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20 Problem-Solving Tips For Event Planners

As an event planner, you shouldn’t go into an event expecting  things to go wrong… But unfortunately, Murphy’s Law is always in effect. Problems will always arise during the planning or execution of an event – and it’s how you deal with them that determines your success. This is why today, we’re discussing 20 problem-solving tips for event planners that’ll arm you for ANY emergency!

By being prepared for anything, you’ll be able to handle whatever challenge comes your way!

BEFORE WE GET STARTED: Not already a certified event planner? Follow these 6 steps to become one in as little as 3 short months!

What problems do event planners solve.

As a professional event planner, you should always have a solutions-oriented mindset. Whether you’re dealing with vendor issues, last minute changes, or even rowdy guests – being able to think on your feet and come up with a solution is key to a successful event.

While every event will present its own unique set of problems, there are some that are more common than others – which we’ll go more into detail about later. That said, a few common examples of the general types of problems event planners typically solve include:

• Budgetary problems
• Weather problems
• Venue problems
• Technical difficulties
• Cancellations or no-shows
• Scheduling conflicts

At the end of the day, it’s important to remember that these are just a few examples. The reality is, as an event planner, you should always be prepared for ANYTHING!

How Do You Solve Problems in Events?

While there’s no one-size-fits-all solution to solving problems, there are some general tips that you can follow to make sure that you’re prepared for anything. Here are the top 20 tips we’ve put together for you!

20 Problem-Solving Tips for Event Planners

Problem-solving tip #1: establish a problem-solving team.

The first step in problem-solving is to establish a team that will be responsible for brainstorming solutions and implementing them. This team should be composed of people with different backgrounds and perspectives so that no stone is left unturned.

Problem-Solving Tip #2: Define the Problem

The next step is to actually sit down and define the problem . This seems like a no-brainer, but you’d be surprised how often people try to solve a problem without actually knowing what the problem is. Trying to solve a problem without defining it first is like trying to hit a moving target – you’ll never succeed.

Problem-Solving Tip #3: Brainstorm Solutions

Once the problem is defined, it’s time to start brainstorming solutions. This is where the problem-solving team comes in handy. Each member of the team should contribute their own ideas until you have a good list to work with.

And if you don’t have a team to help you do this?

Then here are some quick tips for brainstorming solutions:

• Write down the problem in the center of a piece of paper and draw a circle around it.
• Set a timer for 5-10 minutes and start brainstorming as many solutions as you can think of.
• Don’t judge or criticize any of the ideas – just write them down.

Problem-Solving Tip #4: Evaluate the Pros and Cons of Each Solution

Once you have a list of potential solutions, it’s time to evaluate the pros and cons of each one. This will help you narrow down your options and choose the best possible solution.

Problem-Solving Tip #5: Implement the Solution

After you’ve chosen the best solution, it’s time to implement it. This is where the rubber meets the road. So, make sure you’re prepared!

Problem-Solving Tip #6: Follow Up

Once the solution is implemented, it’s important to follow up and make sure that it actually solved the problem. If not, you’ll have to go back to the drawing board and try again.

Problem-Solving Tip #7: Be Prepared

This is one of the most important problem-solving tips of all for event planners! The best way to solve problems is to be prepared for them. By having a plan in place, you’ll be able to handle anything that comes your way.

Problem-Solving Tip #8: Stay Calm

When a problem arises, it’s important to stay calm. This can be easier said than done, but it’s crucial. If you freak out, you’ll make the situation worse and it’ll be harder to find a solution.

Problem-Solving Tip #9: Don’t Panic

This is similar to tip number 8, but it’s worth repeating. Panicking will only make the situation worse and it’ll be harder to find a solution.

Problem-Solving Tip #10: Think Outside the Box

When you’re trying to solve a problem, it’s important to think outside the box. This means looking at the situation from different angles and coming up with creative solutions.

Problem-Solving Tip #11: Be Flexible

As an event planner, you need to be flexible. This means being open to new ideas and solutions. If you’re set in your ways, you’ll never find the best solution.

Problem-Solving Tip #12: Keep a Positive Attitude

It’s important to keep a positive attitude when you’re solving problems. This doesn’t mean that you should be happy all the time. But, it does mean that you should believe that the problem can be solved and that you’ll find a way to solve it.

Problem-Solving Tip #13: Be Resourceful

When you’re trying to solve a problem, you need to be resourceful. This means using the resources that you have available to you. If you’re stuck, get creative and think of ways to use what you have.

Problem-Solving Tip #14: Be Persistent

As the age-old saying goes: If at first you don’t succeed, try, try again. This is especially true when you’re trying to solve a problem. If one solution doesn’t work, don’t give up. Keep trying until you find a solution that does work.

Problem-Solving Tip #15: Delegate

When you’re trying to solve a problem, it’s important to delegate. This means giving tasks to other people on your team. This will help you get the job done faster and it’ll be one less thing for you to worry about.

Problem-Solving Tip #16: Ask for Help

If you’re struggling to solve a problem, don’t be afraid to ask for help. There’s no shame in admitting that you need assistance. In fact, this is one of the best ways to find a solution.

Problem-Solving Tip #17: Take a Break

If you’re feeling overwhelmed, take a break. This will help you clear your head and come back to the problem with fresh eyes.

Problem-Solving Tip #18: Sleep on It

If you’re really stumped, sleep on it. Often, the answer will come to you in your dreams.

Problem-Solving Tip #19: Talk to a Mentor

If you have a mentor, talk to them about your problem. They may have faced a similar situation before and they’ll be able to give you some valuable advice.

Problem-Solving Tip #20: Seek Professional Help

Yes, as an event planner, you’re considered the professional . However, there’s nothing wrong with seeking some help for yourself when you’re trying to solve a problem. If you’re feeling really stuck, consider hiring a consultant or coach. Alternately, if there’s time, you can also attend a workshop that will teach you how to solve problems.

Whatever you do, don’t hesitate to get the you get the help that you need – when you need it. This way, you can assist your client properly and help them to fix whatever the problem is for their big day!

Why Is Problem-Solving Important for an Event Planner?

As an event planner, you’ll quickly learn that no matter how much you plan, something will always come up last minute. While some problems are small and easily fixed, others have the potential to completely throw off your event.

This is why problem-solving skills are SO important for event planners. By being able to think on your feet and come up with solutions to problems quickly, you’ll be able to save your event – no matter what comes up!

What Are The 5 Problem-Solving Techniques All Event Planners Must Know?

When it comes to successful problem-solving of ANY kind, there’s a 5-step process that all event planners should follow:

1. Define the Problem

The first step in solving any problem is to define what the problem is. This may seem like a no-brainer but, in the heat of the moment, it can be easy to misidentify the problem.

For example, let’s say that you’re planning an event and the caterer calls to say that they’re running late. Your first instinct might be to panic. But, if you take a step back and think about the situation, you’ll realize that the real problem isn’t that the caterer is running late. The real problem is that you don’t have food for your guests.

By taking a moment to define the problem, you can avoid making things worse and you’ll be able to focus on finding a solution.

2. Brainstorm Solutions

Once you’ve defined the problem, it’s time to brainstorm some solutions. This is where creativity comes into play. The more solutions you can come up with, the better.

For example, if you’re trying to solve the problem of not having food for your guests, some potential solutions might be to order pizza or to ask a friend to bring food.

3. Evaluate the Options

Once you’ve brainstormed some solutions, it’s time to evaluate which options are the best. To do this, you’ll need to consider a few factors, such as:

• The timeline of the event
• What your client’s budget is
• The potential risks involved with each problem-solving solution
• The benefits of each possible solution

For example, if you’re trying to solve the problem of not having food for your guests, ordering pizza might be the best option if you don’t have time to cook or go out and buy food. But, if your client is on a tight budget, cooking or going to the store might be a better option because it’s cheaper than ordering pizza.

4. Choose a Solution

After you’ve evaluated the options, it’s time to choose a solution . This is usually the easy part because, at this point, you should have a good idea of which option is the best.

5. Implement the Solution

The final step is to implement the solution. This is where you’ll take action and do whatever it is that you need to do to solve the problem.

For example, if you’re trying to solve the problem of not having food for your guests, you might order pizza or go to the store to buy food (as we just mentioned).

What Are The 5 W’s of Event Planning?

The 5 W’s of event planning are:

• Who – who is your target audience?
• What – what type of event are you planning?
• When – when is the event taking place?
• Where – where is the event taking place?
• Why – why are you hosting the event?

How This Relates To Problem-Solving

As an event planner, you’ll need to be able to answer the 5 W’s for every event that you plan. Why? Because they’ll help you to better understand the event and, as a result, they’ll help you to solve any problems that come up.

For example, if you’re planning a corporate holiday party, some of the answers to the 5 W’s might be:

• Who – the target audience is employees of the company
• What – the event is a holiday party
• When – the event is taking place on December 23rd
• Where – the event is taking place at the company’s headquarters
• Why – the event is being hosted to celebrate the holidays and to boost morale

As you can see, understanding the answers to the 5 W’s can help you to solve problems that come up during the event planning process.

Interested in corporate event planning? QC Event School ‘s self-paced, online Corporate Event Planning Course can turn you into a globally-certified International Corporate Event Planning Professional™ (ICPP®) in as little as 12 short weeks!

What are The 5 C’s of Successful Event Management?

The 5 C’s of successful event management are:

• Concept – you need to have a clear concept for your event before you can start planning it.
• Coordination – you need to coordinate all aspects of the event, from the venue to the catering.
• Control – you need to be in control of the event at all times.
• Culmination – you need to ensure that the event culminates in a successful way.
• Closeout – you need to close out the event correctly.

Check out this article by The Midlothian Conference Center to learn more about these 5 C’s and why they’re so important!

The 5 C’s of successful event management can also help you to solve problems that come up during the event planning process.

For example, if you’re having trouble coordinating all of the different aspects of the event, going back to the concept stage and creating a clear plan can help you to get things back on track. Similarly, if you’re losing control of the event, taking a step back and reassessing the situation can help you to get things back under control.

The Types of Problems That May Occur During Events (and How To Solve Them)

Finally, let’s take a look at 10 examples of problems that may occur during events and what you can hypothetically do to solve them.

1. Problem: The event is not going as planned.

What this looks like : There are a number of things that could cause this problem. Maybe the event is running behind schedule, maybe the guests are not happy, or maybe there’s been a change in the guest list.

How to solve it : The best way to solve this problem is to take a step back, go back to the plan you’ve created for the event, and see where things have gone off course. Once you’ve identified the problem, you can take steps to fix it. Just remember that as you make any necessary changes, you’ll need to communicate these changes to everyone involved in the event.

2. Problem: The catering company is running late.

What this looks like : This is a fairly common problem and it can cause a lot of stress for event planners. Basically, what’s happening in this scenario is that the catering company is running behind schedule and they’re not going to be able to serve the guests’ food on time.

How to solve it : The best way to solve this problem is to communicate with the catering company and see what’s causing the delay. If they’re running late because they’re short-staffed, see if you can help them out by calling in some extra staff. If they’re running late because they’re having trouble with the food, see if you can help them by coming up with a backup plan.

3. Problem: Your client is going over budget.

What this looks like : This is a common problem for event planners, especially if they’re working with a client who doesn’t have a lot of experience planning events. Essentially, the client is requesting things that are outside of their budget.

How to solve it : The best way to solve this problem is to have a conversation with your client and explain to them what’s included in their budget. Once they understand what’s included, you can help them to prioritize their requests and find ways to save money.

PRO TIP: Here are 3 savvy ways to increase your client’s budget limit!

4. problem: the venue is not what was expected..

What this looks like : This problem usually arises when the event planner has not seen the venue in person before booking it. When they finally see the venue, they may realize that it’s not as large as they thought it was, or that it wasn’t properly cleaned.

How to solve it : The best way to solve this problem is, obviously, to ensure you actually see the venue inside and out BEFORE your client pays anything. This way, you can avoid any nasty surprises down the road.

That said, let’s say you weren’t able to do this for whatever reason. As a result, you’ve wound up in the predicament we’ve outlined above. How should you proceed from here?

The first step is to communicate with the venue and see if there’s anything they can do to fix the situation. If the venue is too small, see if they can move the event to a different location. Similarly, if the venue is not clean, see if they can have it cleaned before the event starts.

If the venue is unwilling or unable to make any changes, your next step is to communicate with your client. Let them know what the situation is and see if they’re willing to make any changes. If they’re not willing to make any changes, you may need to refund their money and find a new venue.

5. Problem: The venue outright cancels.

What this looks like : This is, unfortunately, a fairly common problem. Sometimes venues will cancel an event at the last minute, leaving the event planner scrambling to find a new location.

How to solve it : The best way to solve this problem is to have a backup plan in place. When you’re booking a venue, always have a few other options in mind in case the first one falls through.

6. Problem: There’s a problem with the AV equipment.

What this looks like : This is another common problem that can occur during events. Basically, what’s happening in this scenario is that the audio/visual equipment is not working properly and it’s disrupting the event.

How to solve it : The best way to solve this problem is to have a backup plan in place. When you’re setting up the AV equipment , always have a backup plan in case something goes wrong. For example, you could bring along a portable speaker so that you can still have music even if the sound system isn’t working.

7. Problem: The weather is unexpectedly bad on the day of the event.

What this looks like : This is a fairly common problem, especially if the event is outdoors. Basically, what’s happening in this scenario is that the weather is not cooperating and it’s causing problems for the event.

How to solve it : Once again, the most effective way to solve this problem is to have a backup plan in place. When you’re planning an outdoor event, always have a backup plan in case the weather doesn’t cooperate. For example, you could rent a tent so that guests can take shelter from the rain.

8. Problem: The event is understaffed.

What this looks like : This is a common problem that can occur when an event is not properly planned. Basically, what’s happening in this scenario is that there are not enough staff members to handle the number of guests.

