May 2023 - EventDraw
Solving Event Planners’ Pain Points

Solving Event Planners’ Pain Points

Did you know that planning events can be super stressful? Imagine spending three to six months getting ready for a big event, and then on the actual day, everything starts going wrong.

If you’re an experienced event planner, you might expect some issues, but if it’s your first time, it can be a big surprise. Event planners and venues have to handle a bunch of tasks all at once, and the deadlines are always creeping up. So, when it’s a major event, lots of things can go wrong. As the organizer, you have to think on your feet to make sure everything goes as planned.

To tackle these challenges, it’s crucial to understand what they are and how to deal with them. That means getting to know the common problems event planners face and figuring out the best solutions.

What are these Event Planner’s Pain Points, and How do you deal with them? 

Best Way to End Event Planner’s Pain Points and How to Deal with them 2021

Hidden Costs You Might Overlook

Assuming all the details are settled and plans are in motion. Suddenly, there’s a surprise – hidden fees! These unexpected charges can make your budget shoot up. Wondering how to manage? Make it a habit to carefully read the terms and conditions in the contract, even if it feels tedious. It might save you a lot of money in the end. Don’t hesitate to ask your suppliers and venue about any extra fees during discussions or in person. Before signing anything, share your event vision and request quotes that align with your needs.

Timely Responses

Meeting internal deadlines becomes a hassle when you have to chase down suppliers. Plan in advance, providing suppliers with ample time to prepare their responses. If the timeframe is tight, consider accepting basic information over a detailed response, but be clear about your expectations.

Handling Stress in Event Management

Organizing events can be stressful, with both external and internal pressures becoming overwhelming. Amidst numerous tasks and a flood of emails, it’s crucial to take a break occasionally. Pause to reassess, concentrate on managing expectations, and don’t hesitate to seek help when needed.

Understaffing an event

Not having enough staff for events is a big problem that shows up on the actual day, and by then, it’s too late to do anything. To avoid this, talk to the key people involved beforehand and find out what help they’ll need on the event day. Make sure everyone’s roles are clear, plan for different guest turnouts (like if only 25% or 75% show up), and think about having a few extra people on standby, just in case. This way, you can make sure everything runs smoothly on the day of the event.

Avoiding Excessive Spending and Navigating Budget Challenges

The biggest challenge in planning any event is managing your budget. Little things can pop up and change your spending plans. Check out where you can save money compared to your past events. If you’re new to planning, ask for info about how much the company usually spends on events. It’s a good way to get a sense of what’s a reasonable budget.

Failure to keep track of schedule or budget adjustments

When unexpected changes happen to your schedule or budget, it’s crucial to have the ability to approve or reject them. If you agree to something, make sure to follow through and adapt your plans as needed. Keep everyone in the loop by regularly checking in with key stakeholders and using a single platform for all communication to avoid any confusion.

Dealing with Storms and Flooding at Your Event

No matter how nice the weather seems, it’s smart to plan for the unexpected. Have a backup location nearby, available for last-minute reservations, and consider getting weather or event insurance in case you need to postpone or cancel due to bad conditions. This is crucial, especially if your event sells tickets, as guests may be entitled to a refund.

Dealing with Unorganized Event Management

Imagine trying to organize an event like putting together a puzzle missing some pieces – it can be a real headache! To make things smoother, it’s important to have a flexible and adjustable way of planning events. Think of it as having the right tools to build success. Thankfully, there’s a lot of event planning software available that can help bring some order to the chaos. With these tools, event planners and venues can make things easier, work more efficiently, and increase the chances of a successful event.

Long queues

Waiting in long lines can be frustrating for everyone. No one likes it. But now, using kiosks during registration makes things more automated. People can handle their entries on their own through event technology, which is pretty cool.

Managing and analyzing data from an event

Event planners often struggle with the time-consuming task of managing and analyzing data from events. Coordinating attendee registrations, feedback, and vendor details can be overwhelming, leading to manual errors and a drain on resources. The solution lies in adopting specialized event management software. This technology automates data collection, streamlines processes, and provides real-time analytics, saving time and ensuring accurate insights for better-informed decisions and successful future events.

