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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.

The Event Planner’s Secret Weapon – Time Management

The Event Planner’s Secret Weapon – Time Management

Let’s talk about Event Planner’s Time Management

Are you super busy to the point of feeling exhausted and overwhelmed by your activities and responsibilities as an Event Planner?

If you’re nodding your head, don’t worry. We’ve got you. You’re not alone! We’ve all been there.

This is why we created EventDraw, a Time-Saving Solution for busy Venues and Events Planners that helps you stay on top of your admin so that you can get back to doing what you love: planning events!

 

Learning to manage your time effectively can help you not only get more done, but also keep your sanity in a profession with lots of moving parts and unexpected twists and turns.

In this blog, we’ll learn how to better with time management so that you can deliver your events and have more time to relax and enjoy a job well done.

How could you effectively and efficiently manage your time? 

Well, here are some ideas to consider:

Define Your Vision

The first step in effective time management as an event planner is to define your vision. The vision is the endpoint you want to reach, and it should be specific, measurable, and realistic. 

For example, if you want to grow your event business by increasing revenue by 15% next year, that’s a great goal—but it doesn’t help you focus on what needs to happen next month or even tomorrow. 

Your vision for the future should be something like:

Setting a clear vision for yourself and your business helps you stay focused on what matters most right now to accomplish short-term goals that are part of that overall vision.

Work S.M.A.R.T

When planning an event, it’s important to set your goals that are S.M.A.R.T. (specific, measurable, attainable, relevant, and time-bound).

If you work S.M.A.R.T., you’ll be able to identify precisely what the task at hand is, how long it will take, what needs to happen for it to be completed successfully and when it needs to be completed.

S: Specific

Keep your attention on a single task at a time, and make sure it’s realistic. If you don’t have the resources to actually complete what you’re working on, move on to something else.

M: Measurable

When it comes to measuring the results of your work, don’t just ask yourself if you completed everything—ask if it was done well and whether or not it helped you achieve your goals.

A: Achievable

If you don’t have the time and resources to complete something, don’t try! Instead, consider how much time and money would be required before moving on to another project instead of throwing yourself into an impossible task so quickly.

R: Relevant

Make sure that the things on your plate are relevant to what’s going on in your business right now and will help move things forward in a positive direction. Don’t waste time doing things that won’t make any difference at all!

T: Time-Bound

You need to know your goals and how much time you have to ensure they’re realistic. Set boundaries between work and personal life.

Be Panctual

It’s easy to let time slip away when you’re having so much fun organising an event, but being on time is important for various reasons.

First, it shows your clients that you take their time seriously. It shows them that you respect their schedules and understand their time’s value. If they know they can count on you to be on time, they’ll feel more at ease with you as a planner and trust you more.

Second, punctuality lets your vendors know you’re serious about getting the job done right. If a vendor knows you’re on time, he or she will be more likely to show up on time too!

And if one vendor is late, maybe another one will be early enough to take up the slack? 

Make sure everyone knows what’s expected of them by being punctual yourself—and then watch your event come together like clockwork.

Avoid Procastination and Make Sure You Make the Best Use of Your Time 

To be an efficient event planner, you must avoid “Procrastination”.

Putting off a task till later is an example of procrastination. This can be harmful because it takes away from the time you have to do other tasks.

Procrastination can also cause stress because you don’t want to deal with the task. You may feel like you’re wasting time or that there’s no point in starting it now when the deadline is so far away.

When dealing with a task that seems too difficult or unpleasant, it helps you stand back and recall why you agreed to take it on. 

Remind yourself why this is important by writing down your goals for each event and revisiting them often throughout the process (and even after).

Make sure every task has been broken down into smaller steps so they don’t seem overwhelming anymore! This will help with procrastination and stress levels while keeping things organized and manageable.

Identify Possible Risks

As an event planner, you will likely encounter many risks. Some are common, while others are specific to your industry. To effectively manage your time as an event planner, you should be aware of these risks and have contingency plans in place for them.

Risks can include:

  • Lack of Planning and Delivery Time
  • Inadequate Space
  • Poor Attendee Experience
  • Poorly Executed Logistics

Work-Life Balance

Event planning is demanding, and it can be hard to find time for yourself. The key to managing your time is to ensure you have a strong system for tracking your tasks and responsibilities so that you know what needs to be done, when and where.

You should also try to keep a clean desk by keeping clutter off and only keeping what you need on there. You can also use tools like a whiteboard or wall calendar to help keep track of upcoming events and have a planner or organizer where you can write down notes from meetings and phone calls.

Communicate Effectively

When planning any type of event, you need to be able to communicate with clients, vendors, and designers. You also need to know how to communicate with other employees in your company.

It is important that you have good communication skills so that you can have effective time management as an event planner. If you cannot communicate well, it will be difficult for you to complete projects on time and within budget.

You should ensure that you are clear about what needs to be done and when it needs to be completed. 

This will help ensure that there are no misunderstandings between yourself and any other parties involved in the project, such as suppliers or contractors working on-site during set-up or breakdown periods; or those who may not have been included in initial discussions but still need information before they can proceed with their work (e.g., caterers).

It’s also important for all parties involved (e.g., clients) to understand what is expected from them; this includes providing enough information about their requirements so that there aren’t any surprises later on down the line (such as additional costs).