How to solve it : You can avoid this potential issue by being properly prepared. When you’re planning an event, always make sure you have a good estimate of the number of guests. Then, add a few extra staff members to your team just to be safe. That way, if you do have a larger than expected turnout, you’ll still be able to handle it.

9. Problem: The event is not well-attended.

What this looks like : This is another common problem that can occur when an event is not properly planned. Basically, what’s happening in this scenario is that there are not enough guests attending the event. This can especially be an issue for corporate events, such as trade shows, conferences, or product launches.

How to solve it : The best way to solve this problem is to do your research ahead of time. When you’re planning an event, always make sure you have a good estimate of the number of guests. Then, add a few extra guests to your guest list just to be safe and pad the numbers a little bit. That way, if you do have a smaller than expected turnout, you’ll still have enough guests to make the event successful!

10. Problem: Your client gets sick or gets injured on the day of the event.

What this looks like : This is a fairly common problem, especially if you’re working with VIP clients or private clients. Basically, what’s happening in this scenario is that your client gets sick or injured and they can’t attend the event.

How to solve it : There are a few different solutions to a problem like this. First, you could try to reschedule the event for another date. If that’s not possible, you could try to find a replacement for your client. For example, if you’re planning a conference and the keynote speaker gets injured, you could try to find another speaker who can fill in for them at the last minute. Finally, if all else fails, you could always try to refund your clients.

Solutions for Private Events

Now, if the event in question is for a private client – such as a birthday party or a wedding – another last-minute option is to go the virtual route. You could set up a Skype call or a Google Hangout so that the client can still participate in the event, even if they’re not physically present. Similarly, it could be the guests who wind up not being physically present, but still capable of attending the event remotely.

Alternately, your client may choose to take things on the chin and proceed with the day exactly as originally planned. This is why having an emergency kit on-hand is an absolute must for event planners! After all, if you’ve come prepared with cold meds, a First Aid kit, band-aids, etc., then you’ll be able to take care of your client and help them get through the event, even if they’re feeling under the weather.

PRO TIP: If you’re a wedding planner, here are 6 additional emergencies you may face on your clients’ big day!

As you can see, there are a variety of potential problems that can occur when you’re planning an event. However, by being prepared and having a good understanding of how to problem-solve, you can avoid or solve any issue that comes your way!

Do YOU have any other tips for solving problems at events? Share them with us in the comments below!

As always, thank you for reading… And happy planning! 🙂

Become a certified event and/or wedding planner in as little as 3 short months by starting your self-paced, online certification training with QC Event School today!

One response to “20 problem-solving tips for event planners”.

This is so thorough, thank you for this, we’ll be saving this one for emergency situations!

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Event Management

The Art of Solving Problems at your Event

Skift Meetings Studio Team

September 21st, 2017 at 8:00 AM EDT

Becoming a better event problem solver can make you indispensable. Luckily, problem-solving is not something you have to be born with. You can master it. Here’s how.

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In 2015, Steve Harvey, the then host of the Miss Universe Pageant did what every emcee lives in fear of doing. He announced the wrong winner. He later confessed that the font for the first runner-up was larger than the font of the winner and that caused his confusion. But regardless of the cause, the pressure of a live event can be stupefying.

If you’ve ever been faced with an important decision during an event, you may have noticed your own confidence eroding. It’s difficult dealing with the pressure. So how do you become a better, more confident problem solver when it counts? Follow these few steps:

##abovethefold##

How to Become a Better Event Problem Solver

• Understand the issue. Whether it’s an attendee or supplier bringing up the issue, make sure you fully understand it and all the ramifications before jumping in to solve it.
• Create a plan. Make sure everyone understands their role and deliverables in the plan.
• If you’re at fault, admit it. Don’t place blame or make excuses. Admit fault and explain how it will be righted.
• Implement and follow up. Not only do you want to solve the problem at that moment but make a note to follow up. That makes an impression.

Becoming a Problem Solver by Deciding to Do So

You’ll often hear people claiming to be ‘born problem solvers’. And it’s true, some of us have a quick creative mind like that. They needn’t develop it or change anything. It’s simply how their brain works. For the rest of us, we need to cultivate a problem-solving mindset.

It’s like shopping in a large store and asking a clerk where an item is. Some simply give you an aisle number while others take you there. The people who take you there have to decide to get up from what they’re doing and help you. Problem-solving at an event is the same way.

Becoming a problem solver doesn’t require you to jump into the middle of any disgruntled situation, but it does mean finding solutions and giving up the shrug of the shoulders. People who are good problem solvers:

• Understand the difference between fires and infernos when it comes to problems and they address them accordingly.
• Are patient and creative.
• Enjoy helping and a good puzzle.
• Are naturally curious.
• Know what they’re doing.
• Tie all the laces so no one trips.

These skills can all be cultivated, so let’s examine them.

Fires Versus Infernos

Event problems don’t take a number. In order to be a good problem solver, you need to know how to weed out the most pressing issues and get to them first. A pressing issue isn’t always the one that is the most urgent but the one with the biggest PR nightmare potential. Learning how to prioritize is one of the greatest skills you can acquire in your pursuit of being a top problem solver.

Acquire Patience and Creativity

In understanding problems, it pays to be patient and creative in your approach. But before you give up because you don’t see yourself as a patient or creative person, you need to understand those words in context.

A patient problem solver is one who will listen to the entire issue before trying to solve it in their head. Most of us begin anticipating and formulating an answer before someone is even finished with a question. It saves time but it also keeps us from hearing the entire explanation. This makes people shut down and feel like you are not a source for a solution.

A creative problem solver doesn’t shut down ideas with a quick ‘that will never work’ without fully thinking about it. Creativity in problem-solving is not the same thing as creativity in the arts. It’s more about keeping an open mind while you and your group sort through options. You can acquire this type of creativity by merely willing yourself to.

Be a Helper

Problem solvers enjoy the challenge of helping people. It’s difficult for those who don’t enjoy helping to be an event problem solver. Often it requires us to put down whatever we’re working on and take on the new challenge. This can be frustrating for regimented personalities. That’s why if you want to be good at solving problems in the moment, you need to embrace the idea that you are helping someone.

Employ Curiosity

The best problem solvers are naturally curious people. Curiosity allows them to question things most people take for granted. You can flex that curiosity by questioning the usual answers.

However, excellent event problem solvers are curious but within confines. A problem at an event requires immediate action and often creativity. Curiosity can help you find a good solution but once it’s reached, you need to turn off the questioning or at least delay it until the next issue. As an event planner, you don’t have the time to question everything. Leave that to the philosophers or the event planning stage.

Know What You’re Doing

It’s next to impossible to solve a problem unless you know the area in which you’re working. For instance, let’s say a CEO of a logistics company had an issue. He might consult his logistics person. Consulting his event planner isn’t going to help him because the planner simply doesn’t know how logistics works. If the CEO had an event issue, they wouldn’t ask the logistics person, because again, that person doesn’t have the background necessary to suggest viable solutions.

One of the ways you can become a better event problem solver is by knowing your business and your suppliers as best you can. Keep up with online communities for event planners so that you know best practices and what others are doing. You may even read about an issue that you will face later.

Tie the Laces Quickly

Finally, a good event problem solver addresses immediate issues and understands how a decision may have other ramifications too. If you fix this one thing, what could it mean for others? Or if you answer this issue for this person, will it cause them to come back to you in a few hours because it has created another challenge?

An event problem solver needs to operate on multiple levels with 360-degree views of cause and effect. They should also have an eye for the big picture and the minutiae. You can’t make a solid decision without weighing all the options and understanding everything involved. However, reading a book on strategic problem solving isn’t going to help you in events.

Event planning requires quick and effective problem-solving. You don’t have a business quarter to decide next steps. You must create a solution that is the best you can do with the information and the time that you have.

Now that you know the elements that make a good event problem solver, let’s explore how you can actually put them into practice.

Steps for Better Event Problem Solving

Understand the issue.

When most people have an urgent issue, they rarely come to you in a calm demeanor with all of the information you need to help solve the problem. Instead, they rattle you with phrases and words that may seem like a disjointed mess. It’s up to you to ask the probing questions that will help you understand what the issue is, everyone it affects, and what’s already been tried. You need this critical information in order to present the most viable solution.

Create a Plan

Now that you understand everything involved, you can create a plan that addresses the issues. Make sure your plan takes into account the issue presenting itself but also try to be proactive about others that may crop up as part of the solution.

Once you have a plan to address the solution, ensure everyone understands their role and deliverables as well as the schedule and how it fits into their current responsibilities. Are they to drop everything to help in the solution or is it something they should do after their immediate responsibilities? Don’t leave the order up to them unless there is time to spare. If something is urgent and trumps everything else, make sure that is clearly communicated along with who will do it.

Part of your plan should be giving the affected party a point of contact. Don’t leave them wondering whether something got fixed or not. Another good reason for a point of contact is because problems sometimes escalate and it’s nice for the affected person to go to someone who already knows the situation.

If You’re at Fault, Admit It

This is one of the most difficult parts of problem-solving but an essential one. Don’t place blame or make excuses. Don’t try and get the other party to take partial responsibility.

Excuses place everyone on the defensive and ultimately it doesn’t really matter who caused the issue. But if it’s your mistake, admit fault and explain how it will be righted.

If it’s not your fault, it’s likely still your responsibility at the event. Apologize for the fact that it happened, not that you did it. Even if it was caused by a supplier or a third-party vendor, see if there’s a way that you can help mediate or direct them to someone who can help. Don’t just tell them to call the tour company, for instance. Find a contact name for them to ease their frustration.

Implement and Follow Up

Now that you have a plan and everyone understands their responsibilities, and you have taken responsibility for any fault you may have in the situation, you need to implement your plan and follow up. If it’s a problem involving an attendee in a multi-day event, check back in with them several times to find out how things are. Use their name and address specifics. If applicable, offer concessions to come to another event.

Keep an eye out for escalations on social media as well. Often, you’ll think something is addressed and the party will take their frustration to the web.

How to Solve Problems Quickly

One of the best things an event planner can do when it comes to problems is to solve them thoroughly, yet quickly. A problem left unattended becomes a very large issue because it compounds with the feelings of being ignored. Never let someone feel ignored if you can help it. But how do you ensure that you handle the problem with alacrity? You should:

• Be listening on social media both through hashtags and keywords. If your event is not thousands of people large, create a Twitter list of attendees and scan it periodically to ensure everyone is content and satisfied. If not, escalate the issue appropriately.
• Walk the floors and listen for sentiment.
• Look at exit surveys as they happen. You needn’t read them all but give a glance at those who are sharing info at the bottom.
• Switch responsibilities or get some distance. Solving quickly is critical for event planners but sometimes you get a mental block and are stumped to find a good solution. If that’s the case, take a few minutes to think about something else, preferably something regimented like folding napkins. Studies have shown that this type of break in thinking can help you come up with a creative solution.
• Solve for someone else. Construal-level theory means we are more able to solve for distant problems affecting someone else than our own. That’s why so many people who take their problems to a third-party end up thinking, why didn’t I come up with that?. Thinking about your problem in reference to someone else or thinking about it in an abstract way as if you were going to write a letter to Dear Abby and change all of the names to protect the innocent, may give you the distance you need to solve it.

In Conclusion

Becoming good at quick problem solving is a core competency for every event planner. Thankfully, it’s not something you need to be born with. You can cultivate the skills with some hard work and experience.

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How to Solve any Event Problem

As an event planner, problem solving is a big part of your job. Focusing on getting things right on the day is vital to ensure your attendees have a great experience, but in the run up to an event, there are a huge number of moving parts and elements that – despite your best efforts – might not go according to plan.

From setting up the website to ensuring marketing campaigns are effective and ticket sales are on track, through to liaising with sponsors, suppliers and attendees, there’s a lot to keep track of. Then there are the problems that can’t be foreseen – weather, power cuts, transport strikes, and more. No matter how experienced and prepared you are, things go wrong and problems appear.

When a problem does arise it’s very tempting to jump straight into solving it.  That works for situations where the cause, and therefore the solution is straightforward, but often the actual cause isn’t obvious.  When we jump into solving these problems too early, there’s a huge risk we don’t fix it – and can even make them worse.

Here’s an example:

Situation: Ticket sales for my event are much slower than I expected.

Cause: I’m not spending enough money on marketing my event.

Solution: Spend more budget on Facebook Ads.

In this example, I’m jumping too quickly to assume the cause, without actually understanding if that really is what’s wrong. Perhaps my marketing budget is fine, but I’m targeting the wrong people.  Perhaps my tickets aren’t priced well.  And perhaps my event simply isn’t compelling enough…

In situations like these, it’s vital to take a step back and spend the time to understand the actual cause – not what we think it might be – before diving into problem solving.  Below, I’ll share two methods that will help you do that.

This sounds like the method your child uses to drive you crazy, but it’s actually a very simple and surprisingly effective way to analyse a problem and to peel away the layers surrounding it.

The benefits are that it’s incredibly simple, fast, and a great way to look at problems that are a bit fuzzy, particularly those where people are involved.

To use it, first write down the problem. This helps formalise, fully describe, and clarify the issue. It also helps ensure everyone agrees on the problem if you’re doing this in a team environment.

Then you simply ask the question “why?” 5(ish) times.  You may need more or less than 5 to get to the root cause, but you get the idea.  Here’s an example:

• Problem: vegetarians at my conference complained that there wasn’t any vegetarian food available, even though we provided it.
• Why did they complain about a lack of vegetarian options?  Because the attendees who didn’t have dietary restrictions ate the vegetarian food.
• Why did they eat the vegetarian food?  Because there was no signage to indicate it was the vegetarian option.
• Why was there no signage?  Because we didn’t ask the catering company to provide it.
• Why didn’t we ask the catering company to provide it?  Because we didn’t hold a pre-event briefing meeting

This is a simple example, but it shows how effective this technique can be.  The final why leads to a statement (root cause) that you can take action on, and be confident it’s the right action. For the problem above, it would be very tempting to jump straight to the “obvious” solution: increase the quantity of vegetarian food.  But that would not solve the problem!  The solution here is to brief the catering company to provide signage, and to tell attendees which is the vegetarian option.

