why is problem solving important for an event

The Art of Solving Problems at your Event

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In 2015, Steve Harvey, the then host of the Miss Universe Pageant did what every emcee lives in fear of doing. He announced the wrong winner. He later confessed that the font for the first runner-up was larger than the font of the winner and that caused his confusion. But regardless of the cause, the pressure of a live event can be stupefying.

If you’ve ever been faced with an important decision during an event, you may have noticed your own confidence eroding. It’s difficult dealing with the pressure. So how do you become a better, more confident problem solver when it counts? Follow these few steps:

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How to Become a Better Event Problem Solver

• Understand the issue. Whether it’s an attendee or supplier bringing up the issue, make sure you fully understand it and all the ramifications before jumping in to solve it.
• Create a plan. Make sure everyone understands their role and deliverables in the plan.
• If you’re at fault, admit it. Don’t place blame or make excuses. Admit fault and explain how it will be righted.
• Implement and follow up. Not only do you want to solve the problem at that moment but make a note to follow up. That makes an impression.

Becoming a Problem Solver by Deciding to Do So

You’ll often hear people claiming to be ‘born problem solvers’. And it’s true, some of us have a quick creative mind like that. They needn’t develop it or change anything. It’s simply how their brain works. For the rest of us, we need to cultivate a problem-solving mindset.

It’s like shopping in a large store and asking a clerk where an item is. Some simply give you an aisle number while others take you there. The people who take you there have to decide to get up from what they’re doing and help you. Problem-solving at an event is the same way.

Becoming a problem solver doesn’t require you to jump into the middle of any disgruntled situation, but it does mean finding solutions and giving up the shrug of the shoulders. People who are good problem solvers:

• Understand the difference between fires and infernos when it comes to problems and they address them accordingly.
• Are patient and creative.
• Enjoy helping and a good puzzle.
• Are naturally curious.
• Know what they’re doing.
• Tie all the laces so no one trips.

These skills can all be cultivated, so let’s examine them.

Fires Versus Infernos

Event problems don’t take a number. In order to be a good problem solver, you need to know how to weed out the most pressing issues and get to them first. A pressing issue isn’t always the one that is the most urgent but the one with the biggest PR nightmare potential. Learning how to prioritize is one of the greatest skills you can acquire in your pursuit of being a top problem solver.

Acquire Patience and Creativity

In understanding problems, it pays to be patient and creative in your approach. But before you give up because you don’t see yourself as a patient or creative person, you need to understand those words in context.

A patient problem solver is one who will listen to the entire issue before trying to solve it in their head. Most of us begin anticipating and formulating an answer before someone is even finished with a question. It saves time but it also keeps us from hearing the entire explanation. This makes people shut down and feel like you are not a source for a solution.

A creative problem solver doesn’t shut down ideas with a quick ‘that will never work’ without fully thinking about it. Creativity in problem-solving is not the same thing as creativity in the arts. It’s more about keeping an open mind while you and your group sort through options. You can acquire this type of creativity by merely willing yourself to.

Be a Helper

Problem solvers enjoy the challenge of helping people. It’s difficult for those who don’t enjoy helping to be an event problem solver. Often it requires us to put down whatever we’re working on and take on the new challenge. This can be frustrating for regimented personalities. That’s why if you want to be good at solving problems in the moment, you need to embrace the idea that you are helping someone.

Employ Curiosity

The best problem solvers are naturally curious people. Curiosity allows them to question things most people take for granted. You can flex that curiosity by questioning the usual answers.

However, excellent event problem solvers are curious but within confines. A problem at an event requires immediate action and often creativity. Curiosity can help you find a good solution but once it’s reached, you need to turn off the questioning or at least delay it until the next issue. As an event planner, you don’t have the time to question everything. Leave that to the philosophers or the event planning stage.

Know What You’re Doing

It’s next to impossible to solve a problem unless you know the area in which you’re working. For instance, let’s say a CEO of a logistics company had an issue. He might consult his logistics person. Consulting his event planner isn’t going to help him because the planner simply doesn’t know how logistics works. If the CEO had an event issue, they wouldn’t ask the logistics person, because again, that person doesn’t have the background necessary to suggest viable solutions.

One of the ways you can become a better event problem solver is by knowing your business and your suppliers as best you can. Keep up with online communities for event planners so that you know best practices and what others are doing. You may even read about an issue that you will face later.

Tie the Laces Quickly

Finally, a good event problem solver addresses immediate issues and understands how a decision may have other ramifications too. If you fix this one thing, what could it mean for others? Or if you answer this issue for this person, will it cause them to come back to you in a few hours because it has created another challenge?

An event problem solver needs to operate on multiple levels with 360-degree views of cause and effect. They should also have an eye for the big picture and the minutiae. You can’t make a solid decision without weighing all the options and understanding everything involved. However, reading a book on strategic problem solving isn’t going to help you in events.

Event planning requires quick and effective problem-solving. You don’t have a business quarter to decide next steps. You must create a solution that is the best you can do with the information and the time that you have.

Now that you know the elements that make a good event problem solver, let’s explore how you can actually put them into practice.

Steps for Better Event Problem Solving

Understand the issue.

When most people have an urgent issue, they rarely come to you in a calm demeanor with all of the information you need to help solve the problem. Instead, they rattle you with phrases and words that may seem like a disjointed mess. It’s up to you to ask the probing questions that will help you understand what the issue is, everyone it affects, and what’s already been tried. You need this critical information in order to present the most viable solution.

Create a Plan

Now that you understand everything involved, you can create a plan that addresses the issues. Make sure your plan takes into account the issue presenting itself but also try to be proactive about others that may crop up as part of the solution.

Once you have a plan to address the solution, ensure everyone understands their role and deliverables as well as the schedule and how it fits into their current responsibilities. Are they to drop everything to help in the solution or is it something they should do after their immediate responsibilities? Don’t leave the order up to them unless there is time to spare. If something is urgent and trumps everything else, make sure that is clearly communicated along with who will do it.

Part of your plan should be giving the affected party a point of contact. Don’t leave them wondering whether something got fixed or not. Another good reason for a point of contact is because problems sometimes escalate and it’s nice for the affected person to go to someone who already knows the situation.

If You’re at Fault, Admit It

This is one of the most difficult parts of problem-solving but an essential one. Don’t place blame or make excuses. Don’t try and get the other party to take partial responsibility.

Excuses place everyone on the defensive and ultimately it doesn’t really matter who caused the issue. But if it’s your mistake, admit fault and explain how it will be righted.

If it’s not your fault, it’s likely still your responsibility at the event. Apologize for the fact that it happened, not that you did it. Even if it was caused by a supplier or a third-party vendor, see if there’s a way that you can help mediate or direct them to someone who can help. Don’t just tell them to call the tour company, for instance. Find a contact name for them to ease their frustration.

Implement and Follow Up

Now that you have a plan and everyone understands their responsibilities, and you have taken responsibility for any fault you may have in the situation, you need to implement your plan and follow up. If it’s a problem involving an attendee in a multi-day event, check back in with them several times to find out how things are. Use their name and address specifics. If applicable, offer concessions to come to another event.

Keep an eye out for escalations on social media as well. Often, you’ll think something is addressed and the party will take their frustration to the web.

How to Solve Problems Quickly

One of the best things an event planner can do when it comes to problems is to solve them thoroughly, yet quickly. A problem left unattended becomes a very large issue because it compounds with the feelings of being ignored. Never let someone feel ignored if you can help it. But how do you ensure that you handle the problem with alacrity? You should:

• Be listening on social media both through hashtags and keywords. If your event is not thousands of people large, create a Twitter list of attendees and scan it periodically to ensure everyone is content and satisfied. If not, escalate the issue appropriately.
• Walk the floors and listen for sentiment.
• Look at exit surveys as they happen. You needn’t read them all but give a glance at those who are sharing info at the bottom.
• Switch responsibilities or get some distance. Solving quickly is critical for event planners but sometimes you get a mental block and are stumped to find a good solution. If that’s the case, take a few minutes to think about something else, preferably something regimented like folding napkins. Studies have shown that this type of break in thinking can help you come up with a creative solution.
• Solve for someone else. Construal-level theory means we are more able to solve for distant problems affecting someone else than our own. That’s why so many people who take their problems to a third-party end up thinking, why didn’t I come up with that?. Thinking about your problem in reference to someone else or thinking about it in an abstract way as if you were going to write a letter to Dear Abby and change all of the names to protect the innocent, may give you the distance you need to solve it.

In Conclusion

Becoming good at quick problem solving is a core competency for every event planner. Thankfully, it’s not something you need to be born with. You can cultivate the skills with some hard work and experience.

Additional Reading About Problem Solving at Event Issues

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How to Solve any Event Problem

As an event planner, problem solving is a big part of your job. Focusing on getting things right on the day is vital to ensure your attendees have a great experience, but in the run up to an event, there are a huge number of moving parts and elements that – despite your best efforts – might not go according to plan.

From setting up the website to ensuring marketing campaigns are effective and ticket sales are on track, through to liaising with sponsors, suppliers and attendees, there’s a lot to keep track of. Then there are the problems that can’t be foreseen – weather, power cuts, transport strikes, and more. No matter how experienced and prepared you are, things go wrong and problems appear.

When a problem does arise it’s very tempting to jump straight into solving it.  That works for situations where the cause, and therefore the solution is straightforward, but often the actual cause isn’t obvious.  When we jump into solving these problems too early, there’s a huge risk we don’t fix it – and can even make them worse.

Here’s an example:

Situation: Ticket sales for my event are much slower than I expected.

Cause: I’m not spending enough money on marketing my event.

Solution: Spend more budget on Facebook Ads.

In this example, I’m jumping too quickly to assume the cause, without actually understanding if that really is what’s wrong. Perhaps my marketing budget is fine, but I’m targeting the wrong people.  Perhaps my tickets aren’t priced well.  And perhaps my event simply isn’t compelling enough…

In situations like these, it’s vital to take a step back and spend the time to understand the actual cause – not what we think it might be – before diving into problem solving.  Below, I’ll share two methods that will help you do that.

This sounds like the method your child uses to drive you crazy, but it’s actually a very simple and surprisingly effective way to analyse a problem and to peel away the layers surrounding it.

The benefits are that it’s incredibly simple, fast, and a great way to look at problems that are a bit fuzzy, particularly those where people are involved.

To use it, first write down the problem. This helps formalise, fully describe, and clarify the issue. It also helps ensure everyone agrees on the problem if you’re doing this in a team environment.

Then you simply ask the question “why?” 5(ish) times.  You may need more or less than 5 to get to the root cause, but you get the idea.  Here’s an example:

• Problem: vegetarians at my conference complained that there wasn’t any vegetarian food available, even though we provided it.
• Why did they complain about a lack of vegetarian options?  Because the attendees who didn’t have dietary restrictions ate the vegetarian food.
• Why did they eat the vegetarian food?  Because there was no signage to indicate it was the vegetarian option.
• Why was there no signage?  Because we didn’t ask the catering company to provide it.
• Why didn’t we ask the catering company to provide it?  Because we didn’t hold a pre-event briefing meeting

This is a simple example, but it shows how effective this technique can be.  The final why leads to a statement (root cause) that you can take action on, and be confident it’s the right action. For the problem above, it would be very tempting to jump straight to the “obvious” solution: increase the quantity of vegetarian food.  But that would not solve the problem!  The solution here is to brief the catering company to provide signage, and to tell attendees which is the vegetarian option.

Fishbone diagrams & root cause analysis

Also known as cause and effect diagrams.  This method is a more visual way of getting to the root cause of an issue and works particularly well for more complex problems. Here’s how it works:

• Identify the exact problem. Define it as clearly as possible.  Write it down on the left hand side of a large piece of paper.
• Draw a horizontal line from the box, so that it looks like the head and spine of a fish.  This gives you space to develop your ideas.
• Brainstorm the main factors or categories that could be involved.  Not the solutions, but the buckets of related factors. For example: suppliers, venue, staff, technology, etc.  Draw a line off the “spine” for each factor, and label it with the theme.
• For each of these factors, brainstorm what the possible causes could be.  Add each of these causes as labels along the line for that factor.
• You’ll now have a diagram showing the problem, the main factors that may be involved, and all the possible causes that you can think of.

