This is especially important if your event is selling tickets because guests will need to be refunded. Consider purchasing event or weather insurance in case the event gets postponed or cancelled.One that lets you book last minute, is located nearby, and isn’t in high demand this time of year. Whether you need to disaster-proof your outdoor wedding venue or come up with a plan just in case your company cocktail garden party gets rained out, here are some tips for dealing with an unexpected drop-in from Mother Nature: Which is why it’s good to err on the side of caution when preparing for your event, even if it’s in beautiful, sunny Southern California during its best weather months. Not having a backup plan for bad weather is an event problem.Įxtreme weather (think hail storms, tornadoes, and hurricanes) has increased in both frequency and intensity this past decade. Having a repeatable system in place lets your clients or company know that no matter what happens they’ll always be kept in the loop and they can trust that you’ll make sure it all works out.ĥ. This means following up with key stakeholders, keeping communication to one centralized and accessible platform, and organizing your event project notes so that nothing slips between the cracks.Įxperts also suggest using a formal change tracking process when event planning. And when you do approve anything, you have to make sure you follow through and adjust your plans accordingly. You should feel empowered to approve or reject unforeseen schedule or budget changes as they come up. Forgetting to track schedule or budget changes it an avoidable event problem. Even if the person making the request is above you, kindly let them know that the event as a whole will be affected and you’ll need to double check all the numbers, just in case.Ĥ. It’s also important to make sure that you assess all requests for event-related changes through the lens of how it those changes will affect your budget and your timeline. Or, if you’re new to event planning, don’t be afraid to ask to see data from the company’s previous gatherings so you can get a feel for how much they typically spend on each occasion. Compare previous event budgets and assess what you can do better this time around. So if this is something you’re concerned about, you certainly aren’t alone.īecause lots of little things change or unexpectedly come up during the event planning process, it’s best to keep your expenses modest.
Overspending on the event is a big event challenge.īudgeting is the number one most challenging aspect of event planning, according to experienced event professionals in this recent survey. Hire the median number of people and consider having a few on call.Ģ. Then calculate how many staff members you would need if 75% of your attendees showed up. Calculate how many staff members you would need if only 25% of your attendees showed up.Writing out each desired role title or function along with a detailed description of what they’ll be responsible for.Talk to key stakeholders and get detailed information on what they need help with during the event day(s).So prevention is definitely key.Ī recent case study by HR analytics professionals found that the best way to determine optimum staffing levels for any organization or, in this case, event, is to: And it often doesn’t become obvious until the day of, when it’s too late to do anything. Understaffing is a serious problem for events. Understaffing an event is a common event problem. Discover the most common problems & challenges to watch out for as an event planner: 1. Being very event optimistic is a good thing – in fact, 67% of Millennials and 66% of Gen Zers are! But when it comes to event planning, your job is to make sure everything runs smoothly, which is why reviewing these most common event planning problems and solutions will help you be more safe than sorry.
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