EventDraw - The Must-have easy to use time-saving solutions for venues and events
As an event planner, part of your tasks is to create floor plans. While they can be very time consuming to create, they are also vital to your success.

Event diagramming software is a tool that makes creating floor plans much easier. It allows you to create and edit your floor plan without worrying about all the technical details involved in making them work properly.

It is much faster than pen and paper because it saves you time by not having to draw every detail of your floor plan before printing it out.

The software will allow you to import images into the program and add them to your floor plan. The program will then automatically convert these images into vector graphics so that they are easy for the eye to see on a computer screen or print out for reference later in the process.

On top of that, it creates beautiful 3D floor plans, charts, and diagrams within a short period of time! 

EventDraw has a solution for this problem!

Book for a Free Consultation

EventDraw is an event diagramming software that can help you create beautiful floor plans in no time. The software is user-friendly and straightforward—perfect for anyone new to diagramming software.

How does procrastination affect your event planning?

How does procrastination affect your event planning?

As an event planner and floor plan designer, you ensure the full benefit out of your time. You handle serious responsibilities that require good organizational skills and effective time management. One of the most undesirable behaviours is the habit of procrastination. Here are some tips to help you control behaviours that can hold you back from making the best use of your time. 

An Event Planner should have Time Management skills because it is one of the keys to a successful career.

Many people say, “Time is Gold,” and this is definitely correct. Time is even more important than gold because if you waste time, you’ll lose it, and there’s no way of bringing it back. Once you need it, you won’t have it, and you even have to pay for its consequences.

I’m sure you want to impress your clients and establish a remarkable reputation! Aren’t you?

If you are one of those striving to avoid the bad habit of procrastination, you need to manage your time wisely. 

Here are some strategies you can make to be an excellent and time-oriented event planner:

time-oriented event planner

Develop Self-Regulation

We need to balance the emotional and rational parts of our minds effectively. Failing to do so will prevent us from resisting temptation and only lead to more delays in our tasks. This indeed requires good willpower, which will make our rational brain stronger. Our strong willpower paves the way to effective self-regulation and will refrain us from doing something that can lead to procrastination.

Train your Willpower 

Procrastination is not inborn, it develops gradually over time. Therefore, training our willpower through an established habit and good routine will encourage us to be firm with our planned activities. In science, habit is formed through the consistent and regular repetition of our desired action within a specific period of time, and this will eventually become automatic.

This scientifically involves synapses associated with neural pathways, nerve connections and the prefrontal cortex that are the basis of our habits and thinking patterns. It can be developed through good habit formation and constant training of our willpower. This mind development is an important quality that you have to nurture as an influential event planner.

Block Distractions 

Finding the best working environment for your event planning and preparation plays a vital role in your overall performance. This will be effective if you identify and avoid the possible distractions that can cause you to procrastinate. Most distractions are the irresistible checking of social media, emails, text messages or even playing video games. You may tend to browse the internet uncontrollably and that consumes a significant amount of your time, even without realizing it. Keeping your workspace clean and organized can create a perfect mood and positive atmosphere, which affects your focus and concentration in planning your event. 

Create a To-Do List 

When preparing your event plans, a detailed list of your tasks and their prerequisites can equip you in performing your activities within its boundaries. This will increase your productivity and will lessen any redundancy in your work. It will also enable you to prioritize and focus on the much more important activities while refraining from wasting time. Creating a to-do list as the onset and early stages of your event plan allows you to break large tasks down into smaller and more controllable pieces. This detailed planning paves the way for good time management and can help you avoid procrastination.

Develop Right Motivation

Having the right motivation is more powerful than your willpower. When you are doing the tasks you love, you no longer need to push yourself. You can develop the right motivation if you identify and understand your goals and their purpose. Going along the way will help you find joy as you see yourself progressing towards your goals and objectives. Indeed, having a strong sense of purpose, doing things that you are good at and involving yourself in something that you enjoy can help you maintain your balance with the right motivation. This mindset can strengthen your confidence in the preparation of your event.

Have Adequate Rest, Proper Nutrition and Exercise

If you are tired, you will lose the willpower and the right motivation to do the tasks you need to accomplish. Napping can boost your efficiency. Your diet, nutrition, and exercise also play a significant role in maintaining your work and personal life balance. Try to take time for a walk and eat nutritious foods such as fruits and vegetables. It will improve your cardiovascular system and mental health. Thus, being mindful of your health and having adequate rest is the key to productivity.

It takes time!

Given these points and factors of consideration, can you see your significant control over your time and yourself? These changes and improvements will not happen overnight.

One of the things that can assist you as an Event Planner is using a tool that will make your planning more efficient. The tool that you need is an Event Floor Plan Diagramming Software.

Event Floor Diagramming Software produces designs and puts together all expectations that you as an Event Planner have in mind to ensure that your event floor plans will set a perfect ambience and invigorate your occasion. It strategically collaborates smart tools that will empower realistic and precise designs.

Successful event planners are using EventDraw in different parts of the world. It is designed to equip you to create sophisticated designs and floor plans that creatively match your clients’ demands and needs.

Sign Up Now and transform your creativity into beautiful event floor plan designs. Make the best use of your time and avoid procrastination while getting the full benefit of the most influential event floor diagramming software.

Avoiding procrastination is not just the only thing you should think about to have a successful event. Remember that one of the issues that an event planner is facing right now: is surviving the event amidst Covid-19.

Read here to know more about surviving the events amid the pandemic.