When you're planning an event for an organization or corporate setting, there are a number of moving parts to successfully pull it off. In general, event experts get all the resources they need. Thus, event management can be a tad difficult.
Furthermore, what makes planning trickier that each activity to be finished builds off from a past activity that should have been finished before you even consider pushing ahead. One straightforward mix-up can push your planning back for days, possibly weeks.
Nonetheless, with the help of a warily devised plan and the right sort of equipment in your grasp, you can be an event ninja. Standard issues will without a doubt come your course. Unexpected occurrences, merchant-related issues, and conflicts are quite recently a hint of a greater challenge with regards to probable event planning problems.
As we all know, issues can't be disregarded and ought to be handled carefully thus, getting prepared for them sounds like the right mindset, right? So, here are some tips on how you can overcome difficult challenges in event management:
It always happens. Event planners get sucked into the black hole of not appropriately planning for funds. The idea of ‘plan and spend as you go’ is what most of the event planners are incorporating, which of course, results in spending more than the actual budget. The solution is actually quite simple – preparing an event budget. Additionally, it's imperative that it is done very, very early in the planning process. Do some research as to what you need to buy for your event, create a spreadsheet of estimated costs, and sit down with the pertinent people to finalize a budget.
- Running out of Time
There's always that event planner who thinks that they have enough time to pull off their next event. As an event planner you’re always going to battle the clock because it’s quite certain that anything that can go wrong, will go wrong. Quotes will be late. It is advisable to plan as soon as possible by outlining your short term vs. long term goals. You need to create, maintain, and live by a planning calendar. When you have compiled all of your required tasks and account for the time it should take to complete them, you can then give yourself some buffer time as contingency.
- Choosing the Right Venue
We can argue that this is the most important aspect in your event planning process. The venue sets the tone for your event and determines a lot of the subsequent details you’ll have to decide on like whether you’ll need décor, transportation, activities, or equipment. It is recommended to choose a venue which fits to your event and adds a lot of value too. Value can be anything of importance which is being facilitated with the venue like projectors, free wifi or other tech products. For more information regarding the best venue for your event, find out why World Trade Center Metro Manila is the best venue for you here
- Disregarding the Little Things
Those last minutes tasks and details that fall in-between at the end moment, those are the little things that matter. When you fail to do them, they hit really hard. Good examples of these are not making sure you have the right technical equipment available or forgetting to think about seating arrangements. The solution is assembling a team. Having a great event team will ease the burden of having to think about every little detail and do every little task yourself. Assign tasks to your team and follow up with them every week to know how things are falling.
- Being Memorable
There are so many events happening that it is a feat to make your event just memorable enough to make an impression. The whole point of planning any type of event is to provide an unforgettable experience for your guests. To do this, a fun and exciting activity is a sure-fire way to engage your guests before, during, and after your event. Similarly, keep track of how many people are planning to attend your event through event apps that give insights about discussions, engagement, and panels related to your event. Figuring out these things will not only create a stress-free environment but will also elevate the level of trust among your attendees regarding your planning skills.
Being in charge of planning an event is certainly a tough job. But facing difficult challenges with tried and tested solutions is an amazing way to successfully pull off an event that you and your guests will cherish.