HANDLING COMMON PRESSURES OF EVENT PLANNING

We look at few of the most common challenges event planners are faced with and how to deal with them.

Short Lead Times
Lead time for some events can be so amazingly short that it puts much pressure on the event planner and increases stress levels for everyone involved. Although tight deadlines for an event planner can sometimes be a welcome challenge and a very good opportunity to prove one’s ability and earn good reputations before clients, it can also amount to striving for the impossible if care is not taken.
It is very important to be honest about what is actually achievable within the available time frame, bearing two things in mind. One, if you the event planner can get things done immediately almost all the time, other people may not and so you need to add in some slack to the timeline for response time from speakers, suppliers and others. Two, short lead times will have an impact on attendance because potential attendees most likely may not be willing or be able to adjust their busy diaries to accommodate the event you are coming to market to them within a very short period.
At such times, saying no may be the best option if the deadline is not workable or if the rewards of the project will not sufficiently compensate for the demands. Alternatively, if you must take up the event, you may need to have a serious discussion with the client to let them know what is feasible and the risks involved. You will also need to prioritize the essentials of the event and confirm what extra support and resources are available before venturing into it.

Shoestring budgets
Planning an event on very slim budgets can be really challenging for an event professional. However, delivering an event within client or organization’s budget is equally essential to maintain trust and loyal client base. So when next you have a shoestring budget to work with, look at all the budget items and focus on the items of highest priorities. Then see how you can save money from any area of the budget to reallocate towards the prioritized items.

Also, if you have long standing relationships in the industry and good will (this is a must have for every event planner), you can turn to your contacts for help. Think of what favor you can request for from any of your suppliers and how you can creatively repay them.

Difficult Clients
As an event professional, people skills are of great importance to acquire because once in a while, you will surely encounter a difficult client and at such times, you are likely to be tested to the max. To minimize your stress at such instances, you need to be very relaxed and do the following:
Ask several questions to find out what your client’s concerns are and how you can put their minds at rest.
Outline every requirement at the start of the project and explain why this is important to the event success.
Put all deadlines, progress updates, any differences in opinion and the outcomes taken and indeed, everything about the event in writing as much as possible.

Ensure there is a clause in your contract terms and conditions about non delivery of information as this can have an adverse effect on the event.
In conclusion

Accepting these challenges and more and overcoming them to deliver successful events can be all the more rewarding to reflect on your achievements as an event planner. So dear aspiring event planner, are you ready?

For more tips on Event Planning, please visit our blog www.royalsdelightblog.com.

Also if you desire a career in Event Planning, then join our upcoming Training class in October for the right start up in the industry. For more details, please visit our website www.royalsdelightng.com to download application form or use any of our contact us through any of the means we have provided. We will be glad to serve you.