Most common pain points event organisers face while planning an event.

Event planning is considered to be one of the most hectic professions, as it finds its name in the same list which consists of fire fighting and military personnel jobs. It’s needless to say that there are many pain points which keep on troubling the event professionals on a regular basis.

It needs good planning and before that, a sense of awareness to tackle these pain points. This article aims at highlighting all such pain points which keep on popping up in an event professional’s life. Some of them are- 

Learn to unlearn

In this ever-evolving event industry, rules keep on changing. What worked for the last event may not work this time. In most of the cases, these changes are influenced by technology. Organisers need to keep themselves updated with the latest trend. Learning to unlearn what’s outdated is the need of this business. 

Thus the choice of event solution provider becomes really crucial. It’s not just about buying software, it’s about buying overall tech support. With the right choice of Software solution providers, organisers can keep themselves updated of the changing technology trends disrupting the event industry. 

Long queues

Long queues have long been a signature element of the event. Whether it’s registration or catering, queues contribute a lot in making both organisers and the attendees impatient. Organisers used to spend a lot on manhour needed to manage this crowd and they still failed to avoid attendees dissatisfaction. After all, Who likes to stand in the long queue? With the help of event technology, organisers have been looking for constant ways to get rid of this issue. Pre-registration and bar-code reading have already eased the process to a significant extent. Lately, the utilisation of kiosks in the registration process has made the process even more automated by empowering attendees to manage their entries on their own. 

Unorganised data

Events involve so much of data. This data may be from the marketing department, sales department, client servicing department or accounts department. Data helps an organiser to make more rational decisions but the same data becomes irrelevant when unorganised. For instance, when the data is scattered across multiple platforms, it becomes difficult to get a full picture of the situation.

To avoid such a situation, organisers seek entire data on their personal CRM. This helps them make better decisions to attract more vendors, exhibitors and of course better footfall. Event apps are realising this need, which has resulted in their integration with API features.  {to know more about API integration, click here}

Hidden charges 

Deciding the right venue for the event is the key task that organisers undertake. But the problem doesn’t end after the right venue is decided. Sometimes, the pricing strategy of the venue may cause issues as there are extra charges they might go unnoticed. This problem is usually faced by industry newcomers. 

The problem of hidden charges is not limited to the venues. These days, when event technology is dominating the industry, it’s also necessary to have a comprehensive overview of the software accessory before finalising the deal. 

Apart from the issues of hidden charges, there are many other cases of frauds and forgery that keep on revolving in the event industry. Tourist scams related to events, scams of ticketing by a third-party vendor and data security issues, these are some nightmares for any event organiser. The advent of blockchain technology in recent years is working towards a more transparent and secure industry standard, though it still has a long way to go. 

Coping up with changes/emergencies

This is singularly the biggest nightmare of an event organiser. Event organisers are as good as their last event. One mishappening and an event can go from happening to horrible. Though event technology has brought some relief to event organisers. At least in terms of pre-event networking, organisers are informed enough to predict the footfall. Event apps allow organisers to track the pre-event networking and they plan their promotions accordingly. 

There may also be changes in terms of the event content- schedule/agenda/additional information. If this information is not conveyed in time, attendees may feel betrayed and clueless which directly affects the image of the event. Organisers can easily manage their content from a powerful dashboard which syncs real-time information across various platforms (event app/website). Thus, attendees remain aware of all such last-minute changes in the event. 

As far as onsite emergencies are concerned, having a contingency plan comes handy as it helps the organiser in dealing with the situation smartly.

Of all the pain points that we discussed so far, while some can be dealt with smart use of efficient tech-tools, others need a good management strategy to be dealt with. A good mix of technology and strategy can help an organiser face any such difficulty with the utmost readiness.