Unexpected Speaker Cancellation

When facing a last-minute cancellation, event organizers must be prepared with a backup plan. Securing a venue, confirming alternative speakers or artists, and ensuring the availability of necessary supplies are vital elements for the success of any conference or event. The most common mistake made by event organizers is neglecting to prepare an alternative solution. It’s crucial to address any potential issues on the day of the event. Successful planners always have a contingency plan (Plan B) ready in case of unexpected challenges.

Scheduling and Managing of Event Spaces

Finding and managing event venues can be a big headache for planners. It takes a lot of time and can be tricky. But, there’s an easy solution – use digital tools for venue booking. These tools help planners find the perfect spot and give them a virtual map and info about things like audio, security, and Wi-Fi. This makes everything simpler and reduces the chance of surprise costs.

Outdated with the latest software

Event Planners and Venue Owners should be ready to change their approach because things are always evolving. What worked before might not work now. Those in charge of planning events need to keep up with the latest software. With technology always changing, event organizers should pick the right software providers to stay on top of trends.

Event planners face many challenges when it comes to executing events.

EventDraw - The Must-have easy to use time-saving solutions for venues and events

On the other hand, Using the right event software makes handling these tasks much easier. Try out the software for creating event floor plans – it helps you create accurate layouts and table arrangements. You can request a demo or visit our website for more information. If you want to know why Event Floor Diagramming Software is beneficial for a successful event, check out “7 Benefits of using Event Floor Diagramming Software” here.

7 Benefits of using Event Floor Plan Diagramming Software

7 Benefits of using Event Floor Plan Diagramming Software

Planning events can be exciting, but it comes with its fair share of challenges. Imagine having a tool that makes the process smoother and more efficient. That’s where Event Floor Plan Diagramming Software steps in! In this blog, we’ll break down seven simple reasons why this technology is a must-have for event planners and venue owners. From making teamwork a breeze to creating unforgettable experiences for attendees, let’s explore how easy event planning can be with floor diagram software.

Here are some benefits of using Event Floor Plan Diagramming Software:

1. Visual Planning and Layout:

Event diagramming software allows users to create detailed visual representations of event spaces, including floor plans, seating arrangements, and booth layouts. This visual planning helps event organizers, venues and clients to create accurate event floor plans and better understand the spatial dynamics and flow of the event.

2. Efficient Space Utilization:

With the ability to drag and drop elements within the software, organizers can efficiently utilize event spaces, ensuring optimal placement of booths, stages, seating areas, and other key components. This helps in maximizing the available space and creating a seamless experience for attendees. 

Event Diagramming Software

3. Collaborative Planning:

Many event diagramming tools support collaboration, enabling multiple team members to work on the same diagram simultaneously. This fosters better communication and coordination among event planners, vendors, and venues, leading to a more cohesive and well-executed event.

4. Real-Time Changes and Updates:

Event plans are dynamic and may change throughout the planning process. Event diagramming software allows for real-time updates and changes to the layout, ensuring that everyone involved is working with the most current information. This agility is crucial for adapting to unforeseen circumstances or last-minute adjustments.

5. Improved Communication:

Visual representations are often more effective in conveying information than written plans. Event diagramming software provides a clear and visual way to communicate event details to all stakeholders, including vendors, staff, and sponsors, reducing the likelihood of misunderstandings and errors. 

Sharing Event Floor Plan

6. Enhanced Attendee Experience:

By using event diagramming software, organizers can strategically design the event layout to optimize traffic flow, minimize congestion, and create engaging and accessible spaces. This thoughtful planning contributes to a positive attendee experience, making the event more enjoyable and memorable.

7. Create Accurate Event Floor Plans:

Effortlessly create precise floor plans while efficiently managing resources. Event Diagramming software empowers event organizers to optimize staff, equipment, and space allocation, offering valuable insights into potential bottlenecks and space constraints. This ensures a cost-effective and seamlessly organized event, where every detail is thoughtfully considered for a flawless experience.

In the fast-paced realm of event planning, the right event tools can make all the difference.

