Event management is a mammoth task for any event organizer. There are several things that need to be taken care of and an event organizer should be very good at coordination. There are so many problems that an event organizer faces while conducting an event. It is just like the pieces of a puzzle falling into place and everything has to come together at the right time.
In a typical event, there will be hundreds of people and several challenges as well. For example, the organizer has to coordinate with attendees, venue management team, labor and caterers. Moreover, budget becomes a huge constraint.
Here are some of the most common problems faced by an event organizer.
1. Budget constraints
An event organizer oftentimes has problems while working within a rigid budget. During recession, the budget tends to be very low. However, the expectations continue to be on the higher side. If the event is for a social cause then an event organizer can count on tax benefits. But if it is purely for entertainment purposes, then the challenge is huge.
However, as an event organizer, you can cope with these challenges by making small changes here and there. For example, you can have a buffet dinner instead of a sit down one. You can also use the venue’s musical equipment instead of a band or DJ. Such small changes can add up to huge savings. Provide your client with some creative solutions in order to fit fun into shrinking budgets.
2. Seating arrangements
Who should sit with whom is a big question, especially when you don’t know the guests. This problem can be sorted out by having place cards on the tables after consulting the client. For example, if you want the management team to sit separately, you can subtly put a place card on the table as reserved and guide appropriate guests when they arrive. You can also have a ‘no plan’ approach for seating and let guests sit wherever they want. In a less formal event, organizers can also make it fun by having the guests pull out table numbers from a hat, for example.
3. Making it memorable
Creating a successful event is the main aim of every event organizer. An extraordinary event is always remembered and talked about. If you want your event to be remembered then do something different. For instance, you can photograph the event and send memorabilia to guests after it is over. Have video recordings of the event and send it as a personalized CD to the participants. If you manage to make a mark on people’s memories then you will also become a successful event coordinator.
Organizations and businesses give a very short notice period to event organizers to plan everything. They do not realize that it takes a lot of time and effort to organize an event. However, as an organizer, you still have to work within the given time frame if you want to have a job. A short lead time presents many challenges, like venue availability, caterers and finding resources. However, you can make the best use of this situation by charging your client extra. Short lead times do have their disadvantages, but offer some fringe benefits as well.
5. Being environment friendly
Today, event organizers have the onus of making an event green. They have to reflect a positive image of themselves or have to carve an environmentally sensitive image of their clients by taking green initiatives. Event organizers therefore choose to send invites via emails and send updates via social media platform this helps to save tonnes of paper.
6. Technology hassles
An event organizer has to keep up-to-date with the technology if they do not want to be left behind. Guests have several expectations, like Wi-Fi connectivity, electrical hookups for their gadgets and even 3G network availability. As an event organizer, you have to be mindful when choosing a venue. It is really annoying to have to say no to a guest when they request something.
For an event organizer the biggest problem is that anything can go wrong at any time, and ironically it will go wrong most of the times. Managing an event is like juggling and an organizer has to keep all the balls in the air. A successful event organizer will always expect the unexpected and be prepared for it at the same time. This is why an event organizer should seriously think of getting an events software or app from Ivvy. It can make organizing and handling the nitty-gritties easy and less stressful.
Editor’s Note: This article is guest post and Abrition Team is not involved in product of this content.
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