Depending on how complex it is, the solution may now be obvious.  If it’s not, you can then investigate the most likely causes further.  That may involve doing customer research, looking at your data, talking to suppliers, etc.  But by laying everything down visually in a fishbone diagram, you can ensure you have the full picture at a glance. You can be thorough in identifying the actual problem – and solving the right one!

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about the author

Eventbrite is a global ticketing and event technology platform, powering millions of live experiences each year. We empower creators of events of all shapes and sizes – from music festivals, experiential yoga, political rallies to gaming competitions –– by providing them the tools and resources they need to seamlessly plan, promote, and produce live experiences around the world.

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An Event Prof’s Guide to Problem Solving

Need to flip one 50,000 square-foot hall four times in 21 days, while working around several other large events that are restricting both your access and your storage? Discovering during load-in that your caterer has forgotten half of the tables you booked? No problem! Enter Jennifer Thacker, Project Manager, problem solver, and our go-to for the most challenging projects.

“I love a logistics challenge,” Jen says, with all sincerity. “Anything that’s hard to pull off is exciting to me, and I really see problems as a chance to be creative and accomplish something great.” Around here, Jen’s ability to look back on even the most challenging and complex projects as “not that bad” is the stuff of legends, and her relentless positivity and otherworldly resourcefulness are exactly what you want and need on your team. So, let’s take a step-by-step look at Jen’s approach to tackling a challenging event head-on, dealing with problems that inevitably pop up, and staying cool, calm, and collected through it all.

The best offence will always be a good defense. Jen’s first line of defense is always solid and thorough planning.  

“I start scoping logistics problems as we’re talking through design,” she says. Jen and the rest of the project management team carefully map out every section of an event during the concept stage , working through the best ways to plan for and execute everything from load-in to Health and Safety management , and trying to anticipate possible problems. For example, for a recent event that spanned 5 floors of the National Music Centre , PLUS 2 floors and the rooftop of the King Eddy across the street, it was imperative to keep the product needed for the 8 different spaces incredibly organized. Packing all of the product together would not only affect the efficiency of unloading, but could easily result in items being lost across multiple floors or even across the street. To make sure this didn’t happen, Jen divided each space into zones with corresponding detailed packing lists, and each zone was packed into separate trucks. This meant product could be unloaded and elevatored up to each space quickly and easily, and ensured that everything arrived on the correct floor and in the correct zone, with no confusion.

This is just one example of Jen’s creative solutions that are built into each logistics plan, all of which go a long way toward stopping those facepalm moments before they happen.

Even a logistics superhero can’t plan for everything. The cold, hard truth is that problems are going to come up no matter how experienced and thorough you are. What matters is how you deal with it when the pressure’s on, and everyone’s looking at you. Jen’s personal approach?

“Always know that there is a solution to the problem,” she says, without hesitation. “There’s nothing we can’t fix; we solve problems every day.” Here’s a closer look at how she walks through problem solving.

1. First of all, make sure there really is a problem. Tensions and emotions can run high during the busy lead-up to a big event, and that’s increases exponentially once you’re actually on site and setting up. In many cases, there are so many people and moving parts that it’s easy for wires to get crossed, communication to break down, and problems to get blown out of proportion.

In Jen’s case, she is the main hub of information for the project, so often someone might be reacting to a problem that she’s in fact already dealt with. If someone tells you that the chairs you had booked are actually across the city at another event, Jen recommends asking a few questions before you start freaking out. Maybe someone already foresaw that problem and more chairs were actually purchased weeks ago. Before you start moving heaven and earth, take a deep breath and do some digging.

2. Be a team player. In Jen’s view, ‘not my problem’ is simply not a thing. If a problem comes up, instead of looking for someone else to blame (or to handle it), think about how you can help.

“It doesn’t matter who dropped the ball or what happened, we will always find a solution,” she says. “That’s what makes us different and that’s the value we bring to our clients. We will always make something work.”   

3. Brainstorming is about letting go and getting creative. So there really is a problem, and you’re a team player. Now what?

Jen’s goal is always first and foremost to find the solution that has the least effect on the event – what that does not mean is stubbornly hanging on to the original idea or plan. Creative problem solving is all about being able to let go and think differently; if you can’t do that, you’ll end up circling around and around the problem, and getting nowhere. Next, think about what you have access to, and who you have access to.

“Always start with what you have on site that can fix the problem,” Jen says. “Sometimes your truck will be pre-loaded for another event that you can ‘borrow’ from – look in the back of truck!” Maybe the venue has product you can use, or one of your vendors can step in.

If there’s nothing on site that can help you, or your problem is not one that involves product, ask yourself who can help? This is where your relationships with your vendors and partners become so important. Scroll through your contacts list for that perfect person with exactly the product, equipment, skills, or connections you need to solve this problem.

4. If you’re stuck, phone a friend. “When the pressure’s on and you’re in the thick of things,” Jen says, “the best thing to do is call someone who is not under that same pressure, and can help you talk it through.”

The same principle applies here as when you dial up your best friend, your mom, your therapist… whomever you like to talk things out with when something is driving you crazy. Talking through the problem with someone who is not immersed in the project or attached to the original plan can be exactly what you need to shake yourself loose and get that lightning bolt of inspiration.

When it comes to on-site emergencies, Jen’s phone-a-friend usually goes to Orlando, our Chief Operating Officer. When problems come up a little earlier in the process, our weekly operations meetings are a great chance to brainstorm with the whole team. Whomever you call, talk it through and let their fresh perspective change yours.  

5. Present solutions, not problems. Remember that relentless positivity we mentioned? Jen applies that to her commitment to never bring a problem to her client. Instead, she brings a solution – or options for a solution – to a problem that came up and was handled.

“The more calm you can stay, the better,” Jen says. “The worst thing is for a client to feel that you’re panicking. Own your solution, and have confidence in your team.”

Make sure everyone who needs to know about the change is in the loop, then simply execute and move on.

Events are not a solo sport, and in the end, that’s the real key to problem-solving. Events are such a collaborative effort, and nothing builds camaraderie and a sense of accomplishment like pulling off a really tough project as a team, working side-by-side with our partners, vendors, and clients. The same philosophy applies to taking on a big problem and beating it together.  

“I can’t stress enough how important your partnerships are when it comes to problem solving,” Jenn concludes. “When you have strong relationships, you have people to fall back on; people who will step in with ideas and solutions at the 11th hour when the stakes are high. You can’t do this alone.”

And of course, remember that this is a two-way street – you need to be willing to step up when your partners reach out to you for help.

The final takeaway. “After every event,” Jens says, “I assess what was successful, what problems came up, and what I learned from it – and then I just move on.”

If you have your own thoughts on logistics and problem-solving to add to the conversation, or want to see Jen and the rest of the team pull this stuff off in person (we promise you, it’s a sight to behold), give us call or drop us a note . We’d love to solve problems with you!

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The Road to Seamless Events: Handling 17 Event Planning Problems and Solutions Like a Pro

Planning and organizing an event can be an exciting experience, but it also brings a host of event-planning problems and solutions. From complicated logistics to unforeseen difficulties, every event brings a series of hurdles that need skillful problem-solving. 

But fear not; in this article, we’ll introduce you to the top 17 event planning problems and solutions and provide valuable insights and strategies to overcome these challenges like a seasoned pro. This article will equip you with the knowledge and techniques to turn any event planning obstacle into a springboard for a flawless and memorable occasion.

Let’s dive into the world of event planning and equip ourselves with the tools to orchestrate seamless and unforgettable occasions. 

17 Common Event Planning Problems and Solutions for Planners

Event planning can be a complex and challenging task, with various obstacles that can arise along the way. Here are 17 common event planning problems and practical solutions to help planners overcome these challenges- 

1. Budget constraints

Budget constraints are a significant challenge that event planners often encounter. Limited funds may restrict the scope of the event and hinder the ability to deliver a memorable and successful experience for attendees.

A. Research cost-effective alternatives:

• Thoroughly research various vendors, venues, and service providers to find cost-effective options that still meet the event’s requirements and standards.
• Look for vendors who offer competitive prices without compromising on quality. This applies to catering, audiovisual equipment, decorations, and more.
• Negotiate with suppliers to secure better deals or discounts, especially if you plan to establish a long-term relationship with them for future events.

B. Prioritize essential elements and trim unnecessary expenses:

•  Identify the key aspects crucial to the event’s success and allocate a significant part of the budget to these areas. For example, focus on excellent entertainment and engaging activities for a community festival.
• Eliminate or reduce unnecessary elements that don’t significantly contribute to the event’s goals or attendee experience. For instance, opt for simpler decor options that do not significantly impact the event’s atmosphere.
• Consider leveraging sponsorships or partnerships with businesses or organizations willing to invest in specific event aspects in exchange for brand exposure.

2. Venue availability

Venue availability is a critical issue in event planning, as popular venues tend to get booked quickly, especially during peak seasons. Failure to secure a suitable venue can disrupt the event planning timeline and may force organizers to compromise on their preferred location or date.

Solution: 

A. start early and book in advance.

• As soon as you decide on the event’s date and approximate size, search for suitable venues. Early planning gives you a better chance of securing your preferred location before it gets booked by other events.
• Many venues offer discounts or other incentives for early bookings, making securing the venue well in advance financially beneficial.

B. Consider flexible dates or alternative venues:

• If your first-choice venue is unavailable on the desired date, consider being flexible with the event date. Weekends are often in high demand, so consider weekdays or less popular time slots.
• Explore alternative venues that may not be your initial preference but can still meet the event’s requirements. These could include community centers, parks, or unconventional event spaces that are readily available and cost-effective.

C. Communicate with the venue:

• Establish open communication with the chosen venue and inform them about the importance of your event. They may be willing to accommodate your event or suggest other suitable dates that align with their availability.

3. Vendor management

Vendor management is a crucial aspect of event planning, as the success of an event heavily relies on the quality and reliability of the various vendors involved. Poor vendor management can lead to miscommunications, delays, and subpar services, ultimately affecting the overall event experience.

A. Communicate expectations clearly:

• Communicate your event’s requirements, expectations, and specific deliverables to each vendor from the outset. This ensures that everyone is on the same page and understands their roles and responsibilities.
• Put everything in writing through detailed contracts or agreements to avoid misunderstandings or disputes later.

B. Maintain good relationships for future collaborations:

• Build a positive and professional relationship with your vendors. Treat them with respect and appreciation for their services.
• Recognize and acknowledge the vendors’ efforts during and after the event. A simple thank-you note or token of appreciation can foster strong relationships.
• Nurturing positive relationships creates the potential for future collaborations. This leads to better deals, increased reliability, and a smoother planning process for future events.

4. Last-minute changes

Last-minute changes are expected in event planning and can disrupt the carefully laid-out plans. Event planners must be prepared to effectively handle these unexpected situations, whether they involve sudden weather changes, speaker cancellations, or unforeseen logistical issues.

A. Have contingency plans ready:

• Anticipate potential challenges and develop backup plans for each aspect of the event. This includes backup venues, alternative activities, and contingency schedules.
• Ensure that your team is aware of these contingency plans so they can quickly implement them if needed.

B. Stay flexible and adapt quickly:

• Embrace a flexible mindset and be prepared to adjust plans on the fly. Event planning often requires quick thinking and adaptation to changing circumstances.
• Keep communication lines open with all stakeholders, including vendors and team members, so that everyone is informed promptly about any changes.

5. Time management

Time management is a critical aspect of event planning. Inadequate time management can lead to missed deadlines, rushed preparations, and a disorganized event.

A. Create a detailed timeline and stick to it:

• Begin planning early. Establish a comprehensive timeline that outlines all the essential tasks leading up to the event.
• Break down the timeline into smaller milestones and set deadlines for each task. This will help you track progress and ensure that everything stays on schedule.
• Utilize event management software or project management tools to keep track of tasks, deadlines, and team progress.

