To plan an event can be tedious and frustrating especially if you don’t have experience and the right guide. What can be more painful than having a failed event? Weekly, many event planners spend money organizing events without getting the expected results. This article will give you success tips gathered from professional event planners on how to overcome the challenges in planning an event.
Below are 5 major challenges you have to deal with to plan an event successfully.
𝟏.𝐇𝐚𝐯𝐢𝐧𝐠 𝐦𝐨𝐫𝐞 𝐠𝐮𝐞𝐬𝐭𝐬 𝐨𝐫 𝐚𝐭𝐭𝐞𝐧𝐝𝐞𝐞𝐬 𝐭𝐡𝐚𝐧 𝐲𝐨𝐮 𝐩𝐥𝐚𝐧𝐧𝐞𝐝 𝐟𝐨𝐫:
A big crowd is good but managing them can be hard especially if you weren’t expecting so many guests to show up. You can run out of food or space.
- To avoid this problem, keep your publicity activities under control and track how many guests are planning to come for the event.
- Always make provisions for extra 20 to 30 seats, food etc.
- You can change the setting or sitting arrangement or even take off some tables (preferably from behind).
- Keep InTouch with vendors incase there is an overflow.
If you figure out these things, you will be able to offer a stress-free experience.
𝟐. 𝐋𝐚𝐜𝐤 𝐨𝐟 𝐫𝐞𝐚𝐥 𝐥𝐢𝐟𝐞 𝐞𝐱𝐩𝐞𝐫𝐢𝐞𝐧𝐜𝐞:
- Arm yourself with knowledge to save you from challenges in the future.
- Have a go to resource for events planning news, trends and information that you can quickly search within for advice.
- Assign one or two mentors to yourself. Anyone who has events planning experience or is good at improvising solutions to problems can be very helpful.
- To keep everything in order use project management tools like ; Eventbrite to manage manual payments, ticketing, registration and event promotions. Google drive to store spreadsheets (used for budgeting), documents, presentations and photos.
- Research Industry leaders.
- Attend events.
- Engage online through social media.
- Find your partners and vendors.
Follow this link to read more on event management tools and how to use them: https://www.eventbrite.com/blog/event-planning-tools-efficient-ds00/
Budgeting is the most challenging aspect of event planning because lots of things change or unexpectedly come up during the process.
- Don’t plan and spend instead, plan before spending to avoid spending more than the allotted budget.
- Frame an event budget before hand. Consider your budget before making decisions. For instance, if a particular thing is too expensive for your budget you can select another less luxurious and expenses one.
- Research about events supplies and determine how much you can spend on catering and other essential things. It is best to keep your expenses modest.
- Compare previous events budget and asses what you can do better this time.
𝟒. 𝐁𝐚𝐝 𝐰𝐞𝐚𝐭𝐡𝐞𝐫:
- Take caution when preparing for an event, it can rain in an outdoor party.
- If you’re planning an outdoor event during raining season, make provisions for canopies and umbrellas or better still use a hall.
𝟓.𝐃𝐢𝐬𝐬𝐚𝐩𝐨𝐢𝐧𝐭𝐦𝐞𝐧𝐭 𝐟𝐫𝐨𝐦 𝐕𝐞𝐧𝐝𝐨𝐫𝐬:
- After paying deposit, keep in touch with them and get confirmation within 48 hours of the events.
- Having a written agreement and confirmation from all partners is a great way to prevent any misunderstanding.
𝐑𝐚𝐜𝐡𝐞𝐚𝐥 𝐁𝐚𝐬𝐬𝐞𝐲 𝐟𝐨𝐫 𝐍𝐧𝐞𝐦𝐞 𝐁𝐥𝐨𝐠