Fishbone diagrams & root cause analysis

Also known as cause and effect diagrams.  This method is a more visual way of getting to the root cause of an issue and works particularly well for more complex problems. Here’s how it works:

• Identify the exact problem. Define it as clearly as possible.  Write it down on the left hand side of a large piece of paper.
• Draw a horizontal line from the box, so that it looks like the head and spine of a fish.  This gives you space to develop your ideas.
• Brainstorm the main factors or categories that could be involved.  Not the solutions, but the buckets of related factors. For example: suppliers, venue, staff, technology, etc.  Draw a line off the “spine” for each factor, and label it with the theme.
• For each of these factors, brainstorm what the possible causes could be.  Add each of these causes as labels along the line for that factor.
• You’ll now have a diagram showing the problem, the main factors that may be involved, and all the possible causes that you can think of.

Depending on how complex it is, the solution may now be obvious.  If it’s not, you can then investigate the most likely causes further.  That may involve doing customer research, looking at your data, talking to suppliers, etc.  But by laying everything down visually in a fishbone diagram, you can ensure you have the full picture at a glance. You can be thorough in identifying the actual problem – and solving the right one!

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Eventbrite is a global ticketing and event technology platform, powering millions of live experiences each year. We empower creators of events of all shapes and sizes – from music festivals, experiential yoga, political rallies to gaming competitions –– by providing them the tools and resources they need to seamlessly plan, promote, and produce live experiences around the world.

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The Road to Seamless Events: Handling 17 Event Planning Problems and Solutions Like a Pro

Planning and organizing an event can be an exciting experience, but it also brings a host of event-planning problems and solutions. From complicated logistics to unforeseen difficulties, every event brings a series of hurdles that need skillful problem-solving. 

But fear not; in this article, we’ll introduce you to the top 17 event planning problems and solutions and provide valuable insights and strategies to overcome these challenges like a seasoned pro. This article will equip you with the knowledge and techniques to turn any event planning obstacle into a springboard for a flawless and memorable occasion.

Let’s dive into the world of event planning and equip ourselves with the tools to orchestrate seamless and unforgettable occasions. 

17 Common Event Planning Problems and Solutions for Planners

Event planning can be a complex and challenging task, with various obstacles that can arise along the way. Here are 17 common event planning problems and practical solutions to help planners overcome these challenges- 

1. Budget constraints

Budget constraints are a significant challenge that event planners often encounter. Limited funds may restrict the scope of the event and hinder the ability to deliver a memorable and successful experience for attendees.

A. Research cost-effective alternatives:

• Thoroughly research various vendors, venues, and service providers to find cost-effective options that still meet the event’s requirements and standards.
• Look for vendors who offer competitive prices without compromising on quality. This applies to catering, audiovisual equipment, decorations, and more.
• Negotiate with suppliers to secure better deals or discounts, especially if you plan to establish a long-term relationship with them for future events.

B. Prioritize essential elements and trim unnecessary expenses:

•  Identify the key aspects crucial to the event’s success and allocate a significant part of the budget to these areas. For example, focus on excellent entertainment and engaging activities for a community festival.
• Eliminate or reduce unnecessary elements that don’t significantly contribute to the event’s goals or attendee experience. For instance, opt for simpler decor options that do not significantly impact the event’s atmosphere.
• Consider leveraging sponsorships or partnerships with businesses or organizations willing to invest in specific event aspects in exchange for brand exposure.

2. Venue availability

Venue availability is a critical issue in event planning, as popular venues tend to get booked quickly, especially during peak seasons. Failure to secure a suitable venue can disrupt the event planning timeline and may force organizers to compromise on their preferred location or date.

Solution: 

A. start early and book in advance.

• As soon as you decide on the event’s date and approximate size, search for suitable venues. Early planning gives you a better chance of securing your preferred location before it gets booked by other events.
• Many venues offer discounts or other incentives for early bookings, making securing the venue well in advance financially beneficial.

B. Consider flexible dates or alternative venues:

• If your first-choice venue is unavailable on the desired date, consider being flexible with the event date. Weekends are often in high demand, so consider weekdays or less popular time slots.
• Explore alternative venues that may not be your initial preference but can still meet the event’s requirements. These could include community centers, parks, or unconventional event spaces that are readily available and cost-effective.

C. Communicate with the venue:

• Establish open communication with the chosen venue and inform them about the importance of your event. They may be willing to accommodate your event or suggest other suitable dates that align with their availability.

3. Vendor management

Vendor management is a crucial aspect of event planning, as the success of an event heavily relies on the quality and reliability of the various vendors involved. Poor vendor management can lead to miscommunications, delays, and subpar services, ultimately affecting the overall event experience.

A. Communicate expectations clearly:

• Communicate your event’s requirements, expectations, and specific deliverables to each vendor from the outset. This ensures that everyone is on the same page and understands their roles and responsibilities.
• Put everything in writing through detailed contracts or agreements to avoid misunderstandings or disputes later.

B. Maintain good relationships for future collaborations:

• Build a positive and professional relationship with your vendors. Treat them with respect and appreciation for their services.
• Recognize and acknowledge the vendors’ efforts during and after the event. A simple thank-you note or token of appreciation can foster strong relationships.
• Nurturing positive relationships creates the potential for future collaborations. This leads to better deals, increased reliability, and a smoother planning process for future events.

4. Last-minute changes

Last-minute changes are expected in event planning and can disrupt the carefully laid-out plans. Event planners must be prepared to effectively handle these unexpected situations, whether they involve sudden weather changes, speaker cancellations, or unforeseen logistical issues.

A. Have contingency plans ready:

• Anticipate potential challenges and develop backup plans for each aspect of the event. This includes backup venues, alternative activities, and contingency schedules.
• Ensure that your team is aware of these contingency plans so they can quickly implement them if needed.

B. Stay flexible and adapt quickly:

• Embrace a flexible mindset and be prepared to adjust plans on the fly. Event planning often requires quick thinking and adaptation to changing circumstances.
• Keep communication lines open with all stakeholders, including vendors and team members, so that everyone is informed promptly about any changes.

5. Time management

Time management is a critical aspect of event planning. Inadequate time management can lead to missed deadlines, rushed preparations, and a disorganized event.

A. Create a detailed timeline and stick to it:

• Begin planning early. Establish a comprehensive timeline that outlines all the essential tasks leading up to the event.
• Break down the timeline into smaller milestones and set deadlines for each task. This will help you track progress and ensure that everything stays on schedule.
• Utilize event management software or project management tools to keep track of tasks, deadlines, and team progress.

B. Delegate tasks to a reliable team:

• Identify capable team members and delegate specific tasks based on their strengths and expertise.
• Clearly communicate the responsibilities and expectations to each team member. Ensure they have the resources they need to complete their tasks successfully.
• Regularly check in with team members to provide support, address issues, and monitor progress.

C. Allocate buffer time:

• Factor in buffer time in your timeline to account for unforeseen delays or emergencies.
• Be realistic in your planning, and avoid overloading the schedule with too many tasks in a short timeframe.

6. Catering challenges

Catering challenges are common in event planning. Providing delicious and appropriate meals for attendees can be complex, especially when dealing with various dietary preferences and restrictions.

A. Confirm dietary requirements in advance

• Send out dietary preference forms and event invitations to gather information on attendees’ dietary restrictions and preferences.
• Collaborate closely with the caterer to ensure they know all dietary requirements and can plan their menu accordingly.

B. Arrange a tasting session with the caterer:

• Before finalizing the menu, schedule a tasting session with the caterer to sample the dishes they plan to serve at the event.
• This tasting session allows you to assess the food’s quality, presentation, and suitability for the event theme.

C. Allocate sufficient budget for catering:

• Adequately budget for catering to ensure you can provide quality meals that meet attendees’ expectations.
• Remember that catering is a crucial aspect of the event experience and should be protected due to budget constraints.

7. Technical difficulties

Technical difficulties can cause significant disruptions during events, leading to delays, malfunctions, and a negative impact on the overall attendee experience.

A. Conduct a rehearsal or run-through:

• Before the event, hold a comprehensive rehearsal or run-through with all technical aspects to identify and resolve potential issues.
• This practice session also allows the technical team to familiarize themselves with the event’s flow and requirements.

B. Have technical support on standby:

• Employ experienced technical staff or hire a professional technical team to handle any technical challenges that may arise during the event.
• Ensure that the technical support team is familiar with the event’s equipment and setup.

C. Develop a backup plan:

• Have a contingency plan in place in case of major technical failures. This plan should include readily available spare equipment, backup power sources, and alternative solutions.
• Ensure the technical team is aware of the backup plan and ready to implement it if necessary.

8. Weather uncertainties

Weather uncertainties can pose significant challenges for outdoor events, as unexpected weather changes can impact event logistics, attendee comfort, and overall event experience.

A. Plan for indoor and outdoor options:

• Design the event layout to allow for flexibility, with both indoor and outdoor spaces available.
• Have a backup plan for outdoor activities or sessions in case of adverse weather conditions. This could involve arranging for indoor spaces, tents, or covered areas.

B. Monitor weather forecasts:

• Follow weather forecasts closely leading up to the event. Be prepared to adjust based on the predicted weather conditions.
• Establish a communication plan to inform attendees of any changes or updates related to the event schedule due to weather.

C. Provide weather-appropriate amenities

• If the event is outdoors, consider providing amenities to enhance attendees’ comfort in various weather conditions. For example:

– In hot weather: Offer shaded areas, fans, or cooling stations with refreshments.

– In cold weather: Provide heaters, blankets, or hot beverages to keep attendees warm.

– In rainy weather: Have umbrellas or rain ponchos available for attendees.

9. Guest list management

Guest list management can be challenging, especially when dealing with many attendees and tracking RSVPs effectively. Mismanagement of the guest list can lead to confusion, overcrowding, or the lack of essential event resources.

A. Use event management software for RSVP tracking:

• Utilize event management software or online platforms that offer RSVP tracking features.
• These tools allow guests to quickly RSVP online, and they automatically update the guest list in real time, making it easier for event planners to manage attendance.

B. Send timely reminders to guests:

• Send out initial invitations well before the event to give guests ample time to respond.
• Follow up with timely reminders closer to the event date, prompting guests to RSVP if they still need to.

10. Registration and check-in issues

Registration and check-in issues can frustrate attendees and event organizers. Long queues, technical glitches, and confusion during the registration and check-in process can lead to delays and dissatisfaction among participants.

A. Use user-friendly registration platforms:

• Choose registration platforms that are easy to navigate and offer a straightforward registration process for attendees.
• Ensure that the registration form collects all necessary information without being overly complicated or time-consuming.

B. Provide clear instructions:

• Clearly communicate the registration process to attendees through email or event websites.
• Include step-by-step instructions on how to register, what information to provide, and any relevant deadlines.

C. Offer multiple registration options:

• Provide online and in-person or on-site registration options for attendees who may prefer different methods.
• Having multiple options allows attendees to choose the most convenient way to register.

D. Test the registration process:

• Test the registration platform thoroughly before making it live to identify and resolve any technical issues or glitches.
• Ensure the registration form is mobile-friendly, as many attendees may use their smartphones to register.

E. Utilize technology for check-in:

• Use mobile check-in apps or QR code scanners to speed up the check-in process and reduce wait times.
• Using technology also allows for better tracking of attendee attendance and event metrics.

11. Insufficient promotion and attendance

Event organizers can be disheartened by insufficient promotion and low attendance. However, with effective marketing strategies , events may reach their target audience, resulting in high turnout and reduced impact.

A. Utilize social media and email marketing:

• Promote the event using popular social media platforms such as Facebook, Instagram, Twitter, and LinkedIn. You can also check out our article, A Comprehensive Guide on How to Create a Social Media Calendar.
• Create engaging content, including event teasers, behind-the-scenes glimpses, and posts highlighting the event’s unique features. For more tips, read – A Comprehensive Guide to Making Your Event a Success .
• Send regular email updates to your mailing list, including event reminders and exciting announcements to build anticipation.

B. Collaborate with influencers or partners for outreach:

• Partner with influencers or industry leaders with a substantial following relevant to your event’s target audience. Check out more strategies with our Comprehensive Guide of Event Marketing Strategies that Guarantee Success.
• Engage these influencers to promote the event on their social media channels or through dedicated posts and stories.
• Collaborate with sponsors, exhibitors, or community organizations to co-promote the event, expanding its reach to a broader audience.

C. Offer early bird discounts or incentives:

• Encourage early registrations by offering special discounts or exclusive perks to those who sign up before a specific date.
• Limited-time offers create a sense of urgency, motivating potential attendees to register sooner.

D. Engage with the target audience:

• Interact with potential attendees on social media by promptly responding to their comments, messages, and inquiries.
• Engaging with the audience creates a positive impression and increases the likelihood of attendance.

12. Unexpected emergencies

Unexpected emergencies can occur during events, ranging from medical emergencies to accidents, severe weather, or security incidents. Without proper preparation, these emergencies can lead to chaos and potentially compromise the safety of attendees and staff.

A. Establish emergency procedures with the team:

• Meet with the entire team before the event to discuss potential emergency scenarios and establish clear procedures for handling each situation.
• Assign specific roles and responsibilities to team members during emergencies to ensure a coordinated and efficient response.