B. Delegate tasks to a reliable team:

• Identify capable team members and delegate specific tasks based on their strengths and expertise.
• Clearly communicate the responsibilities and expectations to each team member. Ensure they have the resources they need to complete their tasks successfully.
• Regularly check in with team members to provide support, address issues, and monitor progress.

C. Allocate buffer time:

• Factor in buffer time in your timeline to account for unforeseen delays or emergencies.
• Be realistic in your planning, and avoid overloading the schedule with too many tasks in a short timeframe.

6. Catering challenges

Catering challenges are common in event planning. Providing delicious and appropriate meals for attendees can be complex, especially when dealing with various dietary preferences and restrictions.

A. Confirm dietary requirements in advance

• Send out dietary preference forms and event invitations to gather information on attendees’ dietary restrictions and preferences.
• Collaborate closely with the caterer to ensure they know all dietary requirements and can plan their menu accordingly.

B. Arrange a tasting session with the caterer:

• Before finalizing the menu, schedule a tasting session with the caterer to sample the dishes they plan to serve at the event.
• This tasting session allows you to assess the food’s quality, presentation, and suitability for the event theme.

C. Allocate sufficient budget for catering:

• Adequately budget for catering to ensure you can provide quality meals that meet attendees’ expectations.
• Remember that catering is a crucial aspect of the event experience and should be protected due to budget constraints.

7. Technical difficulties

Technical difficulties can cause significant disruptions during events, leading to delays, malfunctions, and a negative impact on the overall attendee experience.

A. Conduct a rehearsal or run-through:

• Before the event, hold a comprehensive rehearsal or run-through with all technical aspects to identify and resolve potential issues.
• This practice session also allows the technical team to familiarize themselves with the event’s flow and requirements.

B. Have technical support on standby:

• Employ experienced technical staff or hire a professional technical team to handle any technical challenges that may arise during the event.
• Ensure that the technical support team is familiar with the event’s equipment and setup.

C. Develop a backup plan:

• Have a contingency plan in place in case of major technical failures. This plan should include readily available spare equipment, backup power sources, and alternative solutions.
• Ensure the technical team is aware of the backup plan and ready to implement it if necessary.

8. Weather uncertainties

Weather uncertainties can pose significant challenges for outdoor events, as unexpected weather changes can impact event logistics, attendee comfort, and overall event experience.

A. Plan for indoor and outdoor options:

• Design the event layout to allow for flexibility, with both indoor and outdoor spaces available.
• Have a backup plan for outdoor activities or sessions in case of adverse weather conditions. This could involve arranging for indoor spaces, tents, or covered areas.

B. Monitor weather forecasts:

• Follow weather forecasts closely leading up to the event. Be prepared to adjust based on the predicted weather conditions.
• Establish a communication plan to inform attendees of any changes or updates related to the event schedule due to weather.

C. Provide weather-appropriate amenities

• If the event is outdoors, consider providing amenities to enhance attendees’ comfort in various weather conditions. For example:

– In hot weather: Offer shaded areas, fans, or cooling stations with refreshments.

– In cold weather: Provide heaters, blankets, or hot beverages to keep attendees warm.

– In rainy weather: Have umbrellas or rain ponchos available for attendees.

9. Guest list management

Guest list management can be challenging, especially when dealing with many attendees and tracking RSVPs effectively. Mismanagement of the guest list can lead to confusion, overcrowding, or the lack of essential event resources.

A. Use event management software for RSVP tracking:

• Utilize event management software or online platforms that offer RSVP tracking features.
• These tools allow guests to quickly RSVP online, and they automatically update the guest list in real time, making it easier for event planners to manage attendance.

B. Send timely reminders to guests:

• Send out initial invitations well before the event to give guests ample time to respond.
• Follow up with timely reminders closer to the event date, prompting guests to RSVP if they still need to.

10. Registration and check-in issues

Registration and check-in issues can frustrate attendees and event organizers. Long queues, technical glitches, and confusion during the registration and check-in process can lead to delays and dissatisfaction among participants.

A. Use user-friendly registration platforms:

• Choose registration platforms that are easy to navigate and offer a straightforward registration process for attendees.
• Ensure that the registration form collects all necessary information without being overly complicated or time-consuming.

B. Provide clear instructions:

• Clearly communicate the registration process to attendees through email or event websites.
• Include step-by-step instructions on how to register, what information to provide, and any relevant deadlines.

C. Offer multiple registration options:

• Provide online and in-person or on-site registration options for attendees who may prefer different methods.
• Having multiple options allows attendees to choose the most convenient way to register.

D. Test the registration process:

• Test the registration platform thoroughly before making it live to identify and resolve any technical issues or glitches.
• Ensure the registration form is mobile-friendly, as many attendees may use their smartphones to register.

E. Utilize technology for check-in:

• Use mobile check-in apps or QR code scanners to speed up the check-in process and reduce wait times.
• Using technology also allows for better tracking of attendee attendance and event metrics.

11. Insufficient promotion and attendance

Event organizers can be disheartened by insufficient promotion and low attendance. However, with effective marketing strategies , events may reach their target audience, resulting in high turnout and reduced impact.

A. Utilize social media and email marketing:

• Promote the event using popular social media platforms such as Facebook, Instagram, Twitter, and LinkedIn. You can also check out our article, A Comprehensive Guide on How to Create a Social Media Calendar.
• Create engaging content, including event teasers, behind-the-scenes glimpses, and posts highlighting the event’s unique features. For more tips, read – A Comprehensive Guide to Making Your Event a Success .
• Send regular email updates to your mailing list, including event reminders and exciting announcements to build anticipation.

B. Collaborate with influencers or partners for outreach:

• Partner with influencers or industry leaders with a substantial following relevant to your event’s target audience. Check out more strategies with our Comprehensive Guide of Event Marketing Strategies that Guarantee Success.
• Engage these influencers to promote the event on their social media channels or through dedicated posts and stories.
• Collaborate with sponsors, exhibitors, or community organizations to co-promote the event, expanding its reach to a broader audience.

C. Offer early bird discounts or incentives:

• Encourage early registrations by offering special discounts or exclusive perks to those who sign up before a specific date.
• Limited-time offers create a sense of urgency, motivating potential attendees to register sooner.

D. Engage with the target audience:

• Interact with potential attendees on social media by promptly responding to their comments, messages, and inquiries.
• Engaging with the audience creates a positive impression and increases the likelihood of attendance.

12. Unexpected emergencies

Unexpected emergencies can occur during events, ranging from medical emergencies to accidents, severe weather, or security incidents. Without proper preparation, these emergencies can lead to chaos and potentially compromise the safety of attendees and staff.

A. Establish emergency procedures with the team:

• Meet with the entire team before the event to discuss potential emergency scenarios and establish clear procedures for handling each situation.
• Assign specific roles and responsibilities to team members during emergencies to ensure a coordinated and efficient response.

B. Conduct drills and simulations:

• Conduct emergency drills and simulations with the event staff to practice their roles and responses in various emergency scenarios.
• These practice sessions help familiarize the team with the procedures and build confidence in handling real-life emergencies.

C. Coordinate with venue management and local authorities:

• Collaborate with the venue management to understand their emergency protocols. Accordingly, identify designated emergency exits and assembly areas.
• In emergencies requiring external support, establish communication channels with local authorities, such as the police, fire department, or medical services.

D. Train staff in first aid and emergency response:

• Ensure that a few team members are trained in first aid and CPR to provide immediate assistance.
• Having team members with basic medical training can be invaluable in managing medical emergencies until professional help arrives.

13. Lack of engagement and entertainment

Lack of event engagement and entertainment at events can lead to disinterested attendees and a less memorable experience. A dull event may fail to meet its objectives and may not leave a lasting impression on participants.

A. Curate exciting activities and entertainment options:

• Research and select activities and entertainment that align with the event’s theme and target audience preferences.
• Offer diverse entertainment, such as live music performances, interactive shows, engaging speakers, or interactive workshops.

B. Utilize technology for interactive experiences:

• Integrate technology, such as interactive displays, augmented reality, or virtual reality experiences, to create engaging and memorable moments for attendees.
• Embrace event apps or platforms that allow attendees to participate in live polls, surveys, or contests during the event.

C. Incorporate experiential marketing:

• Engage attendees through experiential marketing techniques that involve them directly with the event’s brand or message.
• Create interactive installations, product demos, or branded experiences that leave a lasting impact on participants.

D. Provide networking opportunities:

• Facilitate networking opportunities where attendees can connect and interact with each other. Here’s a complete guide to in-person networking.
• Host ice-breaking activities or networking sessions to encourage meaningful interactions.

14. Transportation and parking challenges

Transportation and parking challenges can cause frustration and inconvenience for event attendees, primarily if the event is located in a remote area or needs more parking facilities.

A. Arrange shuttle services for remote locations:

• If the event venue is in a remote area with limited public transportation options, consider providing shuttle services from easily accessible locations, such as nearby hotels, public transit hubs, or designated pick-up points.
• Inform attendees about the shuttle schedule and pick-up locations well in advance to ensure a smooth transportation experience.

B. Provide clear parking instructions and options:

• If on-site parking is available, provide clear and detailed parking instructions to attendees through event websites, maps, or event guides.
• Indicate parking areas clearly with appropriate signage to guide attendees upon arrival.
• Consider reserving some parking spaces for VIP guests or those with special needs.

C. Promote carpooling and ridesharing:

• Encourage attendees to carpool or use ridesharing services to reduce the number of vehicles arriving at the event.
• Offer incentives for carpooling, such as preferred parking spots or discounts on event merchandise.

15. Post-event feedback collection

Collecting post-event feedback is essential for event planners to assess their event’s success and identify areas for improvement. Learn Why Conference Feedback is Important and how to Collect it. Promptly reaching out to attendees for feedback and offering incentives can encourage a higher response rate and valuable insights.

A. Send out surveys to attendees promptly:

• Immediately after the event or within a day or two, send out online surveys to attendees via email or event apps. Check out our list of 27 Event Survey Questions for Maximum Response.
• Keep the survey concise and straightforward, focusing on critical aspects of the event, such as content, organization, logistics, and overall satisfaction.

B. Use a mix of rating scales and open-ended questions:

• Include rating scales to collect quantitative data on attendee satisfaction with different event elements.
• Also, open-ended questions should be incorporated to allow attendees to provide more detailed feedback and suggestions.

C. Incentivize feedback form completion:

• Offer incentives to attendees for completing the feedback form, such as entry into a prize draw or a discount on future event registration.
• Make sure to communicate the incentives clearly to encourage more attendees to participate.

 D. Express gratitude:

• Show appreciation to attendees who took the time to provide feedback. A thank-you email or message can go a long way in building a positive relationship with participants.

16. Conflict resolution among team members

Conflict among team members can arise during event planning, and if left unresolved, it can negatively impact team dynamics and overall event success. Effective conflict resolution strategies are crucial to maintaining a harmonious and productive working environment.

A. Encourage open communication and feedback:

• Foster a culture of open communication within the team, where team members feel comfortable expressing their opinions, concerns, and ideas.
• Conduct regular team meetings to provide opportunities for team members to share updates, discuss challenges, and offer feedback.

B. Address conflicts promptly and professionally:

• If conflicts arise, address them promptly before they escalate further. Avoid ignoring or dismissing disputes, as they may worsen over time.
• Initiate one-on-one conversations with the team members involved in the conflict to understand their perspectives and identify the root cause of the issue.

C. Remain neutral and objective:

• As a mediator, maintain a neutral and objective stance. Avoid taking sides and focus on understanding the viewpoints of all parties involved.
• Encourage each team member to share their thoughts without fear of judgment or reprisal.

17. Evaluating event success

Evaluating an event’s success is essential to understanding its impact and identifying areas for improvement in future planning. Setting measurable goals and analyzing relevant metrics and feedback are vital components of the evaluation process.

A. Set measurable goals before the event:

• Define clear and specific objectives for the event that can be measured objectively.
• Goals may include metrics related to attendee satisfaction, attendance numbers, revenue generation, lead generation, social media engagement, or other key performance indicators (KPIs) relevant to the event’s purpose.