Event diagramming software isn’t just a technological convenience; it’s a game-changer that empowers you to visualize, strategize, and execute events with unparalleled precision.

As we’ve explored the seven benefits of utilizing event diagramming software, it’s clear that this innovative approach goes beyond traditional planning methods. It’s about fostering collaboration, enhancing communication, and ultimately delivering exceptional experiences for both planners and attendees. 

EventDraw - The Must-have easy to use time-saving solutions for venues and events

So, are you ready to revolutionize your event planning journey? Take the leap into the future by incorporating event diagramming software into your toolkit. Explore the options available, harness the power of visual planning, and elevate your events to new heights. The next level of efficiency and creativity awaits – seize it now and transform your events into unforgettable moments.

Your events deserve to be more than just organized; they deserve to be extraordinary. Embrace the possibilities, embrace event diagramming software, and let your events shine.

$270,000 More Revenue

$270,000 More Revenue

$270,000 in additional revenue from 1 extra table

 

Some history before the facts…..
EventDraw is Diagramming software for events.  Easy to use software that event planners and venues design customized event floor plans and layouts such as dinner dance, theatre, cocktail & classroom style layouts. By providing event visualization you can deliver on the event experience, plan events faster, easier and more accurately.
It was often the case a venues perceived max capacity was underestimated, and in many cases by up to 30%.

 

Look at this example below:

Contract: $270,000 in additional revenue from 1 additional table.

How
1.8m (6 ft) round table can seat between 10-12 guests.
For this example lets use 10 pax per sitting.

An average cost per head – wedding/event – $130.00
Total revenue generated in one sitting $1300.00

Average number of events per week 4 (wedding, function venue, stadium or restaurant)
Total revenue generated in one week = $5200.00

Per week $5200.00 x 52 weeks per year = $270,400

That’s $270,000 in additional revenue using 1 x 1.8m Table!

 

Our customers have created thousands of Event Floor plans ranging anything from hotel function rooms to large stadiums, there is no limit . By working with thousands of clients globally we have years of experience and knowledge which enables us to help you create the best event floor plans to impress your clients!

Our Software is a user-friendly interface which allows our clients to easily develop and design accurate floor plans within minutes by using our simple drag and drop method of your desired item onto the plan. Our software allows you to create a myriad of different configurations of layouts in one room, not limiting you to the one design!

 

 

Jay Laybutt – EventDraw

7 Simple Tips for Event Planners Working From Home

7 Simple Tips for Event Planners Working From Home

 

In recent years, the world has witnessed a significant shift in the way we work, with more professionals embracing the flexibility of remote work. Event planners, known for their knack for orchestrating seamless experiences, have also adapted to the virtual landscape. Working from home brings its own set of challenges, but with the right strategies, event planners can continue to create memorable and successful events.

Here are seven simple tips to help event planners thrive in their home-based endeavors.

1. Create a Dedicated Workspace:

Setting up a designated workspace is crucial for maintaining focus and productivity. Choose a quiet area away from distractions, preferably with good lighting and ergonomic furniture. This space will serve as your professional haven, signaling to your brain that it’s time to work and plan events.

2. Leverage Virtual Collaboration Tools:

Event planning is a collaborative effort, and virtual tools can make communication and coordination more efficient. Platforms like Zoom, Slack, and Trello facilitate seamless communication and project management. Utilize these tools to keep your team connected, share updates, and ensure everyone is on the same page.

3. Master Time Management:  

Working from home requires a strong sense of time management. Plan your day ahead, allocate specific time blocks for tasks, and stick to your schedule. Consider using time-tracking apps to monitor your productivity and identify areas for improvement. Efficient time management ensures that you meet deadlines and deliver exceptional events.

4. Stay Updated on Industry Trends:

The events industry is dynamic, with trends constantly evolving. Allocate time each week to stay updated on the latest industry trends, emerging technologies, and best practices. Attend virtual conferences, webinars, and networking events to connect with peers and gain valuable insights that can elevate your event planning skills. And utilize Event Diagramming Software to stay ahead of the curve and enhance your expertise in event planning.

