a big one. However, you could also divide this issue into two parts. Firstly, ensure that you do not try and cram too much into an event itinerary and make an allowance for potential delays. Secondly, don’t assume you can take on all the pre-event organisation in an unrealistically short amount of time. It’s easy to get overwhelmed and realise that there are not enough hours in a day. Delegate smaller tasks and create your own list with priorities to avoid falling victim to this challenge.
The Smaller Details
While you may focus on the big deliverables, lose track of the smaller details at your peril. You may be able to use some event-specific software, but at the least, maintain a detailed spreadsheet. Break down all the elements and refer to these documents often. Again, don’t be afraid to delegate that if necessary, but somebody has to take responsibility. Otherwise, things will fall through the cracks, and you will encounter that age-old response — “I thought somebody else had done that.”
Get the Right Staff
These are just a few of the challenges of event planning, but most issues can be addressed with adequate time, knowledge, and support. And ensure that you have the best promotional staff on hand to ensure that your event is a success. Reach out to one of the best event staffing agencies in London, and they will be able to take care of this for you.