B. Use technology and data collection tools:

• Use event management software or apps to track attendance, engagement, and other relevant data in real-time.
• Use event surveys and feedback forms to collect qualitative data about attendees’ event experiences.

C. Monitor KPIs during the event:

• During the event, continuously track and monitor the pre-defined KPIs to assess progress toward meeting the goals.
• Utilize live dashboards and analytics tools to gain insights into attendee behavior and engagement.

D. Analyze post-event metrics:

• After the event, analyze the data collected, such as attendance figures, revenue generated, social media interactions, and survey responses.
• Compare the actual results with the set goals to determine if the event achieved its objectives.

E. Seek feedback from stakeholders:

• Collect feedback from attendees, sponsors, exhibitors, and team members to understand their perspectives on the event’s success and areas for improvement.
• Take both positive and constructive feedback into consideration while evaluating the event.

F. Review budget and return on investment (ROI):

• Evaluate the event’s financial performance by comparing the expenses with the revenue generated.
• Calculate the ROI to determine if the event provided a satisfactory return on the investment.

G. Prepare a comprehensive post-event report:

• Compile all the data, metrics, and feedback into a comprehensive post-event report.
• Analyze the event’s success, highlighting achievements, areas for improvement, and recommendations for future events.

Remember, every event is unique, but being prepared to tackle these common challenges will help you execute successful events efficiently and professionally.

Key Takeaway

The success of an event hinges on effective planning, execution, and evaluation. Event planners can ensure seamless events by proactively addressing common challenges and implementing strategic solutions.

With each challenge overcome and every solution implemented, event planners embark on a journey of growth and expertise, ultimately delivering exceptional events that leave a lasting impact on all who attend. To learn more about delivering unforgettable event experiences, you can check out our article on the best event podcasts . 

Lastly, visit our site- Eventible , to stay up-to-date with the latest information about the event industry. 

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Alison Bensch

Senior director of global events, cloudinary, proudest of.

In both cases, we had to figure out how to take what are historically in-person events and translate them into engaging virtual experiences with a team of just two in-house event marketers, counting myself.

ImageCon is our flagship customer summit. In 2021, more than 1,700 people across 107 countries registered for the two-day event, which included 20 virtual sessions designed to help retailers unleash the full potential of their visual media.

Our hosted event series included about 8 virtual events across North America and EMEA markets. To drive up attendance and engagement, we hosted unique virtual cooking and mixology classes, wine tastings, tequila pairings, and more, with celebrity chefs and bartenders such as Marcus Samuelsson, Julio Cabrero, and Amanda Freitag.

Rockstar Mode

ImageCon was a success, in part, because we secured high-quality speakers and focused on providing true value to attendees by creating sessions to optimize their usage of the Cloudinary platform to improve their business. We featured customers in the content by doing customer spotlights. We also improved the production level of the summit by partnering with an agency.

I am proud we were able to pull off a high-quality event of this scale while managing 30 other events for the year.

Prior to the pandemic, our hosted event series consisted of in-person dinners and intimate happy hours. We wanted to recreate these virtually, without making them feel like webinars. We succeeded, in part, because we invested in high-quality talent to attract participants and create fun, memorable moments we probably could not have pulled off in-person.

We also took pains to make the events as easy as possible to attend, for example, by mailing guests meal kits or drink kits with everything they needed to participate. Of course, everything was branded, right down to the salt and pepper. We know our attendees’ time is precious, so we encouraged them to involve their family and were sure to include enough food and/or drink to share.

After the experience, we broke out into small groups, allowing people to network with peers and Cloudinary team members, who led discussions on relevant industry topics. Thus, attendees topped off a great culinary or cocktail experience with valuable learnings that could help their business. In fact, I see us continuing with some of these virtual events even after we have resumed in-person ones.

Our on-demand event content is now a powerful sales enablement tool for our sales team, who share session recordings with prospective customers, as well as existing ones who are considering adding on a new capability. We will continue to measure the performance of this content.

For the hosted events, we evaluate success by measuring pipeline acceleration. So, we consider where event guests are in their consideration process before attending the event. We use the event, and event follow-up, to help move the prospect or customer to the finish line. We usually see prospects who engaged in marketing campaigns were more likely to close, and close faster, than those who did not attend an event.

While this is harder to measure, we know our event series keeps the Cloudinary brand top of mind and deepens our relationship with customers. We document the positive feedback we receive from attendees and sales reps for internal use and marketing purposes.

Survivor Mode

Another challenge was creating an event strategy against a backdrop of so much uncertainty. I have seen industry colleagues invest resources in planning in-person events, only to have to rejigger in the final hour. I made the decision from the onset of the year to plan for virtual events, given our small team and resources. This allowed us to create more effective and engaging virtual events from the start and maximize our budget.

Nothing beats in-person events, and I am excited to be moving forward with these in 2022. But I plan to continue with digital and hybrid events, as well, for a number of reasons. When done right, they can be more memorable than in-person ones, and certainly more convenient. They also allow me to engage people across a wider geographic region (all of Europe for example or across the US), which leads to cost-savings and unique and widened interactions for our attendees.

Annie Yuzzi VP

Global corporate events and experiences, sumo logic, bethany roskin murphy, director of global events, drift, charlene kate ditch, founder, charlene kate events, gabrielle d., global events director, automation anywhere, gerilynn marburger, director, global events, hewlett packard enterprise, hollie ashby, senior manager, cxo and third party events, palo alto networks, lindsey cohen, director- event marketing, snyk, ceo & chief event strategist, liz king events, nicola kastner, vice president, global head of event strategy, sap, rachel russell, field marketing manager, even, samantha calle, associate director, xandr, margaret shaeffer, head of field marketing & events, linearb, traci depuy, head of global events, salesforce, dale rickert, global conference head of greentech festival, matthew lin, head of marketing, beetc, emilie watrob, head of event marketing, zs, katherine leong, director, corporate events, gainsight, sr. director, marketing technology (brand and events), salesforce, karim youssef, creative director, dpw, elizabeth thomas, head of global events, elastic, gerry schneider, vp events at wearedevelopers, director, global events at hewlett packard enterprise, mike kalyan, event and seminar marketing manager, shrm.

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Problem Solving Skills For An Event Organiser

As an event organiser, problem-solving skills are crucial to the success of your events. From unforeseen challenges to managing a network of people and dealing with last-minute changes, event planning requires thinking on your feet and finding solutions quickly.

Problem-solving skills for an event organizer include critical thinking, strategic thinking, analytical thinking, and big-picture thinking.

In this article, we will discuss the essential problem-solving skills for an event organiser, why they are important, and how they can be developed to ensure a successful event.

Whether you are an experienced event planner or just starting, this article will provide valuable insights into improving your problem-solving skills to take your events to the next level.

Table of Contents

What Is Event Planning?

Event planning is the process of organizing and coordinating all the aspects of an event, such as conferences, weddings, concerts, trade shows, and other gatherings.

This includes tasks such as selecting a venue, creating a budget, coordinating logistics, managing vendors, promoting the event, and ensuring that everything runs smoothly on the day of the event.

The goal of event planning is to create a memorable and successful experience for attendees while achieving the objectives of the event’s organizers.

Essential Event Planning Skills

To be a successful event organiser, there are several essential event planning skills that you must possess. These skills include:

• Organisational Skills: Event planning requires a high level of organisation to manage numerous details.
• Planning Process: You need to understand the planning process and how to develop a comprehensive plan that includes all aspects of the event, from venue selection to ticket sales.
• Problem-Solving Skill: As an event organiser, you will encounter unexpected challenges that require quick and effective solutions.
• Leadership Skills: You must possess strong leadership skills to effectively manage a team of event staff and vendors.
• Communication Skills: Communication is key in event planning, and you must possess strong verbal and written communication skills.

Effective problem-solving skills help you overcome these challenges and ensure the event’s success. Below are some key problem-solving skills that are essential for event organizers:

• Critical Thinking: Critical thinking involves analyzing information and evaluating different options to develop effective solutions.
• Strategic Thinking: Strategic thinking includes looking at the big picture and creating a long-term plan to achieve event goals.
• Analytical Thinking: Analytical thinking involves breaking down complex problems into smaller, more manageable parts and analyzing each component to develop a solution.
• Big-Picture Thinking: Big-picture thinking includes considering all aspects of the event, including the attendees, venue, logistics, and budget, to develop a comprehensive solution.

Importance Of People In Event Planning

People are an essential aspect of event planning. Whether it’s the attendees, speakers, event staff, or vendors, people play a crucial role in the success of an event. Here are some essential points to keep in mind regarding people in event planning:

• Importance Of People In Event Planning: The success of an event depends mainly on the people involved. From planning and organization to execution and follow-up, the people involved at every event stage impact its outcome.
• Networking Skills: Building a network of contacts in the events industry is critical for an event planner. This help with finding vendors, sponsors, and speakers and gaining insights into industry trends.
• Building Relationships: Besides networking, building strong relationships with people is crucial. Good relationships lead to repeat business, referrals, and positive word-of-mouth advertising.
• Interpersonal Skills: Strong interpersonal skills are essential for event planners. These skills help with communication, conflict resolution, and relationship building.
• Range Of People: Event planners need to work with various people, including executives, event staff, vendors, and attendees. It’s important to be able to communicate effectively with everyone involved.

Importance Of Time Management Skills

Time management is a critical skill every event organizer must have to execute successful events. In this section, we will discuss the importance of time management skills for an event organiser.

• Importance Of Time Management Skills: Time management is crucial for event organizers to ensure that all tasks are completed within the set deadlines. Time management skills help event organizers to be organized, proactive, and efficient in their work.
• Prioritizing Tasks: Event organizers often face multiple tasks that need to be completed within tight deadlines. It is important to prioritize tasks based on their level of urgency and importance. This ensures that the most important tasks are completed first and the less critical tasks are tackled afterward.
• Allocating Blocks Of Time: Allocating blocks of time is an effective way of managing time. This involves dividing the day into time slots and assigning specific tasks to each time slot. Allocating blocks of time helps an event organizer to focus on one task at a time and complete it within the set time frame.
• Aptitude For Time Management: The aptitude for time management refers to an individual’s natural ability to manage their time effectively. Some people have a natural aptitude for time management, while others need to develop this skill over time.

How An Event Organiser Creates A Memorable Experience For Attendees?

Creating a memorable experience for attendees is one of the most important goals of an event planner. Attendees are the heart of any event, and their experience makes or breaks the event’s success.

Event planners must consider every aspect of the attendee experience, including the venue, food and beverage, entertainment, and activities.

In addition to creating a memorable experience, event planners must also ensure the flawless execution of the event. This includes coordinating with vendors, managing staff, and addressing unforeseen challenges during the event.

Importance Of Job Experience For An Event Organiser

Job experience is also crucial for event planners. Experienced planners are better equipped to handle the complexities of event planning, from managing budgets to negotiating with vendors.

Having a deep understanding of the events industry and the ability to anticipate and solve problems makes all the difference in the success of an event.

Importance Of Choosing The Right Speakers For An Event Organiser

Choosing the right speakers is crucial to the success of an event. Keynote speakers set the tone for the event and motivate attendees, while motivational speakers inspire and encourage them to take action.

In addition to selecting the right speakers, engaging the audience during their speeches is also important. This is done through interactive activities or Q&A sessions. Engaging the audience keeps their attention and ensures they take in the shared messages.

Ultimately, choosing the right speakers and engaging the audience is to create a memorable and impactful experience for attendees.

Importance Of Choosing The Right Venue & Creating The Right Atmosphere For The Event

Choosing the right venue is crucial for the success of any event. When selecting a venue, it’s essential to consider various factors such as the location, accessibility, capacity, and amenities offered.

It’s always a good idea to consider potential and alternative venues, especially if you’re working with a tight budget or your first choice of venue is unavailable. You can also explore non-traditional spaces such as outdoor areas, warehouses, or galleries, creating a unique and memorable experience for your attendees.

