Arranging a corporate event is a massive task and as an event professional, you surely know how demanding it can get. However, with the help of a cautiously devised plan and the right kind of tools in your hands, you can be the event ninja.
In any case, regardless, regular issues will come your direction. Unpredictable incidents, vendor related issues and clashes are quite recently a hint of a greater challenge with regards to potential event planning issues.
While every one of the issues can’t be overlooked and should be handled truly, getting readied for them sounds like a decent idea, isn’t that right?
In this way, how about we begin
1. Overspending or not having enough money.
Plan always changes during preparation. When start preparation for event, you always find out the budget might not enough or then budget can’t event hire Audio system or LED backdrop. Getting into the black hole of poorly crafted event fund is not something new. I am certain that every event planner has faced this problem at some or the other time.
The idea of ‘plan and spend as you go’ is what most of the event planners are incorporating and hence, they wind up either spending more than the actual budget. Or sometimes it is too late to realize what mistake they have made.
And hence, framing an event budget and deciding where and how to spend your event funds as soon as the planning incepts is recommended. Such as sponsorship, event booths, ticketing and etc. Do your research regarding your event supplies, create a spreadsheet of estimated costs and sit with the team to finalize your budget.
2. Not considering little things.
Old man always said: “Don’t let mouse poo spoiled the entire soup.” And by little things, I mean those last minutes tasks and details that fall in-between at the end moment. Though, when you fail to do them, they hit really hard.
For instance, forgetting to take the specific technical equipment that you’d need or changing the seating arrangement.
Therefore, it would be appreciated if you form a team. The benefit of having a great team is that you’ll not have to remember every single detail and do every little task by yourself. Assign tasks to your team and follow up with them every week to know how things are falling.
This is a productive way to get things done without letting them fall into the cracks at the last moment.
3. Choosing the venue
Selecting the perfect venue which suits your event is the most important things in event planning.
An event venue sets the theme for the event and many other subsequent details like whether you’ll need decor or transportation and such things.
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 facilities.
Choosing a venue which adds value to your event will definitely decrease your event planning time and spending.
4. Uncooperative weather.
Never fight with the weather they are unpredictable. Uncooperative weather is able break your event within a few seconds. And hence, preparing yourself with the backup supplies is recommended.
You might not be able to face snowstorm or extreme heat wave but you can surely tackle rain showers, flood or heavy storm and attendees facing traffic jam and cause the event force to be delayed.
For example, prepare yourself with umbrellas in case rain is in the forecast. Or maybe you can stock up hot milo, warm water and scarf. Your attendees will surely appreciate your forward thinking. Or you can send reminder to attendees the weather forecast and suggest them to take LRT, KTM or MRT to prevent unpredictable traffic jam.
5. Running out of time.
Event plan as soon as possible once decision had made up. I remember an event planner friend who always used to think that he had enough time to pull off his next event. And he always ended up thinking why didn’t he start planning sooner? Are you also like my friend?
Therefore it is advisable to plan as soon as possible by outlining your short term vs. long term goals.
Depending upon the complexity of your goals, figure out a specific time to touch base your progress on the calendar. Here is a sample timeline for you to incorporate.
1 Year From Event — Define goals, event schedule, external schedules, define budget
8 Months From Event — Make sure venue, speakers, topics are defined and revisit goals
6 Months From Event — Revisit budget, refine messaging and purpose, reconfirm with all participants
4 Months From Event — Finalize invitation strategy (mail, online, calls, other outreach)
2 Months From Event — Begin invitations and external messaging as appropriate
1 Month From Event — Confirm attendee list, continue outreach as necessary. In coming weeks send “reminder” to guests make sure they know the purpose of your event and all pertinent information.
1 Week Post Event — Meet with organizing time to discuss success / failures of event and if goals were met. Document all and develop success plan for next time. Begin any outreach follow up needed.
6. Too many people
You’ll need army to fight a war, and general to lead the army. If you’ve got a larger than expected crowd, well your marketing tactics did wonders!
While a large crowd is what every planner dream of but having them at the same place would require some kind of crowd control and hence it is important to understand the dangers of it. Be ready with adaptive strategies that can keep a large crowd organized with proper signage in the entire event venue.
Also, keep a track of how many people are planning to attend your event through the discussions, engagement and panels through the event. Figuring out these things will not only create a stress-free environment but will also rise the level of trust among your attendees regarding your planning skills!
Let us plan your upcoming events! Visit us at www.d-organice.com and get in touch with our event team to know more about all the event venues.