10 Common Event Management Problems and Solutions

Short Summary

Event planning comes with unique challenges that can frustrate even the most experienced organisers. From budgeting issues to technological glitches, there are many potential roadblocks along the way. 

In this blog, we will explore 10 common event management problems plaguing professionals in the industry. 

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What is Event Management?

Event management is the process of planning, organising, and executing memorable experiences and seamless logistics for conferences, trade shows, meetings, and celebrations of all sizes. 

It requires a unique skill set to envision an event concept, handle multifaceted operations, ensure safety and compliance, maximise attendee engagement, and deliver on objectives within budget and on schedule. 

10 Event Management Problems and Overcoming Them

1. Lack of Planning

One of the biggest event management problems is not planning far enough in advance. Rushing event plans at the last minute often results in missed deadlines, incomplete tasks, and poor coordination.

The solution is to create a detailed event timeline with key dates, assign responsibilities, and track progress. Start event planning for larger gatherings at least 6 months before the event. 

2. Budgeting and Cost Overruns  

Keeping within budget is another major challenge for event planners. Not having a set budget from the beginning or underestimating costs can lead to financial issues. 

To solve this, create a comprehensive budget that factors in all expenses like venue, catering, equipment rentals, permits, and more. Track spending along the way and set aside a contingency fund for unexpected costs.

3. Vendor and Supplier Issues

Dealing with unreliable or unprofessional vendors is a frequent event management problem. 

Ensure that you thoroughly research vendors, get recommendations, verify licenses and insurance, and have written contracts outlining responsibilities, deadlines, and payment terms. Maintain open communication and regularly check on progress to avoid issues.  

4. Staffing and Volunteer Management

Insufficient staffing or untrained volunteers can seriously impact an event. 

Consider the tasks required and the number of attendees when planning staffing needs. Ensure volunteers are properly briefed on their roles and have contact information for questions. Consider using an event staffing agency for large events.

5. Technology and Equipment Failures

Technical glitches are one of the biggest concerns at events. 

Test all equipment, set up connections and backups, and have an IT professional on-site. Have replacement equipment on standby and communicate a backup plan. For hybrid events, test all virtual platforms in advance.

6. Registration and Ticketing Issues 

Mismanaging registration and ticketing can frustrate attendees. 

Use an online registration system that allows pre-sales and on-site check-in. Have clear cancellation and refund policies in place. Print enough tickets or badges and set up ticketing stations strategically. 

7. Site Logistics and Floor Plan 

Poor venue layout or traffic flow causes event management problems. Create a detailed floor plan accounting for space needs like seating, exhibits, food stations, etc. Allow for emergency exits and ADA accessibility. Consider crowd management during high-traffic hours. 

8. Inclement Weather Planning

Not having backup weather plans can ruin an outdoor event. Scout indoor venue options and have rental equipment ready. 

Opt for tents, awnings or temporary structures. Communicate any weather-related changes clearly to attendees.  

9. Lack of Contingency Planning 

Unexpected incidents are inevitable, so have backup plans in place. What if the keynote speaker falls ill? Power or internet outage? Low turnout? Create "what if" scenarios and solutions beforehand. Assign emergency contacts and first aid.  

10. Post-Event Follow-Up

Wrapping up loose ends in a timely manner is important. Send post-event surveys, process payments, return rentals, and send thank you notes. Review what went well and areas for improvement. Document learnings for future reference to avoid similar event management problems.

Get in touch with the best event management company - Dentsu M21

The event management company that has mastered this problem-solving process is Dentsu M21 - the leading event management firm in Oman. With over a decade of experience planning diverse events across various industries in Oman and the GCC region, Dentsu M21 has come to deeply understand Omani culture and business environment.

Our dedicated team takes a strategic, solution-oriented approach to event planning, always keeping contingencies in mind. As a full-service agency, we also provide digital, advertising, and public relations solutions.

The Strategic Solution for All Your Event Management Problems  

Applying the solutions here, such as creating thorough timelines, contingency plans and vendor contracts will help any event manager tackle issues before they arise and ensure successful outcomes. 

With the right preparation and problem-solving approach, event planners can feel confident in their ability to produce seamless events and deliver exceptional experiences for attendees. Careful planning pays off for any event. 

FAQ

1. How do I prevent issues with event planning?

Thorough advance planning is key to avoiding many common event management problems. Create detailed timelines, budgets, vendor contracts, staffing plans, and contingency options well in advance. 

2. What are some tips for effective event budgeting? 

Factor in all expected costs, set a realistic budget, track spending along the way, and allocate a contingency fund for unexpected expenses. Get quotes from multiple vendors to find the best prices. 

3. How can I ensure smooth vendor coordination?

Research vendors carefully, get recommendations, and have written contracts outlining responsibilities, payment terms, and deadlines. Maintain open communication and check on progress regularly to avoid issues. Choose reliable suppliers.

4. What types of staffing and volunteers do I need?  

Consider tasks required and attendee numbers to determine staffing levels. Train volunteers on their roles. Consider professional event staffing for large events needing various crews.

5. What should my inclement weather backup plan include?

Scout indoor venue options and have necessary rental equipment ready in advance in case weather impacts your outdoor event. Opt for temporary structures like tents with sides or awnings. Communicate any location or schedule changes clearly to attendees.