Creating the right atmosphere for your event is critical; the venue plays a significant role in achieving this. You can work with the venue staff to ensure the space is set up correctly and that the lighting, sound, and decorations suit your event. Consider adding special effects or interactive displays to enhance the atmosphere and make the event more memorable.

Creative Solutions To Common Problems For An Event Organiser

When it comes to event planning, problem-solving and finding creative solutions are essential skills. Event planners must be able to think on their feet and come up with creative solutions to challenges that may arise.

Creative Solutions To Common Problems

• Have a backup plan for unforeseen challenges, such as inclement weather, technical difficulties, or transportation issues.
• Use creative décor, lighting, and ambiance to transform a standard venue into a unique and memorable space.
• Offer interactive and engaging activities for attendees, such as workshops, games, or demonstrations.

Tech Solutions For Events:

• Use event management software to streamline the planning process, including registration, ticketing, and communication with attendees.
• Incorporate interactive technology, such as virtual or augmented reality, to create a more immersive event experience.
• Use live streaming technology to expand the event’s reach beyond the physical location.

Alternative Solutions For Unique Situations:

• Consider hosting the event outdoors, at a coworking space, or in an unconventional venue if the original venue falls through.
• If the target audience is difficult to reach, consider hosting the event in a location or at a more convenient time.
• For budget constraint issues, consider partnering with sponsors or offering tiered ticketing options to offset costs.

We hope after reading this article, you now understand problem solving skills for an event organiser. By developing strong problem-solving skills, event planners can create memorable and successful events that leave a lasting impact on attendees.

Event planning involves many skills, including critical thinking , communication, time management, and creativity. Successful event planners must be able to handle unforeseen challenges and develop creative solutions to common problems.

Additionally, they need to have strong interpersonal skills to work with various people, including event attendees, executives, and speakers.

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What is problem solving and why is it important?

By Wayne Stottler, Kepner-Tregoe

• Problem Solving & Decision Making Over time, developing and refining problem solving skills provides the ability to solve increasingly complex problems Learn More

For over 60 years, Kepner-Tregoe has been helping companies across industries and geographies to develop and mature their problem-solving skills through our industry-leading approach to training and the implementation of best-practice processes. Considering that problem solving is a part of almost every person’s daily life (both at home and in the workplace), it is surprising how often we are asked to explain what problem solving is and why it is important.

Problem solving is at the core of human evolution. It is the methods we use to understand what is happening in our environment, identify things we want to change and then figure out the things that need to be done to create the desired outcome. Problem solving is the source of all new inventions, social and cultural evolution, and the basis for market based economies. It is the basis for continuous improvement, communication and learning.

If this problem-solving thing is so important to daily life, what is it?

Problem-solving is the process of observing what is going on in your environment; identifying things that could be changed or improved; diagnosing why the current state is the way it is and the factors and forces that influence it; developing approaches and alternatives to influence change; making decisions about which alternative to select; taking action to implement the changes; and observing impact of those actions in the environment.

Each step in the problem-solving process employs skills and methods that contribute to the overall effectiveness of influencing change and determine the level of problem complexity that can be addressed. Humans learn how to solve simple problems from a very early age (learning to eat, make coordinated movements and communicate) – and as a person goes through life, problem-solving skills are refined, matured and become more sophisticated (enabling them to solve more difficult problems).

Problem-solving is important both to individuals and organizations because it enables us to exert control over our environment.

Fixing things that are broken

Some things wear out and break over time, others are flawed from day one. Personal and business environments are full of things, activities, interactions and processes that are broken or not operating in the way they are desired to work. Problem-solving gives us a mechanism for identifying these things, figuring out why they are broken and determining a course of action to fix them.

Addressing risk

Humans have learned to identify trends and developed an awareness of cause-and-effect relationships in their environment. These skills not only enable us to fix things when they break but also anticipate what may happen in the future (based on past experience and current events). Problem-solving can be applied to anticipated future events and used to enable action in the present to influence the likelihood of the event occurring and/or alter the impact if the event does occur.

Improving performance

Individuals and organizations do not exist in isolation in the environment. There is a complex and ever-changing web of relationships that exist and as a result, the actions of one person will often have either a direct impact on others or an indirect impact by changing the environment dynamics. These interdependencies enable humans to work together to solve more complex problems but they also create a force that requires everyone to continuously improve performance to adapt to improvements by others. Problem-solving helps us understand relationships and implement the changes and improvements needed to compete and survive in a continually changing environment.

Seizing opportunity

Problem solving isn’t just about responding to (and fixing) the environment that exists today. It is also about innovating, creating new things and changing the environment to be more desirable. Problem-solving enables us to identify and exploit opportunities in the environment and exert (some level of) control over the future.

Problem solving skills and the problem-solving process are a critical part of daily life both as individuals and organizations. Developing and refining these skills through training, practice and learning can provide the ability to solve problems more effectively and over time address problems with a greater degree of complexity and difficulty. View KT’s Problem Solving workshop known to be the gold standard for over 60 years.

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Working as an event organiser is fun. You get to attend fun events, product launches, and high-profile weddings. But event planning is not only about attending glamorous parties. It's one of the world's most stressful jobs that require specialised skills, suitable for hardworking individuals with excellent time management skills.

Here are the essential skills you need to be an event organiser.

1. Organisational Skills

Organisational skills are some essential skills that event organisers must possess. In fact, it is necessary for every profession as it allows you to work more efficiently, resulting in increased productivity and performance. If you have excellent organisational skills , it also means you have a strong aptitude for time management and goal setting and knows how to achieve goals.

Event organisers have to stay organised at all times. Some people can work in chaos. However event organisers rely on processes and methods, which is even more essential if you work as a team. Therefore, you need to be as organised as possible.

Being organised means adhering to timelines and budgets, keeping everyone in the team informed, and ensuring you attend every appointment and meeting. You must also keep all essential documents and paperwork organised. Besides, a well-executed event does not happen by accident. A successful event requires sharp organisational skills and utmost attention to detail, from planning to post-event analysis. As an event organiser, you must stay on top of everything and ensure you meet all your client's demands.

2. Problem Solving

Problem-solving is another skill that's essential for various positions. While many people associate problem solving with those in senior positions, this skill is necessary regardless of your role since we all have to deal with work issues every single day. A successful event organiser can solve any problem while staying cool.

An event organiser with good problem-solving skills is resourceful, and such resourcefulness is not only limited to using sticky notes. During unforeseen challenges, they can quickly come up with a decision while staying calm at all times. For instance, in cases where a keynote speaker of an event is late for some reason, they can keep the audience engaged. Event organisers with good problem-solving skills are also adaptive and creative and can quickly think of ways to resolve an issue in no time.

If you are new to event planning, you can improve your problem-solving skills by focusing on pre-event planning to iron out any issues. The goal is to check for any holes in your plans and create backup plans if things don't turn out well. Don't hesitate to ask for advice from the experts, especially while you're still learning the ropes. Listen to what people with more experience say and see if you can apply their advice to resolve any issues you may have.

3. Networking

Event organisers should be good at networking . In fact, networking is an essential skill in the events industry. When it comes to this, you can gain experience at conferences and events. Networking events are the perfect opportunity to expand your network and look for potential new leads, collaborators, and mentors. There are also many inspiring events that help deliver better business results, due to the educational and networking value they hold.

When attending conferences, arrive early and reach out to someone you find interesting. The events industry is heavily people-driven and often based on relationships. Therefore, it demands a widespread network of professionals, from photographers to vendors. Connect with people involved in lighting and A/V décor, videographers, DJs, bands, etc. These are the people you need to make your events successful.

Looking for leads and opportunities in the events industry often relies on networking. Those who need the services of an event organiser will not advertise or post ads. Instead, they rely on word of mouth for recommendations. Therefore, if you are new to the industry, the best way to find your first client is to get your face and name in front of people who may be helpful in your career.

4. Communication

Another essential skill an event planner should have is the ability to interact and build rapport in a short time. Event organisers should have good communication skills and are not afraid to talk to executives, speakers, attendees, brand sponsors, and vendors.

Once an event is scheduled, event organisers must make sure to deliver, which is why you need to communicate effectively with every person involved in the event planning. Establish a communication plan, allowing everyone you work with to have clear expectations of their tasks and increase productivity . Productivity is important in the events industry due to the deadlines and tight time constraints. Without effective communication, your event could fall apart at the seams.

Strong interpersonal and communication skills are the keys to ensuring that everyone in your team understands their role and that everything runs smoothly. Along with communication skills, event organisers must possess equally strong writing skills , which helps them effectively convey information to clients and the people in their team. Event organisers must also be great listeners, so they will understand the needs and wants of their clients.

5. Creativity

Anyone can organise an event, regardless of whether the result is good or bad. The only difference is the element of creativity. Event planning is not only about making to-do lists. As an event planner, you should tap into your creative skills to bring your clients' visions to life. Creativity is one of those skills that can be learned and developed over time.

Event planners will find it hard to infuse authenticity and passion into every event if they do not possess creative skills. Even if the event does not have enough room for creativity and innovation, there should always be wiggle room to do things differently, despite being limited to your clients' needs. When you correctly use your creative skills, it can lead to a memorable experience for your clients, which will have a positive impact on your event and you as the organiser.

You can apply your creative skills in thinking of an event theme, choosing a unique venue, or looking for a motivational speaker. If you are new to the industry, seek inspiration from social media channels, blogs, or influencers.

About the Author

This article was provided by IBTM World , experts in MICE events and the leading business events expos in Barcelona. 

Continue to: Preparing for a Presentation Managing a Presentation Event

See also: Hosting 101: The Skills You Need to Host an Event 7 Best Event Planning Principles: How to Organize an Event What Skills Does an Event Manager Need?

Business , General Tips , Your Event Career

The 10 Must-Have Skills EVERY Event Planner Needs

If you’re thinking of becoming an event planner, or you are a current event planner looking to improve your skills, then you’ve come to the right place. In this article, we will break down and discuss the 10 must-have skills  every event planner needs in order to succeed in the industry.

So, whether you’re just starting out or you’re looking for ways to take your business to the next level, read on for essential skills that will help you become a successful event planner!

PRO TIP: Think event planning is the PERFECT career path for you? Then check out our Ultimate Guide to Becoming an Event Planner (yes, even without prior experience) to learn everything you need to get started!

What is event planning.

Event planning is the process of organizing a:

• Or other special event

What Does an Event Planner Do?

As an event planner, you’ll be responsible for coordinating all aspects of an event, from start to finish. Your job will regularly involve:

• Conducting initial client consultations
• Understanding the client’s vision for the event
• Choosing a suitable venue
• Sourcing vendors
• Managing the budget
• Creating an Event Timeline
• Overseeing Event Day logistics

Event planners wear many hats, and no two events are ever the same. This means that successful event planners must be adaptable, organized, and have excellent problem-solving skills. Let’s take a closer look at 10 must-have skills every event planner needs!

The 10 Must-Have Skills Every Event Planner Needs To Be Successful

• Organizational Skills
• Time-Management Skills
• Communication Skills
• Negotiation Skills
• Budgeting Skills
• Marketing Skills
• Attention to Detail
• Flexibility/Adaptability
• Problem-Solving Skills

Let’s take a look at each one in more detail!

1 – Organizational Skills

As an event planner, you’ll need to be able to juggle many different tasks at once. Moreover, it’ll be your job to keep track of a large number of details. As such, strong organizational skills are essential for any event planner looking to succeed in the industry!

Some helpful tips for improving your organizational skills include:

• Creating to-do lists and schedules
• Breaking down projects into smaller tasks
• Using a task management system or project management software
• Staying on top of email and staying organized
• Prioritizing your time

PRO TIP: One way to make sure you stay organized is by using a tool like Trello . Trello is a great project management tool that can help you keep track of all your events in one place!

2 – time-management skills every event planner needs.

In addition to being organized, event planners must also be good at managing their time. After all, successful event planning requires the ability to juggle many different tasks and deadlines simultaneously!

