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Arranging a corporate event is a massive task and as an event professional, you surely knows how demanding it can get. However, with the help of a cautiously devised plan and the right kind of tools in your hands, you can be the event ninja.

Jokes apart! Hold up, that was not a joke!

In any case, regardless, regular issues will undoubtedly come your direction. Unanticipated incidents, vendor related issues and clashes are quite recently a hint of a greater challenge with regards to potential event planning issues.

While every one of the issues can't be overlooked and should be handled truly, getting readied for them sounds like a decent idea, isn't that right?

In this way, how about we begin.

#1. Overspending or not having enough money.

Getting into the black hole of poorly crafted event fund is not something new. I am certain that every event planner has faced this problem at some or the other time.

The idea of 'plan and spend as you go' is what most of the event planners are incorporating and hence, they wind up either spending more then the actual budget. Or sometimes it is too late to realize what mistake they have made.

And hence, framing an event budget and deciding where and how to spend your event funds as soon as the planning incepts is recommended. Do your research regarding your event supplies, create a spreadsheet of estimated costs and sit with the team to finalize your budget.

#2. Not considering little things.

And by little things, I mean those last minutes tasks and details that fall in-between at the end moment. Though, when you fail to do them, they hit really hard.

For instance, forgetting to take the specific technical equipment that you'd need or changing the seating arrangement.

Therefore, it would be appreciated if you form a team. The benefit of having a great team is that you'll not have to remember every single detail and do every little task by yourself. Assign tasks to your team and follow up with them every week to know how things are falling.

This is a productive way to get things done without letting them fall into the cracks at the last moment.

#3. Choosing the venue.

Selecting the perfect venue which suits your event is arguably one of the most important things in event planning.

An event venue sets the theme for the event and many other subsequent details like whether you'll need decor or transportation and such things.

It is recommended to choose a venue which fits to your event and adds a lot of value too. Value can be anything of importance which is being facilitated with the venue like projectors, free wifi or other tech products.

Choosing a venue which adds value to your event will drastically bring down your event planning time and spending.

#4. Uncooperative weather.

Uncooperative weather is an instant epidemic which can totally break your event within a few seconds. And hence, preparing yourself with the backup supplies is recommended.

You might not be able to face snowstorm or extreme heat wave but you can surely tackle rain showers, light snowfall or moderate heat with a little homework and having extra supplies on hand.

For example, prepare yourself with umbrellas and ponchos in case rain is in the forecast. Or may be you can stock up juices, water bottles and sunglasses. Your attendees will surely appreciate your forward thinking.

Also, this way you get an extra opportunity to market your event through event merchandise.

#5. Running out of time.

I remember an event planner friend who always used to think that he had enough time to pull off his next event. And he always ended up thinking why didn't he start planning sooner? Are you also like my friend?

Therefore it is advisable to plan as soon as possible by outlining your short term vs. long term goals.

Depending upon the complexity of your goals, figure out a specific time to touch base your progress on the calendar. Here is a sample timeline for you to incorporate.

1 Year From Event - Define goals, event schedule, external schedules, define budget

8 Months From Event - Make sure venue, speakers, topics are defined and revisit goals

6 Months From Event - Revisit budget, refine messaging and purpose, reconfirm with all participants

4 Months From Event - Finalize invitation strategy (mail, online, calls, other outreach)

2 Months From Event - Begin invitations and external messaging as appropriate

1 Month From Event - Confirm attendee list, continue outreach as necessary. I coming weeks send "reminder" to guests make sure they know the purpose of your event and all pertinent informtion.

1 Week Post Event - Meet with organizing time to discuss success / failures of event and if goals were met. Document all and develop success plan for next time. Begin any outreach follow up needed.

#7. Too many people.

If you've got a larger than expected crowd, well your marketing tactics did wonders!

Congratulations! *applause*

While a large crowd is what every planner dreams of but having them at the same place would require some kind of crowd control and hence it is important to understand the dangers of it. Be ready with adaptive strategies that can keep a large crowd organised with proper signage in the entire event venue.

Also, keep a track of how many people are planning to attend your event through the discussions, engagement and panels through the event app. Figuring out these things will not only create a stress-free environment but will also rise the level of trust among your attendees regarding your planning skills!

PS: Want to know how you can plan a flawless event with Hubilo? Know more about it here.

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7 Major Event Planning Problems and How to Solve Them

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Arranging a corporate event is a massive task and as an event professional, you surely knows how demanding it can get. However, with the help of a cautiously devised plan and the right kind of tools...

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Why have so many music festivals gone wrong this year?

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From the Lord of the Flies vibe at Fyre, to the meltdowns at Hope & Glory and Y Not, music festivals feel more precarious than ever. Are the failures down to 'acts of God', or just bad leadership?

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Sometimes, no matter how well organised or planned an event is, things go wrong. Whether it's technology that lets you down, or simple human error, these things just happen from time to time.

The solution is to be aware of what can go wrong (the obvious things, at least) and to make a contingency plan in case they do.

Here we list the top 5 things that frequently go wrong at events and what action you can take in order to mitigate them.

Disaster! Your keynote speaker, headline band or special guest has failed to turn up. Maybe their plane is delayed, they're ill or have just let you down at the last minute. Whatever the excuse, you have a room full of attendees waiting to see them and nothing to show them. What are you going to do?

