Event management, like any other field of work, has its own set of challenges. In the world of event planning, unexpected issues almost always arise. Planning events require a lot of work, time, and dedication. With guest lists, catering arrangements, or planning the decor of the venue, there are a million and one details that need to be coordinated and scheduled.
Let’s discuss 7 most common challenges that event organizers face and how they can be solved
1. Not Having A Realistic Budget
Budgeting for an event is one of the most important things for an event planner and it can also be one of the most challenging tasks. Most organizations track their spending during the planning process and assess it along the way which in the end results in overspending.
As an event planner, working with a framework will help you to stay on the right path. Revisit budgets used for previous events to help you create the most accurate budget for your client. It’s also important to make sure that you assess all requests made by clients for event-related changes and how they will affect your budget. Always share your concerns with your clients!
2. Not Having a Backup Plan
Nothing is more unpredictable than the weather. One minute it’s sunny and nice and the next there is a storm. Most event planners don’t create a backup plan because it may just be something that wasn’t on their list of things to think about. It doesn’t matter if you are having an indoor or outdoor event, you should always have a backup plan.
Always have a second venue in mind. One that lets you book at the last minute, is located nearby, and isn’t in high demand this time of year. Also, think about doing hybrid events as it allows you to move the event online if something happens at the location. At iTeneri, our platform is able to facilitate hosting both in-person and hybrid events which gives you a variety of ways to host your event in case of bad weather.
3. Not having an attendee engagement plan
A lot of event planners think the perfect event only includes decor, venue, and catering, but what about your attendees? How will they be entertained or engaged throughout each session? Most event planners underestimate how hard it may be to keep attendees engaged therefore they usually overlook this stage of the event planning process.
For each event, it is recommended that there is room for attendees and speakers to connect. Using iTeneri, both parties can connect with just the click of a button. Questions can also be asked in one space while giving attendees the opportunity to participate in prize giveaway activities using our leaderboard feature all in one space!
4. Underestimating Set-up Time/ No Run Through Sessions
We’ve all been to events before and can agree that nothing feels better than feeling like our event hosts have everything together. Attendees would rather not arrive and have to be relocated due to the venue not being prepared or presenters not being familiar with the space or flow of the event.
Details like these can slip through the cracks throughout the event planning process but thinking ahead and having a guide as to what you need to do for each event can limit outcomes such as these. Working with a company like iTeneri will ensure that at least 2 run through sessions are held with presenters and other participating staff. Communicating with the venue manager is also recommended as this will ensure that enough time is allocated for setting up the event space.
5. Failing to capture valuable event data
Your event data is one of the most effective ways of measuring the success of your event. Most event planners, because they are caught up in planning and executing the event forget to capture necessary information that will be needed for future events.
Choose the right team such as iTeneri that will assist you with capturing information that matters such as the number of attendees, the rating for each speaker, or even the overall interaction and execution of the event. Your event ROI is important and should be treated as such.
6. Messy Registration/ Check-in
Most Event planners put little to no effort into the registration process for events. A poor registration process can cause a lot of harm to your event as it can get both staff and attendees frustrated or even turn potential attendees away.
This is a simple fix, using a platform such as iTeneri, the registration process is simple. Attendees are able to register using a 2 step process. Payments can also be made via our platform which will leave more room to breathe on the day of the event for staff members and attendees. On the day of the event, attendees would simply display their QR code which they would’ve received after completing their registration, and be scanned/checked in by a team member.
7. Struggling to find sponsors
Sponsors are crucial for events, some would say that they can determine if your event is successful or not. Most event planners make the mistake of trying to source sponsors at the last minute. This sometimes results in not getting enough sponsors or no sponsors at all.
It’s recommended that a wide range of sponsor lists is created and targeted at least 7 months before your event date. Create a space in the agenda where sponsors will be the main focus which will give attendees the opportunity to interact and learn more about their products or services. Reaching out to sponsors way ahead of your event and proposing ways in which they will benefit will increase your chances of getting sponsors.
Preparation is very important for events. You can never predict what may happen during your event but planning ahead will lessen the impact. Whether you use the solutions mentioned above or come up with your own, your event will surely benefit from this new knowledge.