Here are some helpful tips for improving your time-management skills:

• Create to-do lists and schedules
• Break down projects into smaller tasks
• Use a task management system or project management software
• Prioritize your time
• Learn when and how to say “no”
• Delegate tasks whenever possible

PRO TIP: Platforms like Asana will help you stay on top of your time. Much like Trello, Asana is another excellent project management tool that can help you stay on top of all of your bookings, appointments, etc.!

3 – communication skills.

Next, event planners must also have excellent communication skills. Why? Because much of your job will involve communicating with clients, vendors, and other event staff.

Need help improving your communication skills? Just keep this useful advice in mind:

• Listen more than you speak
• Ask clarifying questions
• Be clear and concise in your writing
• Speak slowly and distinctly
• Use positive language
• Pay attention to body language cues

PRO TIP: As you can see, it’s clear why communication is one of the must-have skills every event planner needs. One way to improve this particular is by taking a course or attending a workshop on the subject. There are many great resources out there that can help you hone your communication!

4 – Negotiation Skills as an Event Planner

In addition to communication skills, the ability to negotiate is another one of the must-have skills every event planner needs. The fact is, a decent portion of your job will involve negotiating with vendors, suppliers, and venues!

Thus, here are some helpful tips for improving your negotiation skills:

• Do your research
• Know your “walk away” point
• Create a win-win situation
• Be confident
• Be prepared to compromise
• Use positive body language

PRO TIP: Practice makes perfect! If you want to get better at negotiating, try practicing with friends or family members. After all, the more you practice, the better you’ll become at it!

5 – budgeting skills.

Undoubtedly, one of your most important responsibilities as an event planner will be to stay within your client’s budget. Otherwise, you’ll quickly find yourself out of a job! This why it’s essential that you have strong budgeting skills!

Here are just some of the ways you can ensure to provide your client what they want, without breaking the bank:

• Create a budget that’s realistic
• Get multiple quotes from vendors
• Moreover, be aware of hidden costs
• Negotiate with vendors
• Look for discounts and deals (they’re  always  there somewhere!)

There are many great software programs out there that can help you stay on top of your finances. QuickBooks is one popular option, but there are many others to choose from as well!

PRO TIP: Another way to become a master of budgeting – and making the most of any budget – is by taking a QC Event School certification course online! In as little as 3 short months, you’ll learn everything you need to know to launch a thriving career as an event planner!

6 – marketing skills.

If you plan to run your own event planning business, then it’ll be your job to market your events and get people to attend them! As a result, marketing skills are essential for your success as an event planner!

Here are some top-notch tips for marketing your events effectively:

• Create a strong social media presence
• Build your network whenever and wherever possible
• Develop a targeted marketing plan
• Utilize email marketing
• Invest in paid advertisements
• Use influencers to promote your event

PRO TIP: Don’t have much marketing experience? Don’t worry! All of QC Event School ‘s self-paced, online courses come with a FULL unit devoted entirely to extensive business training!

7 – creativity skills as an event planner.

Event planning is a creative field – so it goes without saying that creativity is a must-have skill for event planners! After all, your job will be to come up with new and innovative ideas to make each event you plan unique!

Here are some tips for thinking outside the box and being more creative:

• Get organized
• Set some structure
• Think like your audience
• Take inspiration from other events
• Be prepared to think on your feet

PRO TIP: If you’re struggling with creativity, try attending an art class or visiting a museum. Drawing inspiration from other forms of art can help jump start your own creativity! And who knows – you might just find a new hobby in the process!

8 – Attention To Detail as an Event Planner

As we’re sure you already know, event planning is all about the details! From the decor to the menu, everything must be carefully planned and executed in order for your event to be a success. This is why attention to detail is an absolute must-have skill for event planners!

Here are some tips for paying attention to detail:

• Make a list of EVERYTHING (and we do mean everything) that needs to be done
• Create a timeline and stick to it
• Delegate tasks to others, if possible
• Take your time and double-check your work

PRO TIP: One way to improve your attention to detail is by taking QC’s Event & Wedding Planning Course ! In this 7-unit certification program, you’ll learn how pay close attention to every last detail – no matter how big or small – to ensure a flawless event every time!

9 – flexibility/adaptability.

As an event planner, you’ll need to be able to think on your feet and adapt to any situation that comes your way! After all, the show must go on – no matter what! This is why flexibility and adaptability are such essential skills for event planners.

Here are some of the ways you can train yourself to be more flexible:

• Be prepared for anything – and we mean ANYTHING!
• Make a list of contingency plans
• Have a backup plan (or two)
• Be willing to make changes at a moment’s notice

PRO TIP: The only way you can successfully adapt to any given situation is to exercise patience. Things will never go exactly as planned – but that doesn’t mean your event can’t still be a success! So, no matter how stressed you feel, just remember to breathe… It’ll all be okay!

10 – problem-solving skills as an event planner.

Last but not least, event planners need to have strong problem-solving skills ! After all, no matter how much you plan and prepare, things will inevitably go wrong at some point. It’s just a fact of life!

This is why it’s so important to be able to think quickly on your feet and come up with solutions to any problems that may arise.

Here are some tips for solving problems quickly and efficiently:

• Remain calm (no matter what!)
• Think logically
• Break the problem down into smaller pieces
• Brainstorm possible solutions with others
• Choose the best course of action and execute it flawlessly!

PRO TIP: The best way to solve problems quickly is by thinking outside the box. So, if you find yourself stuck, don’t be afraid to get a little creative!

Bonus Skills For Event Planners: Knowing The 5 C’s of Event Management

When you are planning an event, whether it is a corporate retreat, team building activity, or customer appreciation day, there are 5 core concepts that are essential for success:

1 – Concept

Every event starts with an idea, or concept. This is what will give your event its overall purpose and goal. For example, if you’re planning a Customer Appreciation Day, the concept would be to show your customers how much you appreciate their business!

If you can’t come up with a concept for your event, try thinking about what you want your guests to take away from the experience. What do you want them to feel? What do you want them to remember? Answering these questions will help you come up with a concept for your event.

Concepts can be anything from simple and straightforward to complex and multi-faceted. It all depends on what you want your event to achieve!

Here are some examples of concepts for different types of events:

• A corporate retreat could have the concept of team building, or it could be focused on helping employees relax and recharge.
• A team building event could have the concept of teamwork, or it could be focused on fun and camaraderie.
• A customer appreciation event could have the concept of gratitude, or it could be focused on providing a unique and memorable experience.

Once you have your concept, you can start to flesh out the details of your event!

2 – Coordination

After you have your concept, the next step is to start coordinating all of the different elements that will make up your event. This includes everything from the venue and catering to the entertainment and activities.

The key to coordination is organization! So, you’ll need to create a timeline and budget for your event. From there, you can start booking all of the necessary vendors and services.

This can  seem  like a daunting task, but there are plenty of resources available to help you out. There are even event planning software programs that can make coordination a breeze!

Here are some tips for coordinating an event with better ease:

• Create a timeline and budget for your event.
• Book all of the necessary vendors and services in advance.
• Create a floor plan or layout for your event.
• Arrange for transportation and parking.
• Coordinate with the venue to ensure everything is set up according to your specifications.

The most important thing to remember when coordinating an event is to always stay one step ahead! By planning ahead and being prepared for anything, you’ll be able to make sure your event goes off without a hitch.

PRO TIP: One way to stay organized and on top of things when coordinating an event is to create a master checklist . This will help you keep track of all the different elements that need to be taken care of, and it will also help ensure that nothing gets forgotten!

3 – control.

Once you have everything coordinated and organized, it’s then time to start thinking about event control. This includes everything from managing the guest list to handling on-site logistics. Event control is all about making sure your event runs smoothly and according to plan. To do this, you’ll need to be prepared for anything that might happen!

Here are some tips for controlling your event:

• Create a guest list and manage invitations.
• Handle on-site logistics, such as registration and check-in.
• Coordinate with vendors and suppliers.
• Monitor the event space to ensure everything is running smoothly.
• Be prepared for any emergencies that might occur.

By taking care of all the details in advance, you’ll be able to relax and enjoy your event. And, if any problems do arise, you’ll be prepared to handle them quickly and efficiently!

4 – Culmination

After all the planning, coordinating, and controlling, it’s finally time for your event to take place! This is the culmination of all your hard work, so enjoy every minute of it!

During the event, make sure to interact with your guests and get feedback. This will help you improve future events. And, don’t forget to take plenty of pictures! After all, a picture is worth a thousand words.

When the event is over, take some time to reflect on how it went. What went well? What could be improved? By taking the time to evaluate your event, you’ll be able to learn from your mistakes and know where to improve in the future.

5 – Closeout

Finally, after your event is over, it’s time to start thinking about the closeout. This includes everything from debriefing with your team, to following up with guests and collecting any outstanding payments that are still owed.

Closeout is an important part of the event planning process, as it allows you to learn from your mistakes and improve future events. Here are some tips for closing out your event:

• Debrief with your team.
• Follow up with guests.
• Collect testimonials.
• Send out any remaining invoices and collect payments owed.
• Evaluate the event.
• Create a post-event report.

By taking care of all the details in closeout, you’ll be able to ensure that each event is even better than the last!

The Skills You Need To Work as an Event Planner: Final Thoughts

There you have it! These are the 10 must-have skills every event planner needs in order to be successful. Do YOU have what it takes?

If you’re interested in working as an event planner, then start honing your skills and put together a portfolio of your best work. From there, begin networking with people in the industry and look for opportunities to get your foot in the door.

At the end of the day, working as an event planner can be a lot of hard work… But it’s also a LOT of fun! So long as you’re organized, detail-oriented, and good at problem solving, then this will be the perfect career for you!

So, what are you waiting for? Start planning your next event today!

Thanks for reading! 🙂

Become an internationally-certified event planner in as little as 3-6 months by training online with QC Event School !

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Why Problem-Solving Skills Are Essential for Leaders in Any Industry

• 17 Jan 2023

Any organization offering a product or service is in the business of solving problems.

Whether providing medical care to address health issues or quick convenience to those hungry for dinner, a business’s purpose is to satisfy customer needs .

In addition to solving customers’ problems, you’ll undoubtedly encounter challenges within your organization as it evolves to meet customer needs. You’re likely to experience growing pains in the form of missed targets, unattained goals, and team disagreements.

Yet, the ubiquity of problems doesn’t have to be discouraging; with the right frameworks and tools, you can build the skills to solve consumers' and your organization’s most challenging issues.

Here’s a primer on problem-solving in business, why it’s important, the skills you need, and how to build them.

Access your free e-book today.

What Is Problem-Solving in Business?

Problem-solving is the process of systematically removing barriers that prevent you or others from reaching goals.

Your business removes obstacles in customers’ lives through its products or services, just as you can remove obstacles that keep your team from achieving business goals.

Design Thinking

Design thinking , as described by Harvard Business School Dean Srikant Datar in the online course Design Thinking and Innovation , is a human-centered , solutions-based approach to problem-solving and innovation. Originally created for product design, design thinking’s use case has evolved . It’s now used to solve internal business problems, too.

The design thinking process has four stages :

• Clarify: Clarify a problem through research and feedback from those impacted.
• Ideate: Armed with new insights, generate as many solutions as possible.
• Develop: Combine and cull your ideas into a short list of viable, feasible, and desirable options before building prototypes (if making physical products) and creating a plan of action (if solving an intangible problem).
• Implement: Execute the strongest idea, ensuring clear communication with all stakeholders about its potential value and deliberate reasoning.

Using this framework, you can generate innovative ideas that wouldn’t have surfaced otherwise.

Creative Problem-Solving

Another, less structured approach to challenges is creative problem-solving , which employs a series of exercises to explore open-ended solutions and develop new perspectives. This is especially useful when a problem’s root cause has yet to be defined.

You can use creative problem-solving tools in design thinking’s “ideate” stage, which include:

• Brainstorming: Instruct everyone to develop as many ideas as possible in an allotted time frame without passing judgment.
• Divergent thinking exercises: Rather than arriving at the same conclusion (convergent thinking), instruct everyone to come up with a unique idea for a given prompt (divergent thinking). This type of exercise helps avoid the tendency to agree with others’ ideas without considering alternatives.
• Alternate worlds: Ask your team to consider how various personas would manage the problem. For instance, how would a pilot approach it? What about a young child? What about a seasoned engineer?