B. Conduct drills and simulations:

• Conduct emergency drills and simulations with the event staff to practice their roles and responses in various emergency scenarios.
• These practice sessions help familiarize the team with the procedures and build confidence in handling real-life emergencies.

C. Coordinate with venue management and local authorities:

• Collaborate with the venue management to understand their emergency protocols. Accordingly, identify designated emergency exits and assembly areas.
• In emergencies requiring external support, establish communication channels with local authorities, such as the police, fire department, or medical services.

D. Train staff in first aid and emergency response:

• Ensure that a few team members are trained in first aid and CPR to provide immediate assistance.
• Having team members with basic medical training can be invaluable in managing medical emergencies until professional help arrives.

13. Lack of engagement and entertainment

Lack of event engagement and entertainment at events can lead to disinterested attendees and a less memorable experience. A dull event may fail to meet its objectives and may not leave a lasting impression on participants.

A. Curate exciting activities and entertainment options:

• Research and select activities and entertainment that align with the event’s theme and target audience preferences.
• Offer diverse entertainment, such as live music performances, interactive shows, engaging speakers, or interactive workshops.

B. Utilize technology for interactive experiences:

• Integrate technology, such as interactive displays, augmented reality, or virtual reality experiences, to create engaging and memorable moments for attendees.
• Embrace event apps or platforms that allow attendees to participate in live polls, surveys, or contests during the event.

C. Incorporate experiential marketing:

• Engage attendees through experiential marketing techniques that involve them directly with the event’s brand or message.
• Create interactive installations, product demos, or branded experiences that leave a lasting impact on participants.

D. Provide networking opportunities:

• Facilitate networking opportunities where attendees can connect and interact with each other. Here’s a complete guide to in-person networking.
• Host ice-breaking activities or networking sessions to encourage meaningful interactions.

14. Transportation and parking challenges

Transportation and parking challenges can cause frustration and inconvenience for event attendees, primarily if the event is located in a remote area or needs more parking facilities.

A. Arrange shuttle services for remote locations:

• If the event venue is in a remote area with limited public transportation options, consider providing shuttle services from easily accessible locations, such as nearby hotels, public transit hubs, or designated pick-up points.
• Inform attendees about the shuttle schedule and pick-up locations well in advance to ensure a smooth transportation experience.

B. Provide clear parking instructions and options:

• If on-site parking is available, provide clear and detailed parking instructions to attendees through event websites, maps, or event guides.
• Indicate parking areas clearly with appropriate signage to guide attendees upon arrival.
• Consider reserving some parking spaces for VIP guests or those with special needs.

C. Promote carpooling and ridesharing:

• Encourage attendees to carpool or use ridesharing services to reduce the number of vehicles arriving at the event.
• Offer incentives for carpooling, such as preferred parking spots or discounts on event merchandise.

15. Post-event feedback collection

Collecting post-event feedback is essential for event planners to assess their event’s success and identify areas for improvement. Learn Why Conference Feedback is Important and how to Collect it. Promptly reaching out to attendees for feedback and offering incentives can encourage a higher response rate and valuable insights.

A. Send out surveys to attendees promptly:

• Immediately after the event or within a day or two, send out online surveys to attendees via email or event apps. Check out our list of 27 Event Survey Questions for Maximum Response.
• Keep the survey concise and straightforward, focusing on critical aspects of the event, such as content, organization, logistics, and overall satisfaction.

B. Use a mix of rating scales and open-ended questions:

• Include rating scales to collect quantitative data on attendee satisfaction with different event elements.
• Also, open-ended questions should be incorporated to allow attendees to provide more detailed feedback and suggestions.

C. Incentivize feedback form completion:

• Offer incentives to attendees for completing the feedback form, such as entry into a prize draw or a discount on future event registration.
• Make sure to communicate the incentives clearly to encourage more attendees to participate.

 D. Express gratitude:

• Show appreciation to attendees who took the time to provide feedback. A thank-you email or message can go a long way in building a positive relationship with participants.

16. Conflict resolution among team members

Conflict among team members can arise during event planning, and if left unresolved, it can negatively impact team dynamics and overall event success. Effective conflict resolution strategies are crucial to maintaining a harmonious and productive working environment.

A. Encourage open communication and feedback:

• Foster a culture of open communication within the team, where team members feel comfortable expressing their opinions, concerns, and ideas.
• Conduct regular team meetings to provide opportunities for team members to share updates, discuss challenges, and offer feedback.

B. Address conflicts promptly and professionally:

• If conflicts arise, address them promptly before they escalate further. Avoid ignoring or dismissing disputes, as they may worsen over time.
• Initiate one-on-one conversations with the team members involved in the conflict to understand their perspectives and identify the root cause of the issue.

C. Remain neutral and objective:

• As a mediator, maintain a neutral and objective stance. Avoid taking sides and focus on understanding the viewpoints of all parties involved.
• Encourage each team member to share their thoughts without fear of judgment or reprisal.

17. Evaluating event success

Evaluating an event’s success is essential to understanding its impact and identifying areas for improvement in future planning. Setting measurable goals and analyzing relevant metrics and feedback are vital components of the evaluation process.

A. Set measurable goals before the event:

• Define clear and specific objectives for the event that can be measured objectively.
• Goals may include metrics related to attendee satisfaction, attendance numbers, revenue generation, lead generation, social media engagement, or other key performance indicators (KPIs) relevant to the event’s purpose.

B. Use technology and data collection tools:

• Use event management software or apps to track attendance, engagement, and other relevant data in real-time.
• Use event surveys and feedback forms to collect qualitative data about attendees’ event experiences.

C. Monitor KPIs during the event:

• During the event, continuously track and monitor the pre-defined KPIs to assess progress toward meeting the goals.
• Utilize live dashboards and analytics tools to gain insights into attendee behavior and engagement.

D. Analyze post-event metrics:

• After the event, analyze the data collected, such as attendance figures, revenue generated, social media interactions, and survey responses.
• Compare the actual results with the set goals to determine if the event achieved its objectives.

E. Seek feedback from stakeholders:

• Collect feedback from attendees, sponsors, exhibitors, and team members to understand their perspectives on the event’s success and areas for improvement.
• Take both positive and constructive feedback into consideration while evaluating the event.

F. Review budget and return on investment (ROI):

• Evaluate the event’s financial performance by comparing the expenses with the revenue generated.
• Calculate the ROI to determine if the event provided a satisfactory return on the investment.

G. Prepare a comprehensive post-event report:

• Compile all the data, metrics, and feedback into a comprehensive post-event report.
• Analyze the event’s success, highlighting achievements, areas for improvement, and recommendations for future events.

Remember, every event is unique, but being prepared to tackle these common challenges will help you execute successful events efficiently and professionally.

Key Takeaway

The success of an event hinges on effective planning, execution, and evaluation. Event planners can ensure seamless events by proactively addressing common challenges and implementing strategic solutions.

With each challenge overcome and every solution implemented, event planners embark on a journey of growth and expertise, ultimately delivering exceptional events that leave a lasting impact on all who attend. To learn more about delivering unforgettable event experiences, you can check out our article on the best event podcasts . 

Lastly, visit our site- Eventible , to stay up-to-date with the latest information about the event industry. 

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Alison Bensch

Senior director of global events, cloudinary, proudest of.

In both cases, we had to figure out how to take what are historically in-person events and translate them into engaging virtual experiences with a team of just two in-house event marketers, counting myself.

ImageCon is our flagship customer summit. In 2021, more than 1,700 people across 107 countries registered for the two-day event, which included 20 virtual sessions designed to help retailers unleash the full potential of their visual media.

Our hosted event series included about 8 virtual events across North America and EMEA markets. To drive up attendance and engagement, we hosted unique virtual cooking and mixology classes, wine tastings, tequila pairings, and more, with celebrity chefs and bartenders such as Marcus Samuelsson, Julio Cabrero, and Amanda Freitag.

Rockstar Mode

ImageCon was a success, in part, because we secured high-quality speakers and focused on providing true value to attendees by creating sessions to optimize their usage of the Cloudinary platform to improve their business. We featured customers in the content by doing customer spotlights. We also improved the production level of the summit by partnering with an agency.

I am proud we were able to pull off a high-quality event of this scale while managing 30 other events for the year.

Prior to the pandemic, our hosted event series consisted of in-person dinners and intimate happy hours. We wanted to recreate these virtually, without making them feel like webinars. We succeeded, in part, because we invested in high-quality talent to attract participants and create fun, memorable moments we probably could not have pulled off in-person.

We also took pains to make the events as easy as possible to attend, for example, by mailing guests meal kits or drink kits with everything they needed to participate. Of course, everything was branded, right down to the salt and pepper. We know our attendees’ time is precious, so we encouraged them to involve their family and were sure to include enough food and/or drink to share.

After the experience, we broke out into small groups, allowing people to network with peers and Cloudinary team members, who led discussions on relevant industry topics. Thus, attendees topped off a great culinary or cocktail experience with valuable learnings that could help their business. In fact, I see us continuing with some of these virtual events even after we have resumed in-person ones.

Our on-demand event content is now a powerful sales enablement tool for our sales team, who share session recordings with prospective customers, as well as existing ones who are considering adding on a new capability. We will continue to measure the performance of this content.

For the hosted events, we evaluate success by measuring pipeline acceleration. So, we consider where event guests are in their consideration process before attending the event. We use the event, and event follow-up, to help move the prospect or customer to the finish line. We usually see prospects who engaged in marketing campaigns were more likely to close, and close faster, than those who did not attend an event.

While this is harder to measure, we know our event series keeps the Cloudinary brand top of mind and deepens our relationship with customers. We document the positive feedback we receive from attendees and sales reps for internal use and marketing purposes.

Survivor Mode

Another challenge was creating an event strategy against a backdrop of so much uncertainty. I have seen industry colleagues invest resources in planning in-person events, only to have to rejigger in the final hour. I made the decision from the onset of the year to plan for virtual events, given our small team and resources. This allowed us to create more effective and engaging virtual events from the start and maximize our budget.

Nothing beats in-person events, and I am excited to be moving forward with these in 2022. But I plan to continue with digital and hybrid events, as well, for a number of reasons. When done right, they can be more memorable than in-person ones, and certainly more convenient. They also allow me to engage people across a wider geographic region (all of Europe for example or across the US), which leads to cost-savings and unique and widened interactions for our attendees.

Annie Yuzzi VP

Global corporate events and experiences, sumo logic, bethany roskin murphy, director of global events, drift, charlene kate ditch, founder, charlene kate events, gabrielle d., global events director, automation anywhere, gerilynn marburger, director, global events, hewlett packard enterprise, hollie ashby, senior manager, cxo and third party events, palo alto networks, lindsey cohen, director- event marketing, snyk, ceo & chief event strategist, liz king events, nicola kastner, vice president, global head of event strategy, sap, rachel russell, field marketing manager, even, samantha calle, associate director, xandr, margaret shaeffer, head of field marketing & events, linearb, traci depuy, head of global events, salesforce, dale rickert, global conference head of greentech festival, matthew lin, head of marketing, beetc, emilie watrob, head of event marketing, zs, katherine leong, director, corporate events, gainsight, sr. director, marketing technology (brand and events), salesforce, karim youssef, creative director, dpw, elizabeth thomas, head of global events, elastic, gerry schneider, vp events at wearedevelopers, director, global events at hewlett packard enterprise, mike kalyan, event and seminar marketing manager, shrm.

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The Fundamentals of Event Planning: A Comprehensive Guide

Embarking on a journey in event planning can be incredibly rewarding, offering a dynamic and creative career path. Whether you’re a novice eager to break into the industry or an experienced planner seeking to enhance your skills , understanding the fundamentals of event planning is crucial.

In this comprehensive guide, we’ll delve into the essential skills and knowledge you need to excel in this vibrant field.

Understanding the Event Planning Landscape

Event planning is a multifaceted discipline, combining elements of art, management, psychology, and logistics. As event planners, our role is more than coordination; we are architects of experiences, crafting moments that resonate with attendees long after the event concludes. Let’s delve deeper into what makes event planning such a diverse and dynamic field.

The Blend of Creativity, Organization, and People Skills

Event planning is akin to conducting an orchestra. Just as a conductor ensures that each section comes in at the right moment to create a harmonious symphony, an event planner harmonizes creativity, organization, and people skills to orchestrate a successful event.

Creativity: At the heart of every event is a creative vision. This could be the theme of a corporate gala, the color palette of a wedding, or the innovative layout of a conference. Creativity in event planning is not just about aesthetics; it’s about thinking innovatively to solve problems, create engaging experiences, and ensure that each event is unique and memorable.

Organization: If creativity is the heart, then organization is the backbone of event planning. It involves meticulous attention to detail, from scheduling and logistics to budgeting and vendor management. Organization ensures that every element of the event aligns with the overarching plan, and that nothing is left to chance.

People Skills: Events are for people, about people, and made by people. Thus, strong interpersonal skills are vital. An event planner must be adept at understanding client visions, negotiating with vendors, managing staff, and engaging with guests. Effective communication, empathy, and leadership are all part of the people skills that make an event planner successful.

The Versatility of Event Types

The landscape of event planning is incredibly diverse, with each type of event presenting its own set of challenges and rewards:

Corporate Events: These can range from small business meetings to large-scale conferences or galas. Corporate events often have specific objectives, such as networking , team building, or celebrating achievements. The planner’s role is to ensure that the event’s theme and execution align with the company’s brand and goals.

Weddings: Perhaps one of the most personal types of events, weddings are deeply emotional and meaningful. Planners must balance the dreams and desires of the couple with the practicalities of budget, logistics, and guest management. It’s a role that often involves being part counselor, part visionary, and part manager.

Conferences: These events are knowledge-driven, designed to educate and inspire attendees. Planning a conference involves curating content, managing speakers, organizing sessions, and ensuring that the flow of the event supports learning and interaction.

