3 Ways to Overcome Event Planning Challenges
If you’re an event planner, you’ll soon realize that with every event you manage, you seem to find new issues popping up out of nowhere, which helps you better prepare for your next event.
There is a lot of trial and error in the process of manage an eventespecially if you are fair carrier start as an event planner.
As the old saying goes, experience really is the best teacher – but there’s no harm in learning from the experience of others and making sure you don’t make the same mistakes as other planners. have committed in the past.
Fortunately, there are proven methods that have helped event planners get through tough situations in the past. We’ve put together a list of the most common challenges you should be prepared for and how you can handle these issues seamlessly without breaking a sweat.
By knowing what problems you can expect and how you can get out of it, or even avoid it altogether, you will really set yourself apart from others and stand out for your perfectionism.
Without further ado, let’s get started and cover 3 of the most common challenges that event planners face, and how you can solve them.
1. Keep track of EVERYTHING
If you think you can delegate tasks and are sure they will be completed, or that the supplier who promised delivery on a specific date will show up, you are setting yourself up for a disappointing awakening.
Event planning is a profession where you have to micromanage the big tasks and stay on top of things until the event is done and dusted off.
The reason is that if things go wrong, there is a very high price to pay. To avoid any kind of mishap, it’s best to keep track of every little detail (even if you’re sure you won’t forget it).
Some of the common pain points for event planners are booking the right venue. It’s not just about finding a nice place, it’s also about finding one that has the right floor plan and capacity (you don’t want your guests or customers going without a seat)
Make sure you don’t overlook any security issues (including accommodating too many people in a room that’s too small), make sure that the atmosphere, setting, staff and decor fit well with the event – this aren’t even half of the tasks that you’ll need to keep track of.
Although juggling between pen and paper, emails, text messages and post-it notes is a solution, an easier and more effective option would be to opt for a event management software system that will help you manage and track everything that happens around you.
This way, you’ll never miss the small details or lose track of the status of each task.
2. Create a whiteboard
Creation of an online site Whiteboard of the entire event – including program, guests, seating arrangement, floral decoration, catering course, restroom layout, speakers, microphone placement, lighting and everything else will help you visualize what you’re working on and plan accordingly.
Having an infinite canvas where you can jot down your best ideas, make a list of issues that need to be resolved, and also highlight some of the issues that worry you will give you a sense of empowerment that you won’t get from just visualizing the event in your mind.
3. Test everything and have a backup plan
Don’t take anything for granted – be sure to personally test the quality of everything from food to site sanitation beforehand. And don’t forget to have a backup plan for everything – from a backup caterer and florist to a backup guest speaker.