Challenges During Corporate Event Planning and Solutions

Every event professional has their details of events not happening according to plan. Let alone a corporate event, that is at best tasking and entails extensive task planning and enormous patience to get past the problematic details.

Unforeseen events, supplier-related concerns and clashes are just among the constant challenges event planners face in setting up any corporate event.

The solution is always to be prepared to have a plan of action should any incident that can disrupt the event arise.

Overspending / Low Budget Allocation

This is a common occurrence. The thing with overfunded corporate events is the tendency to spend on items or furnishings that will be useless. If you are working on a limited allocation, on the other hand, you end up stretching everything you must come up with the best possible replacement for the must-haves in the corporate event.

Corporate event planners tend to point and shoot when organising events.  The absence of adequate planning and proper allocation will significantly affect the funds and outcome of the event. Best you end up buying every shiny object or worst case, you end up overspending on unneeded party supplies.

Budgeting is essential when organising every corporate event planning.  This will eliminate misallocation of funds and steers you to master strategic planning despite limited funding in the future.

Overlooking Minor Details

Corporate event planners tend to work with their hands full on. There have been stories of event planners going crazy during last minute of preparation because they forgot speakers or the forgot the check if the haze machine was working.

Sometimes, minor details can derail a perfectly planned event if not factored in the planning stage. Every event planner must have a reliable team that can take on the task of ensuring every piece of equipment is working, every supplier is up to date or delivering what they promise, the event place is ready and fully equipped to host the event and the likes.
This is a productive way to ensure things are done without letting them fall into the cracks at the last moment.

Choosing the Right Venue

This is an essential aspect of corporate planning. Venues take time. You must consider space, budget and decoration. The venue will set the theme requirements. It will dictate how you move forward with all other details of your event.

In choosing a venue, you must consider how it will fit in your event. Look for add on services that venue will provide, and thank everything of value that will limit your costs, like projectors, console, lighting and all supplies necessary to your event.

Choosing a venue which adds value to your event will drastically bring down your event planning time and spending.

Weather Challenges

We’ve seen events get destroyed by weather temperaments in a snap. But not even the inclement weather can stop an event, and for the determined planner, anything can be managed with ample preparation and contingency planning.

For rain forecasts on the day of your biggest event, which you planned to do outdoors, you can stock up on ponchos or extra strength umbrellas for distribution. Alternatively, if the temperature is expected to rise because of the flaring summer heat, having stockpiles of juices, water and sunglasses will be highly appreciated by attendees.

This may seem minor but it’s a value-added service speaking on your behalf and marketing your event management skills.

Overcrowded Events

Keep overcrowded events in check and manage attendees with us by providing attendees with enough information. Place signages for proper ingress and egress. Label partitions or offer a map to navigate the venue or provide a guide to make the experience convenient for everyone.

Preparing for these challenges will create a stress-free environment and increase your trustworthiness and ingenuity in planning corporate events.
 
Blog: Tips for Successful Corporate Event Planning

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What can You Learn from First Event to Make Next Event Even Better?

You organised your very first event – that’s great!

Was it the most unforgettable and eventful moment? Obviously, it was! After all, it was your first event.

But let’s not leave behind how the event turned out for you. Of course, you learned a lot from your first event: the difficulties and challenges you faced, those few things that didn’t turn out well for you, and also the things that worked quite well. Every single detail of the event is precious and it is much more crucial to consider all phase of event planning, preparing to execute, and finishing.

The reason is you won’t be settling down to organising only one event. Soon you will be planning for your next one and it is very necessary to keep note of these things before you step into another event planning.

1. Prepare for the worst even if everything is perfect

You might have realised this in your event. No matter how much you get the detailing and prepare for the event, there is a probability that you miss out on things. So, even when everything is right, be prepared for the worst case scenario.

2. Advertise your event everywhere, literally everywhere

There is no hard and fast rule that you should be promoting your event on a particular platform. Go for every platform if you think there is an opportunity for you. 

• Facebook: Facebook is a great platform if you are looking to gain more traffic for your event.
• Instagram: Instagram is for more engagement, take advantage of features like Instagram stories, live videos.
• LinkedIn: LinkedIn means professional network, get quality prospects by promoting here.

Besides social media platforms different event management sites as Eventbrite, Meetup, Eventfinda are great to create a buzz around your event.

3. Repurpose every media from your first event 

Events are a great way to strengthen brand through storytelling, which requires photos and videos to get audiences engaged. Apparently, you can use the photos and videos you had captured at your event. Just share it on a website and all social media platforms using hashtags and tags.

Read: Why Social Media is the Best Platform to Promote Your Event

4. Budget management is crucial – you will learn to invest in higher opportunity

Event planning is not easy and especially when it comes to budget management for the first time, it even gets tougher. Because you do not have real data, there is no source you can rely on to take the decision. So all you can do it to guesswork through the research done. A whole of budget planning and implementation becomes easier once you run an event and have real data.

• You can find which channel to focus and spend more on once you know which drove the maximum revenue.
• You will have an idea of an event venue to choose according to your budget.

5. Proven ways to monetise the gold mine

Did you know it cost you 6-7 times more while acquiring new clients than retaining the existing ones?

If you are putting all your time and effort in attracting new guests even after knowing this fact, then you are just sitting on the gold mine and not monetising it for your advantage. Do you know what can you do the best to reactivate your existing guests? Here are a few ways to keep you going with less time and energy spent:

• You already have the list of past attendees, just segregation of those list from your new lists is required. Then, customise the message to be sent accordingly.
• An effective way to get the attention of the previous attendees is to give them discounts or offers on tickets. This is always a good idea to attract anyone.

These are a few of the things that helped us to make our next event Planning better and successful. We hope this article was helpful to you.

Are you ready to proceed to your second event?

Turn your event into an awesome one without any hassles with End2End events.