As an event planner, there are many challenges with corporate event planning that you may have experienced in the past. From not having a solid back up plan in place, to underestimating how long certain tasks might take to complete, to recycling old ideas, these issues can make or break an event. But there are ways to avoid falling victim to the same issues each time! All you need to do is think outside the box and plan ahead for any and all possible road blocks. Preparing ahead and creating unique showcases for your guests is one of the best ways to make sure your event goes off without a hitch and your audience is left amazed. Here are some of the biggest challenges event planners face and how to overcome them.
Challenges Faced by Corporate Event Organizers/Planners
Budget
Planning for unforeseen expenses as you organize an event is one of the most important steps that many planners forget about. The “plan and spend as you go” method often leads to overspending or finding out too late that there isn’t enough money to finish the project. Don’t let this happen to you. Instead, research the items you will need for your event, create a spreadsheet of estimated costs, and share the information with the appropriate people to settle on a budget. Also, don’t forget to consider that you may encounter a few hiccups and need some extra wiggle room within your budget.
Time
It’s important to be prepared if things don’t go according to schedule during the planning process. Expect important people to be late, expect quotes to be late, expect printed invites to have the wrong time, etc. As Murphy’s law states: “Whatever can go wrong, will go wrong.” But if you start your planning process early enough and create and maintain a planning calendar, you will have more control over the timeframe. You will also give yourself enough time to deal with any issues should they interrupt your planning.
Innovation and Creativity
In today’s digital age, audiences need to be wowed by the latest technology and equipment. They expect more than just a simple presentation, they want to be inspired and impressed! This is especially true when it comes to product launches. Let’s say you are launching the newest model of a car. Instead of just telling your audience about its speed, agility, and safety features, show them these aspects. Use holograms to create an immersive experience so that your audience can feel themselves driving the car and using the various new features. One of the biggest challenges and/or problems faced by event organizers is finding ways to be be innovative and creative. Thinking outside the box always pays off and will leave your guests wanting more.
AV Equipment Failure
Technical issues can really spoil your event. Imagine your Master of Ceremonies goes up on stage to talk at the beginning of your event, only to find out his microphone isn’t working. Or, what if you have a video presentation where the audio and video files are not synchronized. Either of these situations can be disruptive to the audience and make you look less professional. To reduce these chances, make sure there is time built in for the AV team to do a complete run-though of every element of your presentation. This will help you prepare for any potential problems and give you peace of mind.
Fresh Content
Consider this: you’re hosting an annual wellness conference. This year, you have two guest speakers, a doctor championing a popular all-natural procedure to reverse the signs of aging and a holistic nutritionist conducting a lecture on the benefits of adding mushrooms to your diet. It’s interesting stuff, but there is one problem: every other wellness event has had the same speakers. If your audience has already seen or heard the same presentation, there won’t be anything unique at your event that leaves a lasting impression. Instead, think of ways to create new experiences for your audience and provide them with information that haven’t heard before.
Audience Engagement & Leaving a Lasting Impression
It’s important to get your audience engaged in your event and make your event memorable. You can engage your audience by having your speaker ask them questions and passing the mic around, so the entire room can hear their response. You can also set up social media walls that live stream your company’s Twitter feed. Have your guests share their experiences, tagging you in their posts, and then watch their posts show up on the screen for everyone to see. Not only does this get your audience engaged, but it leaves a lasting impression on guests.
Backup Plan
In case of any last-minute cancellations of problems, you should always have a backup plan. Booking a venue, inviting speakers or artists, and getting supplies are all important elements to your event’s success. But if any of these options fails, you need a plan B to make sure you can still run a successful event your audience enjoys. Also prepare for any inclement weather by providing shelter or choosing an indoor venue to rule out those issues.
How Can You Avoid These Event Production Problems?
Aside from thinking ahead and taking a proactive approach, you can avoid these problems faced in event management by working with an event production company near you. Event professionals, like the ones at bb Blanc, can help you create and execute product launches, trade shows, awards and galas, and much more, and they will have access to their own high-quality equipment and technology.
bb Blanc is a full-service, live event production company in Toronto that prides itself on "Creating Event Magic" using the latest technology for AV display and support, and an arsenal of talented live entertainers. We offer an amazing multitude of features that can be incorporated into any event so that guests will be engaged, amazed, and come away with lasting memories. If you’re not sure what you want, contact our corporate event production company and our consultants will bring their expertise to devise and orchestrate an event that works with your budget and time frame. Plus, we can also provide you with advice on more event planning problems and solutions you may not have thought of!
For more information on bb Blanc and the unique additions we can bring to your weddings, corporate gatherings, or other occasions, feel free to contact us by phone at (416) 360-0440 or by email at info@bbblanc.com.
