Anyone in the Events Management industry would agree that organizing an event is very demanding and stressful. It requires excellent coordination skills and flexibility. Many times, you have to come up with creative solutions to ensure that everything goes as planned when things fail to fall into place.
It is a skill to be able to identify foreseeable crisis that may occur in event organizing. Below, you will find 5 of the most common obstacles that you need to prepare because they commonly arise in any type of event.
1. Allocating Resources
Sticking to the budget or keeping your costs at the minimum has always been a challenge for event professionals. Learning how to efficiently budget a scant resource is an obstacle that you should surpass.
An under-planned budget is one that fails to account for every penny you need to spend and fails to be versatile enough to accommodate contingencies and plan B’s.
2. Delegating Tasks
Aside from allocating your resources, delegating tasks to your team is one of the most crucial parts of event organizing. Not having the right people to accomplish the job is a surefire way to event disaster. Delegation is a leadership skill that you should learn as an event professional.
Here are some tips that you should follow in delegating jobs to your team:
- Assign your team well-defined roles.
- Avoid overlapping of duties or scope of responsibilities.
- Keep an open communication with diligent reporting to keep you in the loop.
- Make sure that your team knows their deliverables and deadlines.
3. Staying on Time
Time is a resource that's continuously decreasing. As you can't compete with it, plan the event ahead of schedule. The more time you have, the better results you can get. But unfortunately, this is rarely the case for event professionals and battling the clock has always been a huge challenge.
To avoid cramming that often results leads to mediocre events, remind yourself that your calendar is your best friend. Keep a planner and stick to your deadlines.
4. Preparing for Contingencies
Another challenge in event organizing is securing a contingency plan. While reverting to Plan B, C and so on can be costly, you don't want to pay the price of a disastrous event simply because you fail to have them. For good measure, you should be preparing a contingency plan at least 2 weeks prior the event so you have enough time to communicate with your suppliers and guests.
5. Avoiding a No-show
Event attendance is an important metric to measure the success of your event and thus avoiding no-shows is desirable.
Here are some tips to overcome this challenge in a breeze:
- Never send out a ticket or invitation without an RSVP.
- Master the art of audience engagement prior to the event.
- Use social media to engage attendees through talks and teasers.
- For free events, apply charges to guests who don’t show up.
Because of these five challenges, event organizing can be really stressful. However, through proper planning and by devoting enough attention to the aspects that you need to focus on, the events you organize can be as rewarding as you hoped it would be.
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