Event planning and problem-solving go hand in hand. They have to. Why? Because once a vision is set for an event, things happen that get in the way of that vision. Simple as that. And it happens almost every time.
How to resolve or prevent Event Planning Issues
Are you preparing to plan an event, and feeling overwhelmed? Well, you are not alone! Many individuals feel stressed when it comes to planning an event. This is often due to the numerous things that need to be taken into account, such as the budget, the guest list, the catering, the location, and the decor. In order to help make the process a bit easier, we have compiled some tips on how to resolve or prevent event planning issues.
First, it is important to create a timeline and to make sure that you are aware of all the deadlines associated with the event. This will help to ensure that you do not miss any important steps and that everything is completed on time.
Secondly, it is important to establish a budget and to stick to it. This means setting realistic expectations and being mindful of the costs involved in planning and hosting an event.
Third, it is important to create a guest list and to send out invitations as soon as possible. This will help to ensure that everyone who needs to knows about the event and that you have an accurate head count.
Fourth, it is important to choose a venue and to reserve it as soon as possible. This will help to ensure that there is availability and that you do not have to scramble at the last minute.
Fifth, it is important to choose a theme and to select the appropriate decor. This will help to give the event a cohesive look and feel.
Sixth, it is important to choose the right catering company. This will ensure that the food is delicious and that the guests are happy.
Seventh, it is important to plan out the timing of the event. This will help to ensure that everything runs smoothly.
Eighth, it is important to have a backup plan in case of emergencies. This will help to ensure that the event does not get canceled or postponed.
By following these tips, you can help to ensure that your event goes off without a hitch!
Event Managers / Planners must have
There are many skills and qualities that are required for success as an event planner. But, there are a few essential traits that are absolutely necessary. Here are the top five must-haves for any event planner:
- Strong organization skills. This is probably the most important attribute for an event planner. There are a million things to do and organize in the lead-up to an event, and it is critical that everything is handled efficiently and on time.
- Excellent communication skills. Event managers need to be able to communicate effectively with clients, vendors, and staff. They need to be able to listen carefully, take direction, and give clear instructions.
- Strong problem-solving skills. When something goes wrong (and it always does!), an event planner needs to be able to quickly assess the situation and come up with a solution.
- Creative thinking skills. A good event planner always thinks outside the box and comes up with innovative ideas to make their events stand out.
- Strong people skills. Event managers need to be able to work well with a variety of people, from clients and vendors to staff and volunteers. They need to be able to manage and motivate people and maintain good relationships.
A stellar event professional needs to be able to think quickly and act even quicker. Here are some ways that can help you solve the biggest, and even smallest, problems.
Take in everything your vendor, client, boss, or colleague is saying. Ask a lot of questions so you can understand every detail before acting.
- Consider Your Options
There are multiple ways to solve a problem. Write down your options before presenting them to the team. If you don’t have the time, talk it out with someone on the side and ask for their input.
- Create a Plan
Make sure everyone who is involved knows their role and accepts responsibility for solving the problem together. Be clear about the steps that need to be taken to solve the problem.
- Be Patient.
If you’re in charge, your role is to be the voice of reason. Try to remain calm and keep those around you calm as well.
- Stay Organized.
Document your conversations. Save your receipts and emails. If you have a phone call, follow up with an email so it’s in writing. If you write an email that doesn’t require a response, ask the recipient to confirm they received the message. This will always help you when you need to reference a past conversation.
- Follow Up.
Stay on top of people that need to respond to you. If it’s an urgent matter, give the recipient a deadline to respond, and then follow up when the deadline approaches. If you’re in charge of the event, the responsibility is on you. So don’t let anything slip through the cracks!
Remember, practice makes perfect, and not all problem is the same. Treat and approach every problem differently. Best of luck to ya.
Common Event Planner problems
There are a few common problems that event planners face when planning events. These include problems with communication, coordination, and budgeting.
Communication is often a problem for event planners. This can be due to a lack of effective communication tools, a lack of communication between team members, or a lack of communication between the event planner and the client.
Coordination can also be a problem for event planners. This can be due to a lack of communication between team members, a lack of coordination between different departments, or a lack of coordination between the event planner and the client.
Budgeting can also be a problem for event planners. This can be due to a lack of understanding of event costs, a lack of accurate budgeting, or a lack of communication between the event planner and the client.
Other problems that may arise:
- Deadlines are missed, pushing back other deadlines
- Unforeseen things happen like weather, late deliveries, and low attendance
- High maintenance clients or absent bosses make tasks difficult and get in the way of timelines
- Someone steals something or a fight breaks out on-site
Event Planner Common Mistakes
It’s easy to make mistakes when planning an event, especially if it’s your first time. Here are some of the most common ones:
- Forgetting to plan for contingencies. No matter how well you plan, something will always go wrong. Make sure you have a backup plan for every possible scenario.
- Not allotting enough time for planning. You need to allow enough time to plan every detail of the event. Start planning well in advance to avoid any last-minute surprises.
- Not delegating enough tasks. If you try to do everything yourself, you’ll quickly become overwhelmed. Delegate as many tasks as possible to other people to help lighten the load.
- Not budgeting enough money. It’s easy to underestimate how much money you’ll need to throw an event. Make sure you have a realistic budget and enough money to cover all of your costs.
- Not communicating enough with your vendors. Make sure to keep in touch with your vendors and give them all the information they need well in advance. This will help avoid any misunderstandings or delays.
- Not testing your equipment. Make sure to test all of your equipment before the event starts. This will help ensure that everything runs smoothly on the day of the event.
- Not planning enough activities. If your event is too long and there’s nothing to keep people occupied, they’ll get bored quickly. Plan a variety of activities to keep guests entertained.
- Overplanning. It’s important to have a detailed plan, but don’t get so bogged down in the details that you lose sight of the big picture. Make sure to allow for some flexibility so you can adapt as needed.
- Not enough planning. On the other hand, if you don’t plan enough, you’ll be scrambling to put everything together at the last minute. This can lead to mistakes and frustration.
- Not enough communication. If you don’t communicate with your guests, they won’t know what to expect. Make sure to communicate all the important details, such as the schedule, parking, and where to go when they arrive.
Type of Events that are Difficult for Event Planners
A type of event that can be difficult for event planners is one that includes performers or speakers. This is often due to the unpredictability of these individuals. For example, a performer may become ill and be unable to appear at the event, or a speaker may not be able to make it to the event due to a flight delay. In addition, these individuals may require a higher level of coordination in terms of their travel and schedule.
Another type of event that can be difficult for event planners is one that is very large in scale. This can be due to a number of factors, such as a corporate event or special event with a large number of attendees, a complex layout, or a variety of vendor requirements. In addition, large events can be more difficult to manage in terms of security and logistics.
Finally, types of events that are outdoors can be difficult for event planners due to weather conditions. For example, inclement weather can lead to the cancellation of an outdoor event, or it can cause problems with the setup and execution of the event.