It can be tempting to fall back on how problems have been solved before, especially if they worked well. However, if you’re striving for innovation, relying on existing systems can stunt your company’s growth.

Related: How to Be a More Creative Problem-Solver at Work: 8 Tips

Why Is Problem-Solving Important for Leaders?

While obstacles’ specifics vary between industries, strong problem-solving skills are crucial for leaders in any field.

Whether building a new product or dealing with internal issues, you’re bound to come up against challenges. Having frameworks and tools at your disposal when they arise can turn issues into opportunities.

As a leader, it’s rarely your responsibility to solve a problem single-handedly, so it’s crucial to know how to empower employees to work together to find the best solution.

Your job is to guide them through each step of the framework and set the parameters and prompts within which they can be creative. Then, you can develop a list of ideas together, test the best ones, and implement the chosen solution.

Related: 5 Design Thinking Skills for Business Professionals

4 Problem-Solving Skills All Leaders Need

1. problem framing.

One key skill for any leader is framing problems in a way that makes sense for their organization. Problem framing is defined in Design Thinking and Innovation as determining the scope, context, and perspective of the problem you’re trying to solve.

“Before you begin to generate solutions for your problem, you must always think hard about how you’re going to frame that problem,” Datar says in the course.

For instance, imagine you work for a company that sells children’s sneakers, and sales have plummeted. When framing the problem, consider:

• What is the children’s sneaker market like right now?
• Should we improve the quality of our sneakers?
• Should we assess all children’s footwear?
• Is this a marketing issue for children’s sneakers specifically?
• Is this a bigger issue that impacts how we should market or produce all footwear?

While there’s no one right way to frame a problem, how you do can impact the solutions you generate. It’s imperative to accurately frame problems to align with organizational priorities and ensure your team generates useful ideas for your firm.

To solve a problem, you need to empathize with those impacted by it. Empathy is the ability to understand others’ emotions and experiences. While many believe empathy is a fixed trait, it’s a skill you can strengthen through practice.

When confronted with a problem, consider whom it impacts. Returning to the children’s sneaker example, think of who’s affected:

• Your organization’s employees, because sales are down
• The customers who typically buy your sneakers
• The children who typically wear your sneakers

Empathy is required to get to the problem’s root and consider each group’s perspective. Assuming someone’s perspective often isn’t accurate, so the best way to get that information is by collecting user feedback.

For instance, if you asked customers who typically buy your children’s sneakers why they’ve stopped, they could say, “A new brand of children’s sneakers came onto the market that have soles with more traction. I want my child to be as safe as possible, so I bought those instead.”

When someone shares their feelings and experiences, you have an opportunity to empathize with them. This can yield solutions to their problem that directly address its root and shows you care. In this case, you may design a new line of children’s sneakers with extremely grippy soles for added safety, knowing that’s what your customers care most about.

Related: 3 Effective Methods for Assessing Customer Needs

3. Breaking Cognitive Fixedness

Cognitive fixedness is a state of mind in which you examine situations through the lens of past experiences. This locks you into one mindset rather than allowing you to consider alternative possibilities.

For instance, your cognitive fixedness may make you think rubber is the only material for sneaker treads. What else could you use? Is there a grippier alternative you haven’t considered?

Problem-solving is all about overcoming cognitive fixedness. You not only need to foster this skill in yourself but among your team.

4. Creating a Psychologically Safe Environment

As a leader, it’s your job to create an environment conducive to problem-solving. In a psychologically safe environment, all team members feel comfortable bringing ideas to the table, which are likely influenced by their personal opinions and experiences.

If employees are penalized for “bad” ideas or chastised for questioning long-held procedures and systems, innovation has no place to take root.

By employing the design thinking framework and creative problem-solving exercises, you can foster a setting in which your team feels comfortable sharing ideas and new, innovative solutions can grow.

How to Build Problem-Solving Skills

The most obvious answer to how to build your problem-solving skills is perhaps the most intimidating: You must practice.

Again and again, you’ll encounter challenges, use creative problem-solving tools and design thinking frameworks, and assess results to learn what to do differently next time.

While most of your practice will occur within your organization, you can learn in a lower-stakes setting by taking an online course, such as Design Thinking and Innovation . Datar guides you through each tool and framework, presenting real-world business examples to help you envision how you would approach the same types of problems in your organization.

Are you interested in uncovering innovative solutions for your organization’s business problems? Explore Design Thinking and Innovation —one of our online entrepreneurship and innovation courses —to learn how to leverage proven frameworks and tools to solve challenges. Not sure which course is right for you? Download our free flowchart .

About the Author

Problem-Solving in Business: PROBLEM-SOLVING DEFINED AND WHY IT IS IMPORTANT

• ABOUT THIS LIBGUIDE
• PROBLEM-SOLVING DEFINED AND WHY IT IS IMPORTANT
• SKILLS AND QUALIFICATIONS NEEDED IN PROBLEM-SOLVING
• PROBLEM-SOLVING STEPS
• CASE STUDIES
• MORE HELPFUL RESOURCES

• << Previous: ABOUT THIS LIBGUIDE
• Next: SKILLS AND QUALIFICATIONS NEEDED IN PROBLEM-SOLVING >>
• Last Updated: Mar 23, 2024 4:47 PM
• URL: https://libguides.nypl.org/problem_solving_in_business

The essential guide to design thinking for event professionals

• Last Updated : August 18, 2023

As event planners, we’re routinely asked to pull a rabbit or two out of our hats. Clients are no longer satisfied with out-of-the-box thinking and ideas —now they demand that you push through like no box exists at all. And rightly so, because the world has never been this responsive to events (or rather, experiences) before. That brings us to the current situation in the event industry where everyone wants to one-up the next person. It’s for this exact reason that we think event organizers can benefit from design thinking.

Like Tim Brown, one of the creators of design thinking, says: “ …design is a process especially suited to divergent thinking—the exploration of new choices and alternative solutions.” So what is design thinking? It is a practical, user-centric, and creative approach to problem-solving. This approach emphasizes the solution instead of the problem.

For example, when you’re planning an event, your focus will be on how you can create the best event experience, not what obstacles you’ll have to overcome—your challenges transform into questions. If the challenge is getting speakers, the question is “What type of speakers will my attendees like?” and so on.

The four rules of design thinking

Design thinking, like all other frameworks and processes, is based on a set of core principles. These principles not only give you a deeper understanding of design thinking, but they can also be a guide once you start actively using the process when planning your events.

The four principles listed here— The Four Rules of Design Thinking —were defined by Christoph Meinel and Harry Leifer of the Hasso-Plattner-Institute of Design at Stanford University. We’ve modified them a little to suit the event scenario better.

THE HUMAN RULE: All events should be human-centered with the attendees at the center of the planning.

THE AMBIGUITY RULE: Uncertainty and ambiguity will be a part of all events because there is always something beyond the boundaries of our knowledge. That’s why it’s important to constantly expand the limits of our knowledge.

THE REDESIGN RULE:  When society evolves, technology will evolve. However, the basic human need (to socialize) will always remain the same. The changes we make are just “redesigns” of our existing design where we strive to give people what they always wanted—but in a different way.

THE TANGIBILITY RULE: While ideas do matter, what matters more is their execution. With design thinking, the aim is to make ideas workable.

So, with design thinking, you plan an event that’s creative, doable, and people-centric. Like Freeman , a global provider of brand experiences and one of the first to use design thinking, says: “Whether the outcome is a performance metric, a system, or an experience, design is the method for envisioning the result and systematically executing our vision.”

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The 5 phases of design thinking

It’s quite intimidating to move away from the ways of the old and start something new. That’s why we’ve broken down the process of design thinking into five actionable steps that we hope will be easier for you to follow.

A point to note—though these steps appear to come one after the other, it’s not necessary to do it that way. Design thinkers emphatically believe that it can’t be a linear process— rather, you’re encouraged to go back and forth between the steps when you learn something new.

In design thinking, the first step is to understand the end-user. For events, these are the attendees. You understand them and you satisfy not just them but also your clients and sponsors. Here, you start studying your target audience. You observe them, engage with them, and analyze the data to figure out who they are and what they need.

What are their needs, expectations, likes, and dislikes? This is done to get over your biases and put aside your assumptions so you can develop a clear picture.

In this phase, you use what you discovered during the empathize stage to define the challenges or problems you have to address to make your event satisfy your attendees’ needs. The International Design Foundation has some really good templates that you can use for this purpose. In one method, you use the elements user, need, and insight to frame your problem statement.

The user needs {their need} because of {insight}.

So, an example of how we’d use this for events could look like this:

The attendee needs {networking options} because of {survey results that state people attend events to make connections}.

Another way to write your problem statement is as a “how might we” question. So here, your question will be:

How might we host an event that allows attendees to network more?

By formulating the data you collected, you can make your problems more specific. This, in turn, will help you explore ideas better in the next phase.

Now that you know what your challenges are, you can brainstorm ideas and come up with possible solutions. One tip here is to be completely unrestrained. No idea is silly or impossible or too much. By allowing your brain free reign, you can remove mental blocks. This means there are more chances for you to come up with completely innovative ideas.

During your ideation sessions, you can use techniques like reverse thinking, worst possible idea, mindmapping, and bodystorming to explore different angles. Also, it’s important to include all stakeholders—not just your team—in your ideation sessions. Once you have your list of solutions, you can then shortlist the ones you really like.

Continuing with the example of increasing networking opportunities for attendees —this is where you talk to your client, team, and even sponsors to figure out the best options for networking at your event.

Now that you’ve narrowed your list of ideas, it is time to flesh them out. Here, you experiment with the ideas and try to make them work. Supposing you came up with the idea to use event apps to improve networking at your event, here you’ll create a prototype of the event app with all the features you’ll want it to have, like discussion channels, social wall, etc. Then, you’ll do your research on the event apps available in the market and select the one you’d like to use.

Test (and learn)

Finally, you’ll introduce your solution to people. Here, you’ll test how people are responding to the solution and how you can improve it. Going back to the previous example, you’ll get data on the app’s adoption rate, which features your attendees liked, and what features they needed but were absent in the app. Using all that you learned, you’ll refine your solution for the next event or even come up with a new one altogether.

The good thing about events is that we’re already applying some of the phases of design thinking in our regular process. For one, we’re already thinking of attendees when planning events. So the shift to a design-first culture is actually quite easy. By actively thinking about these phases, you just become more aware of what needs to be done. And finally, if you’re serious about going the non-linear way with your event planning, you should complement your design-thinking attitude with an agile planning method . Nothing speaks more about innovation and creative problem-solving than design thinking and agile planning!

If, like us, you're more of a social person, let's connect on Twitter ( @ZohoBackstage ) and we'll keep you up-to-date with all the latest event news.

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Marketing and content at Zoho Backstage. Cultural misfit. Armchair traveler. Productivity geek. Sometimes, I write poetry. Sometimes, it rhymes.

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20 Reasons You Should Be Planning Events as a Team

Home » Blog » 20 Reasons You Should Be Planning Events as a Team

Related read: How to build the right team for a hybrid event

Team work is not only beneficial to individuals (if you can’t learn something from someone, you aren’t looking hard enough!). But by adding more staff to your team – all working independently – you will also grow your business.

Here are 20 reasons why it’s good to work as a team in the world of events:

1. Helps Problem Solving

Team work promotes innovation and ideas sharing. A problem shared is a problem halved, or so the saying goes.  Using the problem solving abilities of a small team doesn’t just resolve issues faster but can also lead to avoiding them again in the future.

2. Encourages Initiative

Taking initiative is a key ingredient for solving problems, dealing with change, and providing customers with service that far exceeds expectations. With the encouragement of a proactive leader, encouraging initiative can make for a healthy team as it’s essentially assuming risk for a possible failure. The only alternative to putting yourself out there when things go wrong is doing nothing at all and who wants a colleague who does that?