The key here is to a) get as much notice as possible from the participant that they can't make it and b) already have a back up in mind. Insert a clause in the contract stating you need to be notified at least 24-hours in advance if the participant has any doubt that they might not be able to attend - that way, if they're starting to feel unwell, they should let you know.

In terms of getting them to the venue on time, ask for confirmation of their travel plans and ensure there is ample time between their scheduled arrival and slot on stage. Ask the participant to keep you updated throughout their journey so you can be sure there are no delays.

Have your back up guest primed and ready - obviously, it should be someone who has availability on the day and can easily access the event location. Work closely with your speaker bureau/entertainment agency to have someone waiting in the wings or select another, existing participant at the event who can cover for them.
Related: 10 stories of events gone wrong and lessons learned
There's only one thing worse than the entertainment not showing up and that's a poor turn out on the day. The thought of a vast room, with just a few people milling aimlessly about is enough to give most event organisers the heebie-jeebies.

'No shows' are a particular problem for free events, where people are not motivated to attend by the financial 'investment' they have made. For this reason, it's a good idea to make a charge for tickets, even if you decide to donate all of the proceeds to charity. Requiring attendees to make a financial commitment will dramatically cut the amount of no shows.

However, even when people have paid for their tickets there will still be a certain number who can't make it on the day. For this reason, it's safe to assume a 20% drop out rate and either oversell or create a stand-by list, depending on the nature of your event and venue.

For smaller events, where every head counts, don't forget to send out a communication to your attendees close to the event date, reminding them of all the details and asking them to let you know if they now can't make it.
Related: 10 simple things eventprofs still get wrong
We've all been there; the speaker's microphone won't work, the video presentation won't play or the internet has gone down at a vital moment. It's embarrassing and can make your event look unprofessional.

Firstly, you need a solid AV partner working with you at the venue, in whom you can put your trust. Secondly, you need a rehearsal.

Be sure to leave time for a run through with your speakers or other entertainment. Find out if they expect to leave the stage and walk around, or if they plan to ask the audience for a show of hands. Raising the house lights or quickly adapting a follow spot or cameras is not a quick switch.

Don't stream presentations from the internet - that's just asking for trouble. Request hard files from all speakers and state in advance which formats are compatible. If you're planning a live link with another location and are reliant on connectivity, chose a venue with both the required capacity and experience in this type of event.

Don't neglect to trial all laptops, A/V systems and projectors that will be used and have your speakers operate them while they run through their speeches. Is the room dark enough to view the projections? Will delegates at the back be able to see/hear properly? Will the roving mics suffer interference at any locations in the room? What about when the event is in full swing - will the sound be drowned out, or conversely, impinge on neighbouring activities? Test, test, test and you have the best chances of avoiding technical glitches.
Related: Fatal errors to avoid when organising events
If you're planning an outdoor event, especially in the UK, it's vital to have a wet weather plan. Wherever possible, it's best to have a back up, indoor location. For a school fete, this could be the option to move activities from the playing field to the school hall. For a music festival, concert or show, it's having the reassurance of a marquee, even if it will push up costs.

If it is really not possible within your budget then at the very least have sufficient waterproof coverings for any technical equipment and ensure your team is mobilised to deploy them should the heavens open.

When choosing furniture and décor for your event, go for weather-proof options - wipe-down plastic seating, for example. Avoid cushions that will soak up the rain and anything that could be easily blown away, like flimsy paper banners.

To minimise attendee discomfort should the weather do the unexpected, prepare some provisions such as disposable rain macs and umbrellas for rain, and fans, water bottles and sunscreen for sun. Your guests will greatly appreciate these little touches.
Related: 5 weather-proof venues for spring/summer events
Nothing says badly organised more than long queues. Although us British might be good at it, waiting in long queues is not something event attendees really want to be doing - and shouldn't have to.

Whether it's event access points, the toilets or the catering, you need to work on your planning to make sure the facilities provided will be adequate for the number of people attending.

It can be hard to anticipate demand at the outset of planning your event, but using a good, online event registration system, like Eventbrite will let you keep track of ticket sales.

Knowing exactly how many people are coming, and raising revenue through ticket sales in advance, will give you the opportunity to scale up operations and make sure you have enough on-site staff to cope with the numbers.

Eventbrite also offer a smooth, quick and reliable entry management system ( Neon) that both you and your delegates can use on your phone, tablet (and even your smart watch) which will help get everyone through the door quickly.

Conclusion

These scenarios are common, but they needn't be. Being aware of the things that can go wrong gives you an opportunity to put in place measures to make sure that they either don't go wrong, or if they do, that they don't negatively impact the experience of your attendees!
What else commonly goes wrong at events? Share your experiences below!

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5 Things That Go Wrong at Events (& How to Stop them) - Eventbrite

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Sometimes, no matter how well organised or planned an event is, things go wrong. Whether it's technology that lets you down, or simple human error, these things just happen from time to time. The solution is to be aware of what can go wrong (the obvious things, at least) and to make a contingency plan in case they do.

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In your event group....

- Read through these articles

- Add post's explaining potential issues when managing a music event

- Say who you think is responsible for anything that goes wrong

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