The nitty gritty of hosting an event! Potential and unforeseeable problems that can crop up at the last minute! A great set back to any event planning and can sometimes be disastrous. What are the common pitfalls that are most likely to happen? How can you minimize this and prevent it from happening?
Involvements of event planning
An event is a time based occasion, so everything is dependent on a time frame. Once you have set the time there is no pulling back unless it is the client who decides to change the timeframe. On your part, you will be expected to know how much time you require to organize the event, what is required and the budget allocated. You would also be required to be very skillful with your organizing methods and have a good team to execute your design and plans.
Sometimes event he most well laid plans can go wrong. The chances of this happening are even greater when communication and the relay of information is delayed. One delay can snowball to other delays creating an even greater problem. So how does one foresee and avoid all these potential problems?
Potential problems and solutions that make sense
Here are some simple tips how you can avoid these potential pitfalls before it happens. As they say “better be prepared than sorry”!
- Delay in getting ordered supplies on time – The possibilities of this happening is great. It could be due to lack of supply, longer manufacturing time or even wrong design when ordered. Always anticipate a timeframe for delivery. A more prudent way is have a few available suppliers so that you have an alternative. A good practice is to check with your suppliers before suggesting to the client!
- Team miscommunication and coordination – Another common problem in any event organizing. Keeping team members in the loop can be a trying time and involves a lot of running around. Which translates to time wasted. Sometimes just using a hand phone and computer is not enough. Messages get jumbled and misunderstood. A smart way to get around this is a great event management system that is not only mobile but also flexible to use. Information and instruction is easily disseminated to the right people.
- Vendor delays – This could be anything from your venue site to the catering and printers. Again, correct information at the right time is of utmost importance. Keeping a good track record of reliable vendors and constant updating of their supply list details at your fingertips is a great help. You can check out the features offered in every event management solution to see if it fits your criteria.
In a nutshell, any great and successful event management team can benefit from the inclusion of an event solution to help them in their event planning tasks. Being organized eliminates potential problems. Keeping mobile and updated means faster turnaround time, eventually saving you not just time but also budget money. You can be located anywhere or even in event Malaysia, these systems can be sourced online and applicable globally.