Charity Events: Planning events for a cause adds an extra layer of meaning to the planner’s role. These events not only need to be memorable but also effective in promoting their cause and raising funds or awareness.

Private Parties: From milestone birthday celebrations to intimate dinners, private parties are all about personalization. They offer a canvas for creativity and an opportunity to create deeply personalized experiences.

Each event type has its unique challenges and requirements, shaping the way you plan and execute your projects.

Core Skills for Successful Event Planners

Thriving in the event planning industry requires more than just a knack for throwing a good party. It demands a set of core competencies that are crucial for navigating the complexities of creating successful events. Let’s delve deeper into these essential skills every event planner should cultivate to excel in their career.

Strategic Planning and Goal Setting

Event planning is not just about the here and now; it’s about vision and strategy. Successful event planners are adept at setting clear objectives and developing strategic plans to achieve them. This involves understanding the purpose of the event, defining success metrics, and creating a roadmap that aligns every detail with the event’s goals. Strategic planning ensures that every decision, from theme selection to vendor contracts, contributes to the overarching objectives of the event.

Time Management and Prioritization

In the fast-paced world of event planning, time is a precious commodity. Mastering time management is essential for juggling multiple tasks and deadlines without compromising quality. This includes creating detailed schedules, prioritizing tasks based on urgency and importance, and adapting to changes without losing sight of the end goal. Effective time management not only ensures that every element of the event is executed on time but also allows planners to handle unexpected challenges with grace.

Budgeting and Financial Acumen

Financial savvy is key to successful event planning. Planners must be proficient in creating and managing event budgets , ensuring that every dollar is spent wisely to maximize the event’s impact. This involves negotiating with vendors, identifying cost-saving opportunities, and monitoring expenses to avoid overspending. Understanding the financial aspects of event planning helps ensure that the event delivers the desired experience without exceeding budget constraints.

Creative Problem-Solving

No event goes off without a hitch. The ability to think on your feet and devise creative solutions to unexpected problems is what sets top-tier event planners apart. Whether it’s a last-minute change in venue or a vendor mishap, effective problem-solving involves quick thinking, resourcefulness, and a calm demeanor. By embracing challenges as opportunities for innovation, event planners can turn potential disasters into memorable highlights.

Effective Communication and Relationship Building

Event planning is inherently collaborative, involving constant interaction with clients, vendors, team members, and attendees. Excellent communication skills are essential for articulating visions, negotiating contracts, and ensuring that all stakeholders are aligned with the event’s objectives. Moreover, building strong relationships based on trust and mutual respect is crucial for fostering a network of reliable partners and satisfied clients.

Adaptability and Resilience

The event planning landscape is ever-changing, with trends, technologies, and client preferences evolving constantly. Successful event planners are those who embrace change and are willing to adapt their strategies and approaches. This adaptability, coupled with resilience in the face of setbacks, enables planners to stay ahead of the curve and deliver exceptional events, regardless of the circumstances.

Attention to Detail

Finally, an exceptional event planner’s hallmark is an unwavering attention to detail. Every aspect of the event, from the invitations to the event flow, contributes to the overall experience. By ensuring that no detail is overlooked, event planners can create seamless, cohesive events that resonate with attendees and leave a lasting impression.

By honing these core skills, aspiring and seasoned event planners alike can enhance their effectiveness and elevate their events. Whether you’re just starting out or looking to refine your expertise, focusing on these competencies will set you on the path to success in the dynamic world of event planning.

Essential Knowledge for Event Planners

In event planning, having a solid foundation of essential knowledge is as crucial as possessing the right skills. This knowledge empowers you to make informed decisions, navigate challenges, and ensure the success of every event you orchestrate. Let’s delve into the key areas of knowledge every event planner should possess.

Understanding Client Needs

To create events that resonate and leave a lasting impact, an in-depth understanding of your client’s needs, vision, and objectives is imperative. This understanding forms the cornerstone of your planning process, influencing every decision you make.

• Vision and Objectives: Begin by having detailed discussions with your client to comprehend their vision and the purpose of the event. Is it to celebrate, educate, promote, or something else entirely?
• Audience Insights: Gain insights into the target audience, including their preferences, expectations, and demographics. Knowing the audience helps tailor the event to engage and delight them effectively.
• Feedback and Collaboration: Maintain open lines of communication with your client throughout the planning process. Regular check-ins and feedback ensure that the event remains aligned with their evolving expectations and goals.

Venue Selection and Management

The choice of venue can make or break an event. It’s not just about finding a space but ensuring that the venue complements and enhances the event’s objectives and attendee experience.

• Capacity and Layout: Ensure the venue can comfortably accommodate the expected number of guests and that its layout suits the event’s activities and flow.
• Location and Accessibility: Consider the venue’s location and its accessibility for attendees, factoring in transportation, parking, and accommodations if needed.
• Amenities and Facilities: Assess the available amenities, such as audio-visual equipment, catering options, and breakout rooms, ensuring they meet the event’s requirements.
• Ambiance and Theme Compatibility: The venue’s ambiance should align with the event’s theme and atmosphere, whether it’s formal, casual, innovative, or traditional.

Budgeting and Financial Management

Financial acumen is vital for delivering successful events while maintaining profitability and reputation. Effective budgeting and financial management are the linchpins of this process.

• Detailed Budgeting: Develop a comprehensive budget that encompasses all potential expenses, from venue rental and catering to marketing and contingency funds.
• Cost Monitoring and Control: Regularly monitor expenses, compare them against the budget, and adjust as necessary to avoid overspending. Being proactive in cost management can prevent financial surprises.
• Value Optimization: Strive to maximize the value received for every dollar spent. This involves negotiating with vendors, seeking cost-effective solutions, and making strategic decisions that enhance the event’s quality without inflating the budget.
• Transparency and Reporting: Maintain transparency with your client regarding the budget, providing regular updates and clear justifications for expenditures. This builds trust and ensures that both you and the client are aligned on financial matters.

By mastering these essential areas of knowledge, event planners can enhance their expertise, exceed client expectations, and consistently deliver memorable, impactful events. Whether you’re planning a large-scale conference, an intimate wedding, or a corporate retreat, this foundational knowledge will serve as your guide, ensuring every event you create is a resounding success.

Building Your Event Planning Career

Embarking on a career in event planning is an exciting journey that offers endless opportunities for growth and creativity. To thrive and advance in this dynamic field, a commitment to enhancing your expertise through education, certification, and networking is essential. Here’s how you can build a robust foundation and expand your horizons in event planning.

Education and Certification

In a field as complex and multifaceted as event planning, acquiring a formal education and relevant certifications can significantly enhance your credibility and expertise.

• Formal Education: Whether it’s a degree in event management, hospitality, or a related field, formal education provides a comprehensive understanding of the industry’s core principles, from logistics to client relations.
• Certification Courses: Specialized courses like “How to Be an Event Planner” offer targeted learning experiences, equipping you with practical skills and knowledge tailored to the demands of event planning. These courses often cover crucial aspects such as budget management, vendor relations, and event design, providing a blend of theoretical and practical insights.
• Credential Recognition: Earning recognized certifications can set you apart in the competitive event planning landscape, showcasing your commitment to professional development and adherence to industry standards.

Networking and Continuous Learning

In an industry driven by trends, innovation, and relationships, networking and continuous learning are key to staying relevant and expanding your career opportunities.

• Industry Conferences and Events: Attending industry conferences, seminars, and events is a dual opportunity to learn about the latest trends and connect with fellow professionals. These gatherings are invaluable for gaining insights, sharing experiences, and staying inspired.
• Professional Organizations: Joining professional event planning organizations can provide access to a wealth of resources, including training programs, networking events, and industry publications. Membership can also offer a sense of community and professional identity.
• Continuous Learning: The event planning industry is ever-evolving, with new trends, technologies, and best practices emerging regularly. Committing to ongoing education—whether through workshops, online courses, or self-study—ensures that you remain at the forefront of the field.
• Mentorship and Collaboration: Building relationships with more experienced event planners can provide mentorship opportunities, offering guidance, advice, and insights drawn from their experiences. Collaborating with peers can also lead to new perspectives and innovative ideas.

By investing in your education, embracing networking opportunities, and committing to continuous learning, you can build a solid foundation for your event planning career and pave the way for long-term success and fulfillment. Whether you’re just starting out or looking to elevate your existing career, these strategies will empower you to create memorable events and make a lasting impact in the industry.

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An Event Prof’s Guide to Problem Solving

Need to flip one 50,000 square-foot hall four times in 21 days, while working around several other large events that are restricting both your access and your storage? Discovering during load-in that your caterer has forgotten half of the tables you booked? No problem! Enter Jennifer Thacker, Project Manager, problem solver, and our go-to for the most challenging projects.

“I love a logistics challenge,” Jen says, with all sincerity. “Anything that’s hard to pull off is exciting to me, and I really see problems as a chance to be creative and accomplish something great.” Around here, Jen’s ability to look back on even the most challenging and complex projects as “not that bad” is the stuff of legends, and her relentless positivity and otherworldly resourcefulness are exactly what you want and need on your team. So, let’s take a step-by-step look at Jen’s approach to tackling a challenging event head-on, dealing with problems that inevitably pop up, and staying cool, calm, and collected through it all.

The best offence will always be a good defense. Jen’s first line of defense is always solid and thorough planning.  

“I start scoping logistics problems as we’re talking through design,” she says. Jen and the rest of the project management team carefully map out every section of an event during the concept stage , working through the best ways to plan for and execute everything from load-in to Health and Safety management , and trying to anticipate possible problems. For example, for a recent event that spanned 5 floors of the National Music Centre , PLUS 2 floors and the rooftop of the King Eddy across the street, it was imperative to keep the product needed for the 8 different spaces incredibly organized. Packing all of the product together would not only affect the efficiency of unloading, but could easily result in items being lost across multiple floors or even across the street. To make sure this didn’t happen, Jen divided each space into zones with corresponding detailed packing lists, and each zone was packed into separate trucks. This meant product could be unloaded and elevatored up to each space quickly and easily, and ensured that everything arrived on the correct floor and in the correct zone, with no confusion.

This is just one example of Jen’s creative solutions that are built into each logistics plan, all of which go a long way toward stopping those facepalm moments before they happen.

Even a logistics superhero can’t plan for everything. The cold, hard truth is that problems are going to come up no matter how experienced and thorough you are. What matters is how you deal with it when the pressure’s on, and everyone’s looking at you. Jen’s personal approach?

“Always know that there is a solution to the problem,” she says, without hesitation. “There’s nothing we can’t fix; we solve problems every day.” Here’s a closer look at how she walks through problem solving.

1. First of all, make sure there really is a problem. Tensions and emotions can run high during the busy lead-up to a big event, and that’s increases exponentially once you’re actually on site and setting up. In many cases, there are so many people and moving parts that it’s easy for wires to get crossed, communication to break down, and problems to get blown out of proportion.

In Jen’s case, she is the main hub of information for the project, so often someone might be reacting to a problem that she’s in fact already dealt with. If someone tells you that the chairs you had booked are actually across the city at another event, Jen recommends asking a few questions before you start freaking out. Maybe someone already foresaw that problem and more chairs were actually purchased weeks ago. Before you start moving heaven and earth, take a deep breath and do some digging.

2. Be a team player. In Jen’s view, ‘not my problem’ is simply not a thing. If a problem comes up, instead of looking for someone else to blame (or to handle it), think about how you can help.

“It doesn’t matter who dropped the ball or what happened, we will always find a solution,” she says. “That’s what makes us different and that’s the value we bring to our clients. We will always make something work.”   

3. Brainstorming is about letting go and getting creative. So there really is a problem, and you’re a team player. Now what?

Jen’s goal is always first and foremost to find the solution that has the least effect on the event – what that does not mean is stubbornly hanging on to the original idea or plan. Creative problem solving is all about being able to let go and think differently; if you can’t do that, you’ll end up circling around and around the problem, and getting nowhere. Next, think about what you have access to, and who you have access to.

“Always start with what you have on site that can fix the problem,” Jen says. “Sometimes your truck will be pre-loaded for another event that you can ‘borrow’ from – look in the back of truck!” Maybe the venue has product you can use, or one of your vendors can step in.

If there’s nothing on site that can help you, or your problem is not one that involves product, ask yourself who can help? This is where your relationships with your vendors and partners become so important. Scroll through your contacts list for that perfect person with exactly the product, equipment, skills, or connections you need to solve this problem.

4. If you’re stuck, phone a friend. “When the pressure’s on and you’re in the thick of things,” Jen says, “the best thing to do is call someone who is not under that same pressure, and can help you talk it through.”

The same principle applies here as when you dial up your best friend, your mom, your therapist… whomever you like to talk things out with when something is driving you crazy. Talking through the problem with someone who is not immersed in the project or attached to the original plan can be exactly what you need to shake yourself loose and get that lightning bolt of inspiration.

When it comes to on-site emergencies, Jen’s phone-a-friend usually goes to Orlando, our Chief Operating Officer. When problems come up a little earlier in the process, our weekly operations meetings are a great chance to brainstorm with the whole team. Whomever you call, talk it through and let their fresh perspective change yours.  

5. Present solutions, not problems. Remember that relentless positivity we mentioned? Jen applies that to her commitment to never bring a problem to her client. Instead, she brings a solution – or options for a solution – to a problem that came up and was handled.

“The more calm you can stay, the better,” Jen says. “The worst thing is for a client to feel that you’re panicking. Own your solution, and have confidence in your team.”

Make sure everyone who needs to know about the change is in the loop, then simply execute and move on.

Events are not a solo sport, and in the end, that’s the real key to problem-solving. Events are such a collaborative effort, and nothing builds camaraderie and a sense of accomplishment like pulling off a really tough project as a team, working side-by-side with our partners, vendors, and clients. The same philosophy applies to taking on a big problem and beating it together.  

