Psychology

1. Challenges of Event
Management and Event Planners
and its Solution
By: Name Name

2. Started the planning too late
• The problem: When an event
is a year (or a half a year)
away, it can be tempting to
keep it on the back burner
and focus on other immediate
priorities. Then, all of a
sudden, you look up and your
event is three or four months
out. You’re forced to rush
through important things, like
developing your event app.
• The solution: We recommend
starting the process at least six
months out. More planning
leads to a smoother event, and
this is especially true for your
app. Leave plenty of time to
contact an app provider, plan the
discovery stage, and design and
develop an app you’re proud to
share.

3. No personalization
• The problem: Your event was
seemingly successful — it was
promoted, attended and
managed smoothly. But in the
final analysis, the engagement
metrics were disappointing.
• The solution: Your attendees
personalize everything in their
lives — entertainment, news,
social media, etc. Your event
should offer a personalized
experience. Your email
marketing can mention them by
name. You can offer a
customizable agenda.

4. Didn’t plan sufficient set-up time
• The problem: Vendors and
attendees begin to arrive, and
you and your team are still
running around like crazy. To
seem out of control right off the
bat is not a good first
impression.
• The solution: Create a detailed
production schedule, with time
allotments and specific task
assignments for everyone
involved. It can’t hurt to keep a
couple of additional hands free,
reserved for those unknowns
that always pop up. Similarly,
when you create the schedule,
build in extra time.

5. Didn’t consider external factors
• The problem: You realize that on
the same day of your event,
there’s a marathon running
through the city and traffic is
completely gridlocked.
• The solution: Put some thought
in the external factors. Is there a
similar industry event happening
on the same date? Even if
another event is happening
within the same few weeks, your
attendees might not want to
commit to both.

6. Right data wasn’t captured
• The problem: After the event,
your boss asks you, “So what
was the ROI?” and you don’t
have an answer.
• The solution: Make sure you
have an event app that gathers
the right data. Keep track of all
of leads generated, live-polling,
QR code scans, vendor booth
visits, networking matches, etc.
A good app will capture all of
these metrics and more — so
you’ll have the data you need to
prove success and improve your
strategy for next year.

7. Over programmed
• The problem: Hours into a day of
presentations and breakout
sessions, attendees are slouched in
their seats, staring at their phones.
• The solution: Over-programming is
a common event management
problem. While you might be
anxious to pack in all the
excitement possible, remember
that attendees can only take in so
much. Schedule ample breaks, and
communicate them clearly. Make
sure your venue has a pleasant
space nearby — preferably with an
outdoor option — for attendees to
recharge.

8. Networking isn’t implied
• The problem: You arrange
awesome speakers and
interesting breakout sessions.
But in surveys and in data, it’s
clear that the networking
engagement numbers are flat.
• The solution: Attendees and
vendors come to your event
expecting to make connections.
Make sure you incorporate time
and space for people to
network. And take advantage of
event app technology to
encourage and maximize
connections.

9. Budgeting
• Budgeting is definitely one of the
most difficult pieces of the event
planning process. Planning and
paying as you go will often get
you into financial hot water, and
can cause you to either go way
over budget, or be forced to
slash line items in order to stay
on track.
• To avoid this happening, there
are several things you can do.
Get quotes in writing from
vendors, along with an end date
for the pricing. Locking in pricing
can help a great deal, and
planning in advance using
quotes can allow you to have
your budget and event mapped
out prior to actually spending
the money.

10. Audio visual failures and technical issues
• There are few things more
awkward than a presentation
flaming out spectacularly due to
audio or visual issues. It’s likely
your event speakers are well-
respected in their field, and
being unprepared in front of
them will not feel pleasant.
• To ensure everything runs
smoothly, build time into your
event for the AV team to do a
run through and check for any
potential issues. You should also
have people on hand for each
presentation who are trained to
resolve any potential issues. This
way, your bases are covered if
something does happen.

11. Venue and vendor selection
• Selecting venues and finding
vendors for events is a
challenging process. There is a
lot of variety and competition,
and top vendors are often
booked well in advance.
• This will be an ongoing process
for each event, but developing
solid relationships with key
vendors and service providers
will only serve you well. A good
working rapport can really help
keep events running smoothly,
and help you snag prime dates
and pricing.

12. THANKS