A survey by CareerCast says event planning is the sixth most stressful job in the world. This could be due to the various aspects of planning an event that needs to be considered, along with the impeccable time management required to juggle multiple event partners and vendors at once. Luckily, experience is a great predictor of the kinds of obstacles you can expect to face when planning an event, which is where Event Consultants can be really helpful! Here at SBC, our ample experience with event planning has improved our ability to problem-solve with respect to tight deadlines, all while exceeding our client’s expectations with the quality of our work product. Read on to find out what are the top obstacles an event consultant can help you plan ahead for!
Event Obstacles To Plan Ahead For
Create a flexible event organization timeline
No matter how airtight your event production timeline is, there is always something that may not go according to the plan. An event vendor or speaker might back out at the last minute, there may be staffing problems, or it may take longer than anticipated to complete the activities on the event itinerary.
Though having a detailed plan is important to get things moving along, having some amount of flexibility can go a long way in dealing with any unexpected complications. At SBC, we house experienced Event Consultants who can help create the perfect event production strategy for you. They are also equipped with on-your-feet thinking that can provide you with a solution for any last-minute hiccup you might encounter in your production strategy.
Location obstacles and weather hazards
With in-person events, there are some things that you can’t have control over like bad weather and other problems with the chosen venue. It is important to take this into account when choosing your venues. To avoid bad weather for outdoor events, look for a location that has the option to move indoors or contains a shelter on the property.
You really want an Event Consultant in your corner in case of any last-minute problems with the location, because their experience can help them smooth things over without any major problems. As a last resort, they also have knowledge of a large reserve of venues and can provide you with alternative options that can accommodate your needs at short notice.
Unforeseen technical obstacles
In the new era where hybrid events are here to stay, tech is an important aspect of many types of events. It can be quite alarming if you find out on the spot that the microphone is not working, or that your presentation file is lost or not opening. Scheduling one or two complete technical checks and rehearsals with your team to make sure everything is working perfectly is key to minimizing the risk of the above-mentioned glitches occurring.
To make the risk of glitches negligible, it is very important to use reliable vendors. How do you vet for reliability and high-quality services? Hire an experienced consultant and sit back as they do all the work for you!
Low audience turnout or engagement
The most horrifying nightmare of any event host is that no one would show up or have an interest in the event and its goals. To ensure a good turnout it is important to market your event well. Create hype about the event’s activities to get people to have an interest in attending. Various ways to do this would be to use word-of-mouth, newsletter, or social media channels to give them specific details about the what, when, and where of the event. Once they have arrived, it is important to keep your audience engaged by scheduling a good mix of different activities, while also having some backup ones.
Partnering with SBC will give you access to our top-notch offerings of event marketing strategies and initiatives, which will ensure that this situation does not occur in the slightest.
If you remember one thing from this article it is this: Planning an event can bring a lot of unforeseen challenges and obstacles to the forefront that, if not dealt with properly, can make or break the success of your event. Be willing to adapt to the circumstances and spend time and resources on creating an appropriate event for your audiences.
An event consultant can bring you a lot of peace of mind as they have the experience and vision to put all of the pieces of the puzzle together in the right order so as to plan an event that is customized to your needs and is flexible to adapt to the situation at hand. If you are looking for an event expert to help you plan ahead for any unforeseen obstacles you might face while planning an event, visit us at Sharon Bonner Consulting for an elevated event strategy experience!