“I can’t stress enough how important your partnerships are when it comes to problem solving,” Jenn concludes. “When you have strong relationships, you have people to fall back on; people who will step in with ideas and solutions at the 11th hour when the stakes are high. You can’t do this alone.”

And of course, remember that this is a two-way street – you need to be willing to step up when your partners reach out to you for help.

The final takeaway. “After every event,” Jens says, “I assess what was successful, what problems came up, and what I learned from it – and then I just move on.”

If you have your own thoughts on logistics and problem-solving to add to the conversation, or want to see Jen and the rest of the team pull this stuff off in person (we promise you, it’s a sight to behold), give us call or drop us a note . We’d love to solve problems with you!

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12 Event Planning Skills You Need for Success

High-profile weddings, product launches, and more have glamourized the life of event planners. But let’s face it, event planning is more than just attending fancy parties. Event planning is one of the most stressful jobs in the world and requires specialized skills. It is a rewarding career for a rare breed of hyper-organized, hard-working individuals. If you think you were born to be an event planner, see how many of our top 12 event planning skills you have.

Event Planning Skills

Organizational skills.

Event planners have great organizational skills. Some people can work in chaos, but as a planner, it’s important to rely on process and method if you are part of a team. This means, keeping your team informed, adhering to timelines, budgets, and appointments as well as keeping important documents and information organized. After all, a well-executed event doesn’t happen by accident. It requires sharp organizational skills and attention to detail – right from planning to post-event analysis. A successful event planner can recall the minutest of details and is on top of everything – forever with a smile.

Communication

Another must-have quality of an event planner is the ability to interact and build rapport in a short time. Event planners possess great communication skills and aren’t afraid to talk to C-suite executives, event attendees, donors, brand sponsors, and, of course, vendors. Strong interpersonal skills are a must to ensure everybody involved in the event understands their role and that things run without a glitch. You also need to possess equally strong writing skills to convey information accurately with confidence, respect, and clarity. Event planners are great listeners, which helps them understand the needs and wants of their clients.

Networking Savvy

Event planners are savvy networkers. Networking is an essential event planning skill since the events industry is based on relationships and is heavily people-driven. It demands a widespread network of vendors, including photographers, lighting and A/V décor, DJs, bands, videographers, etc. This is a network of people you’ll bank on to make your events memorable.

A Basic Understanding of Events

It may be a no-brainer, but to be a great event planner you need to understand events. Having an understanding of how events work is an important event-planning skill. As a planner, you should know how to create a floor plan or draft an RFP, how to review a contract, and analyze event data. You should also be well-versed in the basics of bands and DJs, A/Vs, florists, décor, etc. It is an artistic job that requires a deep understanding of what is realistic and what isn’t. These skills require learning and practice and are acquired over time.

Client-first Approach

One of the most difficult aspects of event planning is making clients happy. Bottom line: your stakeholder, whether clients or senior management, want something and it is your job to make it happen. To do this with grace, event planners need to have a strong dedication to serving clients. Even if the task is near impossible, you need to be polite with your replies. When you’re courteous and amicable, it eases any anxieties your client may have.

Problem-solving

Successful event planners can solve any problem with a cool head. Their resourcefulness is not just limited to sticky notes and safety pins. They can quickly make a decision during unforeseen challenges – all while staying calm. They can keep an audience engaged while the keynote speaker is stuck in a traffic jam or eliminate long lines for lunch. This event planning skill keeps event organizers nimble, adaptive, and creative. The problem-solving skill also comes with time and if you are just starting, you can improve your response by focusing on pre-event planning to iron out any kinks. The key lies in continuously checking for holes in your plans and creating backup plans in case things turn south.

Negotiation and Budgeting

If you consider yourself good at bargaining, then you possess an important event-planning skill. It is crucial for event planners to be able to negotiate a contract with a sponsor or get the best possible deal while booking a venue. Negotiating is an art that requires a mix of preparation, tact, and confidence. Budgeting requires forecasting and tracking spend while juggling invoices, proposals, and expenses.

Multitasking

For event organizers , multitasking is not an option but a must-have event planning skill to create unforgettable events. You need to juggle a lot of tasks, including ticket sales, event promotion, sponsorship acquisition, and day-of logistics. Adding to that, there are multiple events that you need to plan simultaneously. If you have a team, you can delegate some work, but ultimately it is your job to ensure that nothing falls through the cracks.    

Event planning is more than just making a to-do list. As an event planner, you need to use your creativity to bring a vision to life. No matter what people say, creativity is a learnable skill and can be built over time. It is an essential event planning skill that is required to infuse authenticity and passion into each event. Even though your events may not have a lot of room for innovation and creativity, there is always wiggle room to do things differently even if you are limited by the requirements of your organization (or client). For instance, you can be creative with the event theme, choose a unique venue , or have a motivational speaker. For some creative ideas, seek inspiration from online blogs, social media channels, or an influencer.

Being a leader is an essential planning skill for any event organizer. You need to be able to work with your team to execute flawless events. It is all about trust, delegation, and getting the work done. If you aren’t a born leader, this skill can be developed over time. You don’t need to be an extrovert to be a great leader. Your natural personality along with your passion for event planning can help you develop leadership skills.

Passion for Planning

As cliched and obvious as this may seem, being can aid in your success. A successful event planner infuses qualities like passion and enthusiasm into their everyday work. They are self-motivated and live to feel a pang of pride after delivering an event that their guests truly enjoyed.

Tech Savvy 

Not so long ago, technology in the events industry was considered a nice bonus, but not needed. Not anymore. Today, technology solutions act as an extended team of event planners. While the massive shift in the event planning approach doesn’t demand planners to know the solution inside out, it’s important to be willing to learn how to use tech solutions and stay up to date on the current trends in the industry .

Final Thoughts

If you have most of these event planning skills, chances are you’ll do a great job at being an event planner. If not, you can still become a successful event professional since most of these can be developed through determination and willingness to learn. It is all about continuous learning and improving with each event.

Ready to uplevel your training as an events professional? Earn a certification from Cvent Academy . 

Cvent Guest

Cvent is a market-leading meetings, events, and hospitality technology provider with more than 4,000 employees, ~21,000 customers, and 200,000 users worldwide.

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Problem Solving Skills For An Event Organiser

As an event organiser, problem-solving skills are crucial to the success of your events. From unforeseen challenges to managing a network of people and dealing with last-minute changes, event planning requires thinking on your feet and finding solutions quickly.

Problem-solving skills for an event organizer include critical thinking, strategic thinking, analytical thinking, and big-picture thinking.

In this article, we will discuss the essential problem-solving skills for an event organiser, why they are important, and how they can be developed to ensure a successful event.

Whether you are an experienced event planner or just starting, this article will provide valuable insights into improving your problem-solving skills to take your events to the next level.

Table of Contents

What Is Event Planning?

Event planning is the process of organizing and coordinating all the aspects of an event, such as conferences, weddings, concerts, trade shows, and other gatherings.

This includes tasks such as selecting a venue, creating a budget, coordinating logistics, managing vendors, promoting the event, and ensuring that everything runs smoothly on the day of the event.

The goal of event planning is to create a memorable and successful experience for attendees while achieving the objectives of the event’s organizers.

Essential Event Planning Skills

To be a successful event organiser, there are several essential event planning skills that you must possess. These skills include:

• Organisational Skills: Event planning requires a high level of organisation to manage numerous details.
• Planning Process: You need to understand the planning process and how to develop a comprehensive plan that includes all aspects of the event, from venue selection to ticket sales.
• Problem-Solving Skill: As an event organiser, you will encounter unexpected challenges that require quick and effective solutions.
• Leadership Skills: You must possess strong leadership skills to effectively manage a team of event staff and vendors.
• Communication Skills: Communication is key in event planning, and you must possess strong verbal and written communication skills.

Effective problem-solving skills help you overcome these challenges and ensure the event’s success. Below are some key problem-solving skills that are essential for event organizers:

• Critical Thinking: Critical thinking involves analyzing information and evaluating different options to develop effective solutions.
• Strategic Thinking: Strategic thinking includes looking at the big picture and creating a long-term plan to achieve event goals.
• Analytical Thinking: Analytical thinking involves breaking down complex problems into smaller, more manageable parts and analyzing each component to develop a solution.
• Big-Picture Thinking: Big-picture thinking includes considering all aspects of the event, including the attendees, venue, logistics, and budget, to develop a comprehensive solution.

Importance Of People In Event Planning

People are an essential aspect of event planning. Whether it’s the attendees, speakers, event staff, or vendors, people play a crucial role in the success of an event. Here are some essential points to keep in mind regarding people in event planning:

• Importance Of People In Event Planning: The success of an event depends mainly on the people involved. From planning and organization to execution and follow-up, the people involved at every event stage impact its outcome.
• Networking Skills: Building a network of contacts in the events industry is critical for an event planner. This help with finding vendors, sponsors, and speakers and gaining insights into industry trends.
• Building Relationships: Besides networking, building strong relationships with people is crucial. Good relationships lead to repeat business, referrals, and positive word-of-mouth advertising.
• Interpersonal Skills: Strong interpersonal skills are essential for event planners. These skills help with communication, conflict resolution, and relationship building.
• Range Of People: Event planners need to work with various people, including executives, event staff, vendors, and attendees. It’s important to be able to communicate effectively with everyone involved.

Importance Of Time Management Skills

Time management is a critical skill every event organizer must have to execute successful events. In this section, we will discuss the importance of time management skills for an event organiser.

• Importance Of Time Management Skills: Time management is crucial for event organizers to ensure that all tasks are completed within the set deadlines. Time management skills help event organizers to be organized, proactive, and efficient in their work.
• Prioritizing Tasks: Event organizers often face multiple tasks that need to be completed within tight deadlines. It is important to prioritize tasks based on their level of urgency and importance. This ensures that the most important tasks are completed first and the less critical tasks are tackled afterward.
• Allocating Blocks Of Time: Allocating blocks of time is an effective way of managing time. This involves dividing the day into time slots and assigning specific tasks to each time slot. Allocating blocks of time helps an event organizer to focus on one task at a time and complete it within the set time frame.
• Aptitude For Time Management: The aptitude for time management refers to an individual’s natural ability to manage their time effectively. Some people have a natural aptitude for time management, while others need to develop this skill over time.

How An Event Organiser Creates A Memorable Experience For Attendees?

Creating a memorable experience for attendees is one of the most important goals of an event planner. Attendees are the heart of any event, and their experience makes or breaks the event’s success.

Event planners must consider every aspect of the attendee experience, including the venue, food and beverage, entertainment, and activities.

In addition to creating a memorable experience, event planners must also ensure the flawless execution of the event. This includes coordinating with vendors, managing staff, and addressing unforeseen challenges during the event.

Importance Of Job Experience For An Event Organiser

Job experience is also crucial for event planners. Experienced planners are better equipped to handle the complexities of event planning, from managing budgets to negotiating with vendors.

Having a deep understanding of the events industry and the ability to anticipate and solve problems makes all the difference in the success of an event.

Importance Of Choosing The Right Speakers For An Event Organiser

Choosing the right speakers is crucial to the success of an event. Keynote speakers set the tone for the event and motivate attendees, while motivational speakers inspire and encourage them to take action.

In addition to selecting the right speakers, engaging the audience during their speeches is also important. This is done through interactive activities or Q&A sessions. Engaging the audience keeps their attention and ensures they take in the shared messages.

Ultimately, choosing the right speakers and engaging the audience is to create a memorable and impactful experience for attendees.

Importance Of Choosing The Right Venue & Creating The Right Atmosphere For The Event

Choosing the right venue is crucial for the success of any event. When selecting a venue, it’s essential to consider various factors such as the location, accessibility, capacity, and amenities offered.

It’s always a good idea to consider potential and alternative venues, especially if you’re working with a tight budget or your first choice of venue is unavailable. You can also explore non-traditional spaces such as outdoor areas, warehouses, or galleries, creating a unique and memorable experience for your attendees.

Creating the right atmosphere for your event is critical; the venue plays a significant role in achieving this. You can work with the venue staff to ensure the space is set up correctly and that the lighting, sound, and decorations suit your event. Consider adding special effects or interactive displays to enhance the atmosphere and make the event more memorable.

Creative Solutions To Common Problems For An Event Organiser

When it comes to event planning, problem-solving and finding creative solutions are essential skills. Event planners must be able to think on their feet and come up with creative solutions to challenges that may arise.

Creative Solutions To Common Problems

• Have a backup plan for unforeseen challenges, such as inclement weather, technical difficulties, or transportation issues.
• Use creative décor, lighting, and ambiance to transform a standard venue into a unique and memorable space.
• Offer interactive and engaging activities for attendees, such as workshops, games, or demonstrations.

Tech Solutions For Events:

• Use event management software to streamline the planning process, including registration, ticketing, and communication with attendees.
• Incorporate interactive technology, such as virtual or augmented reality, to create a more immersive event experience.
• Use live streaming technology to expand the event’s reach beyond the physical location.

Alternative Solutions For Unique Situations:

• Consider hosting the event outdoors, at a coworking space, or in an unconventional venue if the original venue falls through.
• If the target audience is difficult to reach, consider hosting the event in a location or at a more convenient time.
• For budget constraint issues, consider partnering with sponsors or offering tiered ticketing options to offset costs.

We hope after reading this article, you now understand problem solving skills for an event organiser. By developing strong problem-solving skills, event planners can create memorable and successful events that leave a lasting impact on attendees.

Event planning involves many skills, including critical thinking , communication, time management, and creativity. Successful event planners must be able to handle unforeseen challenges and develop creative solutions to common problems.

Additionally, they need to have strong interpersonal skills to work with various people, including event attendees, executives, and speakers.