5. Enhance Digital Marketing Skills:

In the virtual landscape, digital marketing plays a crucial role in promoting events and engaging attendees. Sharpen your digital marketing skills by familiarizing yourself with social media strategies, content creation, and email campaigns. A strong online presence will help you reach a wider audience and make your events more successful.

6. Embrace Flexibility and Adaptability:

The events landscape can be unpredictable, and adaptability is a key trait for successful event planners. Embrace change with a positive mindset and be prepared to pivot your plans when necessary. This flexibility will not only help you navigate unexpected challenges but also demonstrate your ability to thrive in dynamic environments.

7. Prioritize Self-Care:

Working from home can blur the boundaries between professional and personal life. It’s essential to prioritize self-care to maintain a healthy work-life balance. Set boundaries, take regular breaks, and engage in activities that rejuvenate your mind and body. A well-rested and balanced event planner is better equipped to handle the demands of the industry.

Ready to Transform Your Home Office into an Event Planning Haven?

Working from home as an event planner has its hurdles, but with the right approach, you can shine in the online world. Create a good workspace, use collaboration tools, manage your time wisely, stay updated on trends, boost your digital marketing skills, stay flexible, and take care of yourself – these are the keys to success.

And don’t forget the game-changer: Event Diagramming Software. It’s like having a superpower for planning and visualizing events. By incorporating these tips and tools, you’re not just an event planner anymore – you’re a virtual event wizard!

EventDraw - The Must-have easy to use time-saving solutions for venues and events

 

Your dedication to excellence will show in the events you organize, leaving a lasting impression on clients and attendees. For more insights and solutions to common challenges faced by event planners, check out our guide: Solving Event Planners’ Pain Points. It’s your go-to resource for mastering the art of virtual event planning and overcoming any obstacle that comes your way.

The Must-Have Tool for Event Planners

The Must-Have Tool for Event Planners

 

The Ultimate Time Saving Solution

Say goodbye to the hassles of floor plan struggles with the ultimate time-saving solution!

EventDraw, a cutting-edge software designed for event planners, has revolutionized the process of designing floor plans and organizing event layouts. No longer considered a tedious task, this must-have tool has transformed the way events are planned.

What is EventDraw?

EventDraw is innovative diagramming software designed to empower event planners and venues in effortlessly crafting captivating event floor plan layouts within minutes. With EventDraw, planners or organizers can swiftly generate precise and streamlined seating arrangements for various events like dinners, conferences, and cocktail gatherings in record time.

Why should event planners use EventDraw?

Save valuable time that event planners often spend extensively researching venue suitability. With event visualization, enhance the overall event experience, streamline event planning, and achieve greater accuracy. In today’s competitive landscape, delivering an outstanding personalized experience is crucial, whether you’re organizing a basic board meeting or an extravagant wedding.

How does it work?

EventDraw offers intuitive drag-and-drop software designed to streamline your event planning process. Our dedicated team has meticulously crafted templates for various venues, including function spaces and outdoor sites. Customize your smart shapes, such as furniture and equipment, with ease.

This innovative approach empowers event planners to effortlessly drag and drop these shapes onto the plan, resulting in precise, to-scale floor plan layouts. The value of our service is evident as it not only saves time but also reduces labor, allowing your setup staff to comprehend plans effortlessly. Say goodbye to the hassle of rearranging furniture.

Clients appreciate our user-friendly platform, with many creating exceptional event floor plan diagrams after just 15 minutes of training. Explore our training videos to discover more about how EventDraw can transform your event planning experience.

How does EventDraw benefit EAs and PAs tasked with planning events?

Meet Jay Laybutt, the Director of EventDraw. Our extensive collection boasts 28,000 floor plan templates tailored for venues across Australia, Asia, and globally.

Executive Assistants (EAs) and Personal Assistants (PAs) can effortlessly access EventDraw, choosing from our comprehensive venue catalogue. This allows them to craft event plans with the assurance that what they design on screen perfectly aligns with the venue’s layout.

One standout feature of our system is its ingenious capability. With a simple click, it employs embedded algorithms to automatically optimize space usage. This translates to the creation of maximum capacity plans in under three seconds.

Discover more about EventDraw on our website for additional information.

event diagramming software