5 Event Woes to Beware of – And How to Stop Them
As much as we want our Events to go off without a hitch every time, it’s an unfortunate fact of life that sometimes things go wrong. Planning ahead, having contingencies in place, and knowing how you should react in a given situation will go a long way in helping to solve some problems for event planners.
“Every event planning professional will need to have problem solving skills in order to effectively do their job. Good problems solving skills can be the difference between being successful and failing.“ – Richard C. Wilson, Business Training Institute
We’ve gathered together some of the more common issues, and bring you some ideas on how to solve event problems that may affect you:
Not Enough Time? You Need to Delegate Your Responsibilities
One of the big problems event planners face is having the time to fit everything in – there is so much that needs to be done in a fixed amount of time.
Once you know what your event is going to be, when and where it’s going to be held, you need to sit down and make a list of everything that you need to do. Organise the list by priority, and then you can look at delegating the responsibilities – for example, if your venue offers lighting services or staff for the night, you can get in contact with them and arrange for them to provide this.
Spreading out the work between your team or other professionals you’ve hired for your event, will give you more time to work on what you need to get done. Just make sure you communicate and check in regularly to ensure the tasks are getting done!
Turn Out Expected to Be Low? Make Your Event More Attractive
Marketing your event is essential. If people don’t see your event being advertised or know where to find it – then your turnout isn’t going to be great. Successful Event Planning needs you to think of creative solutions – this could be advertising on social media, partnering up with a sponsor, offering unique merchandise, etc.
With social channels offering so much flexibility in the types of content you can post, you can also look at live-streaming your event as a Pay Per View event, increasing your revenue without the added costs of a larger venue.
Technical Troubles? You Need to Make Time for Rehearsals
Challenges event planners face also include technical issues. You need to make time for rehearsals and equipment testing to ensure that it works on the night. You also need to make sure that any testing required by your or the venue’s insurance is done so you’re covered legally.
The Weather is Wrong? You Need to Plan in Advance for Your Event
Outdoor events are especially tricky when it comes to problems with event planning – you need to have strategies in place to deal with whatever the weather throws at you.
You need to think of the different types of weather that could affect your event – rain, snow, storms, high wind, heatwaves, etc. and have a plan in place so that if you need to do something, you can do it quickly.
Problems with Queuing? Technology & Creativity Help!
One of the biggest problems that directly impacts your Event Attendee is queuing. You need to make sure that you’ve planned in advance for the number of people you’ve got coming, how many tickets you’re selling on the door, and ways in which to move people smoothly through the process.
“Technology can enhance the event experience and make attendees happy, as well as making their lives easier (and the event planners!). Utilizing it in the right way can make a big difference. For example, use event apps to allow attendees to check in and beat the queues” – EventMB Team, Event Manager Blog
Using mobile technology and making use of apps that let you check tickets are genuine or offer a check-in feature will help you reduce the number of people queuing and make your event a better experience for everyone involved.