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The Skills You Need to Be an Event Organiser

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Working as an event organiser is fun. You get to attend fun events, product launches, and high-profile weddings. But event planning is not only about attending glamorous parties. It's one of the world's most stressful jobs that require specialised skills, suitable for hardworking individuals with excellent time management skills.

Here are the essential skills you need to be an event organiser.

1. Organisational Skills

Organisational skills are some essential skills that event organisers must possess. In fact, it is necessary for every profession as it allows you to work more efficiently, resulting in increased productivity and performance. If you have excellent organisational skills , it also means you have a strong aptitude for time management and goal setting and knows how to achieve goals.

Event organisers have to stay organised at all times. Some people can work in chaos. However event organisers rely on processes and methods, which is even more essential if you work as a team. Therefore, you need to be as organised as possible.

Being organised means adhering to timelines and budgets, keeping everyone in the team informed, and ensuring you attend every appointment and meeting. You must also keep all essential documents and paperwork organised. Besides, a well-executed event does not happen by accident. A successful event requires sharp organisational skills and utmost attention to detail, from planning to post-event analysis. As an event organiser, you must stay on top of everything and ensure you meet all your client's demands.

2. Problem Solving

Problem-solving is another skill that's essential for various positions. While many people associate problem solving with those in senior positions, this skill is necessary regardless of your role since we all have to deal with work issues every single day. A successful event organiser can solve any problem while staying cool.

An event organiser with good problem-solving skills is resourceful, and such resourcefulness is not only limited to using sticky notes. During unforeseen challenges, they can quickly come up with a decision while staying calm at all times. For instance, in cases where a keynote speaker of an event is late for some reason, they can keep the audience engaged. Event organisers with good problem-solving skills are also adaptive and creative and can quickly think of ways to resolve an issue in no time.

If you are new to event planning, you can improve your problem-solving skills by focusing on pre-event planning to iron out any issues. The goal is to check for any holes in your plans and create backup plans if things don't turn out well. Don't hesitate to ask for advice from the experts, especially while you're still learning the ropes. Listen to what people with more experience say and see if you can apply their advice to resolve any issues you may have.

3. Networking

Event organisers should be good at networking . In fact, networking is an essential skill in the events industry. When it comes to this, you can gain experience at conferences and events. Networking events are the perfect opportunity to expand your network and look for potential new leads, collaborators, and mentors. There are also many inspiring events that help deliver better business results, due to the educational and networking value they hold.

When attending conferences, arrive early and reach out to someone you find interesting. The events industry is heavily people-driven and often based on relationships. Therefore, it demands a widespread network of professionals, from photographers to vendors. Connect with people involved in lighting and A/V décor, videographers, DJs, bands, etc. These are the people you need to make your events successful.

Looking for leads and opportunities in the events industry often relies on networking. Those who need the services of an event organiser will not advertise or post ads. Instead, they rely on word of mouth for recommendations. Therefore, if you are new to the industry, the best way to find your first client is to get your face and name in front of people who may be helpful in your career.

4. Communication

Another essential skill an event planner should have is the ability to interact and build rapport in a short time. Event organisers should have good communication skills and are not afraid to talk to executives, speakers, attendees, brand sponsors, and vendors.

Once an event is scheduled, event organisers must make sure to deliver, which is why you need to communicate effectively with every person involved in the event planning. Establish a communication plan, allowing everyone you work with to have clear expectations of their tasks and increase productivity . Productivity is important in the events industry due to the deadlines and tight time constraints. Without effective communication, your event could fall apart at the seams.

Strong interpersonal and communication skills are the keys to ensuring that everyone in your team understands their role and that everything runs smoothly. Along with communication skills, event organisers must possess equally strong writing skills , which helps them effectively convey information to clients and the people in their team. Event organisers must also be great listeners, so they will understand the needs and wants of their clients.

5. Creativity

Anyone can organise an event, regardless of whether the result is good or bad. The only difference is the element of creativity. Event planning is not only about making to-do lists. As an event planner, you should tap into your creative skills to bring your clients' visions to life. Creativity is one of those skills that can be learned and developed over time.

Event planners will find it hard to infuse authenticity and passion into every event if they do not possess creative skills. Even if the event does not have enough room for creativity and innovation, there should always be wiggle room to do things differently, despite being limited to your clients' needs. When you correctly use your creative skills, it can lead to a memorable experience for your clients, which will have a positive impact on your event and you as the organiser.

You can apply your creative skills in thinking of an event theme, choosing a unique venue, or looking for a motivational speaker. If you are new to the industry, seek inspiration from social media channels, blogs, or influencers.

About the Author

This article was provided by IBTM World , experts in MICE events and the leading business events expos in Barcelona. 

Continue to: Preparing for a Presentation Managing a Presentation Event

See also: Hosting 101: The Skills You Need to Host an Event 7 Best Event Planning Principles: How to Organize an Event What Skills Does an Event Manager Need?

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Problem-solving on event day

The key to successful event management is planning ahead. But no matter how much experience you have or how prepared you think you are, there’s always the possibility that something will go wrong on the day. Here’s how to troubleshoot last-minute issues so that attendees will remember your event for all the right reasons.

Last-minute venue disaster

You spent weeks scouting out the perfect venue, but the day before your event you get a call to say there’s been a fire. There’s no possibility of holding the event at the same venue, so you’re going to have to find a replacement. Here’s where over-planning comes in handy. Have a few alternative venues in mind so if something disastrous occurs you can ring around some suitable next-best options. Make sure you have all your attendees registered so you can send a mass email informing them of the venue change as efficiently as possible and post updates on all your social media channels.

No one shows up for the event

No matter how many amazing speakers or performers you book, not everyone will show up – especially for a free event. Maybe it’s raining, maybe the traffic is bad, maybe they have an essay to write by Monday – whatever the excuse, too many no-shows can be disastrous for event planners. Minimise the risk by asking attendees to confirm their attendance a few days prior to the event and provide them with a way of transferring their ticket to someone else if they can no longer make it. Monitor real-time ticket sales on Eventbrite (or whichever platform you are using) and if needed, launch a last-minute promotion with plenty of social media marketing. Consider giving media tickets to local bloggers, radio stations, and social media influencers, and set up a standby list so you can release additional last-minute tickets if attendance is low.

Too many people show up for the event

Preferable to an empty venue but still problematic, having a venue bursting at the seams creates a negative atmosphere that can generate poor reviews about wait times and lack of seating. If your ticket sales or event registrations are skyrocketing early on, you may wish to consider upsizing your venue. Alternatively, having a venue with additional rooms or bars for overflow that can be used as needed helps to distribute crowds without the risk of a large empty auditorium. Limit ticket numbers and make sure there is someone on the door to monitor admittance and control queues.  

Technology fails

Technology is great when it works, but there’s nothing more frustrating than straining to hear a speaker over a failing microphone or waiting around while a group of people frantically try to get an audio visual presentation up and running. Make sure you test everything from laptops to lighting before the event, and keep plenty of spare chargers and extension cords handy. In the event of a worst-case scenario, having a low-tech alternative (whiteboard and marker pens or printed copies of a presentation) may save the day. If speakers are planning on streaming their presentations, ask them to bring back-up hard copies on a USB stick just in case.

If you are interested in pursuing a career in event management, an MA in Creative Events Management from Falmouth University’s Flexible Learning programmes can help you develop the skills you need to accelerate your career. 

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9 Problem Solving, Planning, and Decision-Making

• Published: July 2014
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This chapter identifies how the event horizon model offers potential leverage points for theories of problem solving. It considers the role in problem solving of three aspects of event cognition: event segmentation, causal structure, and interactions of facilitation and interference between event representations in long-term memory. In terms of event segmentation, he model helps conceptualize how problem solvers understand a problem. In terms of causal structure, the model provides insight into how a person understands how the components of a problem would interact. Finally, the model gives some insight into how a problem solver could call upon memories of prior problems encountered that might help with the current one.

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How to Solve the Most Common Event Management Problems

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Event professionals in New York have one of the most exciting and lucrative careers today. There are many advantages to attending events, including interacting with people, generating brand awareness, and generating revenue. 

However, it's a tricky business that requires careful planning and organization to ensure that an event runs successfully and profitably!

I've been in this field for more than twenty years now, and over time I've seen many companies fail miserably at executing their plans. There are many reasons why events fail: from poor marketing efforts to inexperienced staff members or having an unreliable venue partner. These are just some examples of common problems that can occur during the preparation process before any event even begins (if not before).

These failures can hurt businesses big time. You could lose money on wasted advertising expenses or lose credibility because attendees weren't happy with your product or service offering.

But don't worry! Here are ten common issues we see again and again in this industry (along with how you can solve them):

The 10 Most Common Event Management Issues and How Event Professionals in New York Can Solve Them

1. not enough attendance.

Whether you're planning a small meeting or a large conference, here are some tips to help you determine how many people to invite:

• Make sure you have a good mix of attendees. A ratio of 50% attendees from outside your organization and 50% from inside is considered ideal. If too many people come from within the same group (within your organization), it can be difficult for everyone to learn new things.
• Make sure there will be enough people attending so that the event will be worthwhile. It's important that there are enough attendees so that everyone has an opportunity to interact with each other and contribute ideas throughout the event.
• Determine if there are enough budgeted funds available before making any final decisions on numbers or types of events/conferences being planned by stakeholders in your organization -- especially if they include traveling costs such as airfare, hotel rooms, etc.

2. Poor planning

Poor planning is one of the most common mistakes event managers make. The good news is that it's a problem that can be easily avoided and corrected by following some simple guidelines.

• Make sure you have a plan in place before beginning to execute your event. If you don't, you're likely to run into problems down the road—the kind of problems that require last-minute fixes or expensive penalties because they weren't thought through ahead of time.
• Start with the end in mind: know what success looks like for your event, so that when things go wrong (and they will), you can adapt quickly rather than getting stuck trying to recover from an initial mistake. This means thinking about what attendees are going to get out of attending your event and how their experience will impact them long after it has ended. It also means considering how this experience affects attendees’ lives outside of work—what role does it play? What benefits does it bring?

These are all questions worth asking yourself as you begin planning any new project or initiative large enough for people outside your organization (eager volunteers included) to notice at least somewhat regularly over time if not daily or hourly during execution.

3. Inexperienced staff

There are many things that can go wrong at an event, but one of the most common problems is inexperience among staff. It’s important for you to train your staff in basic event management skills so they can handle any situation and not be afraid of making a mistake.

If you want your attendees to have a good time, they need to feel comfortable and relaxed while they're there, so they don't feel like outsiders or like something's wrong.

To do this, your event needs to be managed by someone who is capable of communicating effectively with both vendors and sponsors as well as attendees themselves.

It's also important that the venue where you hold your events has someone on hand who's experienced enough with managing events. Whether it’s another company or just another person working at their venue, it’s important that this person can communicate effectively with everyone involved.

4. Bad venue

If the venue is not suitable for the event, you should move on. If it’s too small, then your event won’t have enough space to accommodate guests. The right venue has to be large enough to meet your needs, but not so large that the space feels empty or underutilized.

If the wrong location is selected for an event, it can cause problems with transportation or accessibility issues for attendees—or even safety concerns because of accessibility problems!

You need a venue within easy access by public transportation (e.g., bus or subway), as well as nearby parking lots if there isn't enough available street parking near the venue itself. If a location is unsafe due to bad weather conditions like heavy rainstorms or extreme heat waves during summer months, then this can also negatively impact attendance rates at events held there because people don't want travel through bad weather when they could just stay home instead!

5. Poor communication

Poor communication is an event manager's worst nightmare and a common problem in the industry. This can happen at any point in the process, from the initial planning stages to the actual event itself.

However, it's important to recognize that poor communication isn't always a result of poor execution. It can also be caused by poorly worded messages or miscommunication between parties involved in an event.

Here are some ways you can ensure that your team is communicating effectively with each other:

• Make sure everyone knows who they're supposed to talk with when there's something new going on; make sure they know who their direct supervisor is (and how best to reach them); establish a clear chain of command so no one has questions about who needs what information when
• Create a schedule for regular meetings with all relevant parties (client, venue manager, sponsor liaison) so everyone stays up to date on changes and progress being made toward achieving goals set forth in your contract

6. Last-minute changes

Once the event is underway, it's important to stick with your plan. If you have a clear vision of how things should play out and then have to make last-minute changes, chances are they won't go according to plan. You'll end up spending more money or time than necessary, and you might even alienate some of your guests.

If you're forced into making last-minute changes due to extenuating circumstances (like a power outage), then there's no way around it. But if something happens during your planning phase that forces a change in schedule or details for one reason or another, think about whether this change will negatively affect other areas of the event before making any big decisions.

7. Bad marketing

If you don't have a clear marketing strategy , it's going to be hard for anyone to know about your event. That means no one will show up and the event will fail. But if you have an effective marketing plan in place, you can get people excited about what your event is going to bring them: more meetings or networking opportunities; new friends; better business relationships.

In order to make sure that as many people as possible know about your event so they'll want to attend, you need a well-thought-out marketing plan that includes all the different ways that you can reach out and get people interested in coming social media platforms like Facebook and LinkedIn ; email newsletters; print ads in magazines or newspapers (or both).

And once those messages reach their targets—the people who are most likely to buy tickets—you have another problem: making sure they understand what exactly this "event" thing is all about!

Your message needs to be clear enough that people understand why they should care but not so complicated that they tune out before they hear anything worthwhile (which could happen if there's too much jargon involved).

8. Blurry message

Make sure your event's message is clear, consistent, unique and timely. The message should be aligned with the audience and impactful. Finally, it should also be compelling.

In other words:

• You need to figure out what you want people to do after attending or participating in your event. What's the next step? This can be anything from buying a product or service from you to becoming a member of an organization that supports your cause or political party (and everything in between).
• Once you have identified this goal, make sure every aspect of your event reinforces it by communicating it as often as possible through various channels: emails sent out before and after the event, posts on social media leading up to the event, and speeches given by speakers during each session.

