4 Common Problems Event Organizers Face and How to Avoid Them
Keep these in mind when planning events
Planning events takes a lot of work, time and dedication. With guest lists, catering arrangements, or planning the decor of the venue, there are a million and one details that need to be coordinated and scheduled. Here are three of the most common challenges that event-organizers face:
1. We didn’t have enough time.
Even the simplest of events have a million different moving parts. To prevent running out of time, create a timeline with clearly outlined action items. This timeline should include the months, weeks, and days leading up to your event. This way, you can ensure that the venue will be booked on time, all speakers are confirmed to attend, and that event marketing will be launched early enough to be effective. Your timeline should lean on the side of caution because preparation time is often times underestimated. Most B2B companies spend 5-8 weeks planning an event. However, it’s extremely important to set aside extra time to plan your event. This ensures that you have the flexibility to deal with possible complications that might arise, such as having to reorder materials or find a new venue.
2. How do I get people to come to my event?
Event organizers often find effective marketing to be a huge obstacle because sometimes it can be difficult to reach out and engage with the right audience. Utilizing a CRM system or taking advantage of personalized email marketing will significantly help to promote your event. Currently, over 75% of marketers use email to promote their event, while 47% still use email invites. There are various types of event management software available that event organizers use. By utilizing a personalized marketing software, you can schedule your email campaigns and automatically send out event reminders – allowing you to productively communicate with your target audience and achieve maximum turnout rate.
3. Our speaker canceled last minute! What should we do?
Event organizers should always have a backup plan in case of last-minute cancellations or complications. Booking a venue, getting speakers or artists, and ordering supplies are essential elements to an event’s success. One common mistake that event organizers make is neglecting to prepare an alternative option. On the day of the event, an event organizer should be prepared to address anything that could go wrong. For example, outdoor events should always have another venue booked in the case of inclement weather. Many inexperienced event organizers optimistically hope for the best, but successful planners always will have an answer to the worst-case scenario.
4. Budget? What budget?
Too often, organizations simply track their spending during the planning process and assess along the way. This can result in overspending, and organizations might find themselves literally paying for it in the end. Working within a fixed budget is crucial when organizing an event. Because each cost item for an event can have numerous configurations and choices, an overall budget can vary tremendously. Having a basic framework from which to sculpt the event ensures that an organization will stay on the right path. EventBank platform’s finance module displays P&L and also accounts for the amount of money provided by sponsors, helping you to stay on the budget. Staying within budget should be at the top of every event organizer’s priority.
Executing your event
Planning an event can be stressful and daunting. However, keeping each of these three common problems in mind will ensure that your event is a success. A successful event organizer is always prepared for the unexpected.
Additionally, an all-in-one event management technology will keep everything from your membership CRM to your sales and marketing all in one place. This will allow you to manage large scale events much more effectively by centralizing crucial data and keeping various aspects of your planning in conversation with each other.