9. Last-minute emergencies

A last-minute emergency is a problem that occurs at or near the event’s beginning or end and requires a quick resolution.

Examples of last-minute emergencies include:

• The venue isn’t available when you planned for it to be, or it becomes unavailable at a crucial time.
• Your employees are unable to attend because of illness or other circumstances.
• A vendor doesn’t have enough supplies, causing delays in delivery of your products.

A good solution to resolve last-minute emergencies like these would be to have backup plans in place.

For example, if you’re hosting an event that requires a venue, make sure you have a list of several places where your guests can go if the original location becomes unavailable. You can also have extra supplies on hand for vendors in case they run out or need more time to deliver their products.

This may seem unnecessary, but it could save you from embarrassment or even financial ruin. If you have a backup plan in place ahead of time, your guests will not be disappointed if something goes awry, and the event doesn’t go as planned.

10. Too little data on attendee’s outcome of event

As an event manager, you need to collect data on attendees. This can be done through a survey or feedback form that attendees fill out at the end of your event. You can also collect information from registration forms, surveys and questionnaires before the event starts.

The information collected should include:

• Name & email address (for email notifications)
• Information about what they are attending (e.g., training)
• How they found out about it and why they registered (to improve future marketing efforts)

Collecting data from attendees will help you improve your event planning efforts. You can use the data to find out which topics are most popular, what level of training attendees need and what kinds of events people are interested in attending.

Event Professionals in New York are pros at event management. That’s why we STRONGLY recommend networking so that you can learn and collaborate with the best in the events industry.

Join us at The Event Planner Expo where you can mix and mingle with event professionals in New York who can help you sharpen your skills and grow your events business!

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6 Major Event Planning Problems and How to Solve Them

Organizing an event is a roller coaster of planning and scheduling, preparing for contingencies, dealing with unexpected emergencies, troubleshooting, and then getting back on track again. Every event planner faces problems and has to make tough choices, even when there is a Plan B in place. Read on for some common event planning problems you could face and how to work around them for a successful event.

Problem 1: Overspending

One of the most common issues faced while planning an event is losing track of expenses. With so many ends to tie up, very often one tends to overstep the budget or overspend at a certain point not leaving enough for the rest of the plan. 

Solution: Draw up a budget

Step one for planning an event has to be drawing up a budget. Once you know how much you have to work with, it becomes easier to allocate the total amount fairly over the entire plan.

Problem 2: Bad weather

Though weather prediction in today’s date is fairly accurate, there is always that chance of a freak storm, unseasonal rain, or an unusual spike in temperature. A weather anomaly has the capacity to throw your well-laid plans totally out of gear. 

Solution: Alternative location

Venues are booked months in advance, which makes it hard to predict the weather on the date accurately. This may be a problem especially when your event is planned in an open space. The best way around such a situation is to keep an alternate venue in mind – or book something that has an indoor space option as well. 

Problem 3: Inexperience 

With so much information online about event planning, the available resources, and options, one assumes that setting up a successful event by yourself won’t be too difficult. But do remember, inexperience has an uncanny ability to derail plans. Try as you may, there will be major issues and minor details that you will miss out on.

Solution: Hire an event planner

Experience trumps all. Yes, we are absolutely recommending our product  right now, but only because we know what can happen with an inexperienced planner at the helm! Take the help of people who know what they are doing, professionals who have done the same thing for years – it will show in the quality and success of your event.

Problem 4: Over programming

Packing all that you can into the limited time that you have for your event may seem like a wise move at the time. But when the event rolls out, you may have exhausted and burnt-out participants looking forward to a break. Offering so much and more is not always the best thing.

Solution: Plan breaks

Events are not only about the business agenda, a very significant aim of any event is ensuring that participants enjoy themselves. This means that you must inject entertainment breaks into your schedule. Entertainment breaks help in rejuvenation as well as add to the recall of the event.

Problem 5: Pre-event clutter

When handling everything from the venue, catering, parking, and sound systems to hygiene, registration, directions, and entertainment, your days are bound to be chaotic. Especially if you’re doing it all by yourself.

Solution: Establish a line of communication

If you are in charge of multiple responsibilities, it would do well to establish a line of communication with all your vendors and people you have delegated work to. Take the help of a written organizer where you can update the status at each stage.

Problem 6: A/V collapse

An audio-visual system letting you down is not unheard of. Electric connection issues, network problems, technical glitches – there are many ways for a piece of machinery to become a nuisance.

Solution: Keep time for a dry run

Start early on D-day, preferably with a checklist. This applies not just to your audio/visual setup, but also to every other vendor on your list. Set up a dry run on a day prior to the event just to make sure that everything is in working order and your event takes off smoothly.

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20 Reasons You Should Be Planning Events as a Team

Home » Blog » 20 Reasons You Should Be Planning Events as a Team

Related read: How to build the right team for a hybrid event

Team work is not only beneficial to individuals (if you can’t learn something from someone, you aren’t looking hard enough!). But by adding more staff to your team – all working independently – you will also grow your business.

Here are 20 reasons why it’s good to work as a team in the world of events:

1. Helps Problem Solving

Team work promotes innovation and ideas sharing. A problem shared is a problem halved, or so the saying goes.  Using the problem solving abilities of a small team doesn’t just resolve issues faster but can also lead to avoiding them again in the future.

2. Encourages Initiative

Taking initiative is a key ingredient for solving problems, dealing with change, and providing customers with service that far exceeds expectations. With the encouragement of a proactive leader, encouraging initiative can make for a healthy team as it’s essentially assuming risk for a possible failure. The only alternative to putting yourself out there when things go wrong is doing nothing at all and who wants a colleague who does that?

3. Reduces Stress

Being able to delegate work when your to-do list is longer than your arm will reduce a lot of pressure on event planners. When there are tight – and often competing – deadlines to hit, stress levels can be greatly elevated but being able to share the responsibility can be a load off the shoulders.

Read: 10 Signs Event Planning is Burning You Out

4. More Self-Awareness

Self-awareness is being conscious of what you’re good at while acknowledging what you still have yet to learn. By working in a team you are constantly learning from others and being aware of any gaps in the knowledge or skills you already have. Self-awareness of your strengths and weaknesses can net you the trust of others and increase your credibility.

Read: Top 7 Personality Traits of a Great Event Manager

5. Promotes Learning

As much as you’d like to, you don’t know everything about everything. Event planning involves combining the differing goals of several departments as well as the requirements of the delegates which can all be incredibly complex. You are not an expert in every department so learning from those who are is vital.

6. Work to Your Own Schedule

Few people are both a night owl and an early bird. Event planning can require both attributes whether it’s getting up early for an office meeting or staying late to finalise details the night before your big event. Working in a team allows people to play to their strengths as you never know when the tyre will bust on your event. Knowing someone is there will bring comfort to individuals – as a team, your event planning can still be progressing even while you’re taking a well-earned nap. An empowered team can function just as flexibly as an individual doing it alone.

7. Meet Shorter Deadlines

If you have to put an event together at extremely short notice, then you need a team behind you for support. Working with a few trustworthy, reliable and resourceful individuals with broad expert knowledge – not simply skills enlargement but skills enrichment – can mean quick turnaround on decisions, rapid problem solving and being able to meet shorter targets or deadlines by delegating and saving time.

Read: 8 Time-Wasting Habits Event Planners Should Quit

8. Work from Anywhere

Most companies now accept remote working so why should event profs be any different? Everyone has access to WiFi so you don’t need to be in the same room as your team. One member could be checking the venue capabilities, while another is at the office of a potential guest speaker. And this doesn’t prevent you from being in contact with your team. Location isn’t a great priority and things don’t need to be communicated in person as having to attend overly-frequent catch-up meetings can be counter-productive to the workflow of the team. Productivity apps such as Trello, Jira and Asana which are designed to empower team collaboration have solved these problems. They also improve efficiency and project management, so who needs to be in the same room at the same time every day?

9. Great for Introverts

Introvert abilities such as engaged listening and deep rumination are useful skills to have particularly in event planning and management. It’s good to encourage introverts to be involved in your team – they tend to communicate using concrete facts, which, when expressed correctly, might help lend objectivity to emotional or tense situations. By encouraging a flexible working environment, you can reduce anxiety levels and bring in new ideas because they will be able to work on their own but will still be in constant contact with the rest of the team.

10. Avoids Arguments

By encouraging problem solving and collaboration, working in a team can avoid arguments that may arise along the way. The array of different personalities, planning styles and opinions that a team can bring shouldn’t be navigated with caution but embraced – the trick is to challenge the idea, not the person. A respectful robust challenge to an idea from a passionate colleague is highly preferably to the end game of the business than the isolated view of a megalomaniac. No-one wants to be the person who does the same stuff they are familiar with as they didn’t have the self-worth to reach out for a different view for fear of a disagreement. Even a two-year-old can play as part of a group; professional event planners can too or ask themselves why not.

11. Makes Your Event Unique

By combining the knowledge and expertise of several members of a team will ensure that each event is unique but it also defines your company. Not everyone shares the same passions and tastes so it’s important to consider what others might require from your event rather than just relying on your own likes and dislikes. By working in a team you can create a brand with themes and ideas that represent your diversity and cooperation which translates into future events and builds a strong event identity.

12. Boosts Productivity

Working in a small team can promote day-to-day productivity by playing to strengths and abilities. Everyone has their own area of expertise so they will be able to work independently, with fewer distractions and reduced stress as they will be in their familiar environment. As long as you keep communication active and up-to-date, then organisation shouldn’t be an issue when planning an event.

13. Great for Fixing Mistakes

The difference between outstanding world class companies and average performers is how well they react to problems when they arise. And, more importantly, how well these problems are dealt with and how quickly. The more eyes you have working on a project, the more likely it is to spot these problems in a timely manner and fix them with minimal confusion.

Read: How to Handle a Big Crisis at Your Events

14. Takes The Pressure Off

Knowing that a colleague has your back – as you have theirs – brings comfort in itself. Having someone else understand what you are going through – even if they can’t directly help, but are simply with you – can lead to very unusual, lasting friendships. Although people have different ways of working – some like to get things out of the way as quickly as possible while other take time to mull things over – an individual’s approach to a task is secondary to the task itself. Working in a team might mean you’re working at a pace that is unnatural for you.  But with an empowered team sharing transparent goals to defined deadlines, all pulling in the same direction, individuals can work within their remit at a time, pace and location that best suits them. This can be a tough adjustment for a new team player but the reality is, the method an individual takes is largely irrelevant. As long as it’s respectful, ethical and can be made transparent, focus on the output and celebrate diverse personalities and ways of working. Different is OK, it’s 2019!

Read: 8 Steps to Well-Being for Event Planners

15. Boosts Career Prospects

Showing that you can work as part of a team is vital to most employers. While showing you can do a lot yourself may make things more cost-effective, being stressed and struggling to hit deadlines is not going to save money in the long run. Working as a team broadens your range of skills from deepening your understanding of a particular subject area via practical activities to developing interpersonal, leadership and motivational skills. You will be more aware of strengths and weaknesses that will be invaluable when looking to further your career. Working in a team also gives employees a greater sense of belonging and of recognition, which helps them take more pride in their work, and their company.

16. Fewer Restrictions

Working in a team provides fewer restrictions rather than being limited by your individual skills, knowledge and time. A team gives you access to an enriched source of knowledge, skills, experience, laughter and, of course, the odd celebratory pint. Working alone, you only have yourself to blame if things don’t go quite right. This keeps things on your shoulders rather than being supported, advised and coached by others around you.

17. Full Credit

It’s great to collaborate. Period. Sometimes credit may not always be fairly distributed, but team players focus on achieving the end goal and being rewarded rather than elbowing others for individual recognition. Working on your own can highlight your great work but it would also highlight the mistakes you make. It may also indicate insecurity in asking others for help.

18. Fewer Misunderstandings

You may have all the information. You may be able to make informed decisions and choices yourself with all of the knowledge to hand.  However, if you can’t convince your team to try something new around your event, are you likely to succeed in convincing a skeptical delegate? There might be an inclination to follow your gut decisions when working alone but remember: there was once an executive at Decca Records who had a gut decision to reject The Beatles when he first heard them.

19. Stronger Bond with your Client

Working alone means that all communication has to come through you – this includes having to build a close bond with the client and, essentially, being at their beck and call. While you’re trying to juggle every aspect of planning and management, you might also be trying to deal with emails every 10 minutes asking for constant updates, changes to minute details or any other manner of insignificant contact that will distract you from the really important stuff. And what about the other events you may be working on? What about other clients who wish to talk to you today? Clients rarely arrange their annual calendar conveniently around the diary of their favourite loner event planner.

20. Challenge Yourself

Working alongside colleagues doesn’t mean sitting back and allowing people to take the lead on certain tasks on occasions. Team players spot learning opportunities from experienced colleagues and pay attention without risking the event. The challenge is about playing to strengths, understanding your own abilities and learning from others. Working on your own can make you blinkered and dated, but pushing yourself in a team environment is the real challenge with the best individual and collective outcome.

In Conclusion

The event industry is made up of many freelancers and individuals with experience in niche areas and those who create “event magic” as part of a well-rounded, agile, fast-paced team. Modern day, dynamic events are complex machines that require a multitude of cogs all working together to get a result. One wheel falling off is unacceptable but if you trust them, then there’s always a solution if you appreciate the value of a well-formed functional team.

Did you know that your team members can be one of your greatest weaknesses when it comes to data security and the chances of breach?  Find out what you can to STOP your attendee data from getting compromised by getting your copy of ‘ The Event Planner’s Guide to Data Security in a Post-GDPR World ‘.

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