3. Reduces Stress

Being able to delegate work when your to-do list is longer than your arm will reduce a lot of pressure on event planners. When there are tight – and often competing – deadlines to hit, stress levels can be greatly elevated but being able to share the responsibility can be a load off the shoulders.

Read: 10 Signs Event Planning is Burning You Out

4. More Self-Awareness

Self-awareness is being conscious of what you’re good at while acknowledging what you still have yet to learn. By working in a team you are constantly learning from others and being aware of any gaps in the knowledge or skills you already have. Self-awareness of your strengths and weaknesses can net you the trust of others and increase your credibility.

Read: Top 7 Personality Traits of a Great Event Manager

5. Promotes Learning

As much as you’d like to, you don’t know everything about everything. Event planning involves combining the differing goals of several departments as well as the requirements of the delegates which can all be incredibly complex. You are not an expert in every department so learning from those who are is vital.

6. Work to Your Own Schedule

Few people are both a night owl and an early bird. Event planning can require both attributes whether it’s getting up early for an office meeting or staying late to finalise details the night before your big event. Working in a team allows people to play to their strengths as you never know when the tyre will bust on your event. Knowing someone is there will bring comfort to individuals – as a team, your event planning can still be progressing even while you’re taking a well-earned nap. An empowered team can function just as flexibly as an individual doing it alone.

7. Meet Shorter Deadlines

If you have to put an event together at extremely short notice, then you need a team behind you for support. Working with a few trustworthy, reliable and resourceful individuals with broad expert knowledge – not simply skills enlargement but skills enrichment – can mean quick turnaround on decisions, rapid problem solving and being able to meet shorter targets or deadlines by delegating and saving time.

Read: 8 Time-Wasting Habits Event Planners Should Quit

8. Work from Anywhere

Most companies now accept remote working so why should event profs be any different? Everyone has access to WiFi so you don’t need to be in the same room as your team. One member could be checking the venue capabilities, while another is at the office of a potential guest speaker. And this doesn’t prevent you from being in contact with your team. Location isn’t a great priority and things don’t need to be communicated in person as having to attend overly-frequent catch-up meetings can be counter-productive to the workflow of the team. Productivity apps such as Trello, Jira and Asana which are designed to empower team collaboration have solved these problems. They also improve efficiency and project management, so who needs to be in the same room at the same time every day?

9. Great for Introverts

Introvert abilities such as engaged listening and deep rumination are useful skills to have particularly in event planning and management. It’s good to encourage introverts to be involved in your team – they tend to communicate using concrete facts, which, when expressed correctly, might help lend objectivity to emotional or tense situations. By encouraging a flexible working environment, you can reduce anxiety levels and bring in new ideas because they will be able to work on their own but will still be in constant contact with the rest of the team.

10. Avoids Arguments

By encouraging problem solving and collaboration, working in a team can avoid arguments that may arise along the way. The array of different personalities, planning styles and opinions that a team can bring shouldn’t be navigated with caution but embraced – the trick is to challenge the idea, not the person. A respectful robust challenge to an idea from a passionate colleague is highly preferably to the end game of the business than the isolated view of a megalomaniac. No-one wants to be the person who does the same stuff they are familiar with as they didn’t have the self-worth to reach out for a different view for fear of a disagreement. Even a two-year-old can play as part of a group; professional event planners can too or ask themselves why not.

11. Makes Your Event Unique

By combining the knowledge and expertise of several members of a team will ensure that each event is unique but it also defines your company. Not everyone shares the same passions and tastes so it’s important to consider what others might require from your event rather than just relying on your own likes and dislikes. By working in a team you can create a brand with themes and ideas that represent your diversity and cooperation which translates into future events and builds a strong event identity.

12. Boosts Productivity

Working in a small team can promote day-to-day productivity by playing to strengths and abilities. Everyone has their own area of expertise so they will be able to work independently, with fewer distractions and reduced stress as they will be in their familiar environment. As long as you keep communication active and up-to-date, then organisation shouldn’t be an issue when planning an event.

13. Great for Fixing Mistakes

The difference between outstanding world class companies and average performers is how well they react to problems when they arise. And, more importantly, how well these problems are dealt with and how quickly. The more eyes you have working on a project, the more likely it is to spot these problems in a timely manner and fix them with minimal confusion.

Read: How to Handle a Big Crisis at Your Events

14. Takes The Pressure Off

Knowing that a colleague has your back – as you have theirs – brings comfort in itself. Having someone else understand what you are going through – even if they can’t directly help, but are simply with you – can lead to very unusual, lasting friendships. Although people have different ways of working – some like to get things out of the way as quickly as possible while other take time to mull things over – an individual’s approach to a task is secondary to the task itself. Working in a team might mean you’re working at a pace that is unnatural for you.  But with an empowered team sharing transparent goals to defined deadlines, all pulling in the same direction, individuals can work within their remit at a time, pace and location that best suits them. This can be a tough adjustment for a new team player but the reality is, the method an individual takes is largely irrelevant. As long as it’s respectful, ethical and can be made transparent, focus on the output and celebrate diverse personalities and ways of working. Different is OK, it’s 2019!

Read: 8 Steps to Well-Being for Event Planners

15. Boosts Career Prospects

Showing that you can work as part of a team is vital to most employers. While showing you can do a lot yourself may make things more cost-effective, being stressed and struggling to hit deadlines is not going to save money in the long run. Working as a team broadens your range of skills from deepening your understanding of a particular subject area via practical activities to developing interpersonal, leadership and motivational skills. You will be more aware of strengths and weaknesses that will be invaluable when looking to further your career. Working in a team also gives employees a greater sense of belonging and of recognition, which helps them take more pride in their work, and their company.

16. Fewer Restrictions

Working in a team provides fewer restrictions rather than being limited by your individual skills, knowledge and time. A team gives you access to an enriched source of knowledge, skills, experience, laughter and, of course, the odd celebratory pint. Working alone, you only have yourself to blame if things don’t go quite right. This keeps things on your shoulders rather than being supported, advised and coached by others around you.

17. Full Credit

It’s great to collaborate. Period. Sometimes credit may not always be fairly distributed, but team players focus on achieving the end goal and being rewarded rather than elbowing others for individual recognition. Working on your own can highlight your great work but it would also highlight the mistakes you make. It may also indicate insecurity in asking others for help.

18. Fewer Misunderstandings

You may have all the information. You may be able to make informed decisions and choices yourself with all of the knowledge to hand.  However, if you can’t convince your team to try something new around your event, are you likely to succeed in convincing a skeptical delegate? There might be an inclination to follow your gut decisions when working alone but remember: there was once an executive at Decca Records who had a gut decision to reject The Beatles when he first heard them.

19. Stronger Bond with your Client

Working alone means that all communication has to come through you – this includes having to build a close bond with the client and, essentially, being at their beck and call. While you’re trying to juggle every aspect of planning and management, you might also be trying to deal with emails every 10 minutes asking for constant updates, changes to minute details or any other manner of insignificant contact that will distract you from the really important stuff. And what about the other events you may be working on? What about other clients who wish to talk to you today? Clients rarely arrange their annual calendar conveniently around the diary of their favourite loner event planner.

20. Challenge Yourself

Working alongside colleagues doesn’t mean sitting back and allowing people to take the lead on certain tasks on occasions. Team players spot learning opportunities from experienced colleagues and pay attention without risking the event. The challenge is about playing to strengths, understanding your own abilities and learning from others. Working on your own can make you blinkered and dated, but pushing yourself in a team environment is the real challenge with the best individual and collective outcome.

In Conclusion

The event industry is made up of many freelancers and individuals with experience in niche areas and those who create “event magic” as part of a well-rounded, agile, fast-paced team. Modern day, dynamic events are complex machines that require a multitude of cogs all working together to get a result. One wheel falling off is unacceptable but if you trust them, then there’s always a solution if you appreciate the value of a well-formed functional team.

Did you know that your team members can be one of your greatest weaknesses when it comes to data security and the chances of breach?  Find out what you can to STOP your attendee data from getting compromised by getting your copy of ‘ The Event Planner’s Guide to Data Security in a Post-GDPR World ‘.

New Mobile App Launched - Drive attendee participation and build lasting relationships.

New mobile app launched - for simple events, tradeshows, or multi-stream conferences, new mobile app launched - find out more today.

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12 Event Planning Skills You Need for Success

What does it take to be a successful event planner?

High-profile events and product launches may have glamourised the life of event planners. But event planning is far more than just attending fancy parties.  Event planning  frequently ranks as one of the most stressful jobs in the world, and with the events landscape constantly evolving , today's event professionals need to have a diverse range of multidisciplinary skills.    

At the same time, event planning also offers a rewarding and exciting career path. So, let's look at the top skills event planners need to succeed today.

Top event planning skills you need to succeed  

1. organisational skills.

A well-executed event doesn't happen by accident. Great event planners are highly organised and can implement the right processes to ensure an event runs smoothly.  

Since you often work to tight deadlines, this usually means ensuring that timelines are adhered to, which requires excellent time management skills. But you’ll also need to be able to keep on top of your event budget, track important information and prioritise.  

Everyone is different, so finding the best way to stay organised and on top of your tasks is essential. Whatever your method, make sure you can find the correct information when you need it. 

Next step:  Check out our step-by-step onsite planning checklist to help you stay on top of your organisational skills.  

2. Great communication

The ability to connect and build rapport with people is another must-have skill for event planners. 

Great event planners are great communicators and can speak with a diverse range of stakeholders, including C-suite executives, event attendees, donors, brand sponsors, and, of course, vendors. 

Strong communication skills are also necessary to ensure that everyone involved in the delivery of an event is clear on what their role is.  

You must also possess strong writing skills to convey information accurately and clearly.  

Next step:  Learn top tips on  how to communicate the value of your events to stakeholders  in this handy guide.  

3. Emotional intelligence 

Emotional intelligence is another piece of the communication puzzle. This means having the ability to understand, control, and respond to your own emotions and the emotions of those around you.  

Why is this an essential skill for event planners? 

Because, among other things, emotional intelligence impacts how we work with others, manage stress, and deal with conflict.  

People with  higher emotional intelligence perform better  when it comes to decision-making and problem-solving, have greater empathy and can respond positively to constructive criticism.  

Since event planning can be highly stressful, these traits will be essential to deal with things going wrong.  

Additionally, your clients and stakeholders may have big ideas about what they what from an event. Possessing emotional intelligence will allow you to communicate and manage expectations in a calm and empathetic way.   

4. Tech savviness 

The events industry has been experiencing a digital transformation in the last few years.

The shift to virtual events during the pandemic has had a long-lasting impact on how we run events. Planners suddenly had to learn  how to run engaging virtual events , which required a new set of digital skills.  

Events are now more digitised, with in-person events incorporating more digital elements and  hybrid events  becoming a core event format for many.  

For planners, this shift to digital means that adapting to and learning new technologies is critical. 

You'll need to be able to work with IT and tech teams to understand the technology you need to deliver your events, whether in-person, hybrid or virtual.  

Similarly, event technology is a core part of any event. While you don't necessarily need to be an expert on all the event tech available, it does help to understand how event management software can help you manage and automate many steps along the planning process.  

Next step:  Along with being tech-savvy, it's important to stay up-to-date with how the industry is evolving. Check out this blog post to learn  the top trends shaping the events industry . 

5. Networking skills

The best event planners are savvy networkers.  

Why? Because the industry is driven by strong relationships. Your ability to deliver a successful, memorable event will rely on having a strong network of vendors, including venue partners, photographers, lighting and A/V, DJs, videographers, etc. 

One relationship that will be particularly important to nurture is that with venues. If you have a strong relationship and trust with your venue partner, it will be easier to negotiate when sending an RFP.  

6. Problem-solving and flexibility 

Never has Murphy's Law — the saying that whatever can go wrong will go wrong — been more true than when it comes to events. 

This is because dealing with  unexpected challenges to your events  is a necessary and inevitable part of the job. Whether it's dealing with global events like a pandemic or an accumulation of things going wrong at your event, you'll need to be able to keep a cool head and adapt quickly to the situation.  

Other related skills include being agile, adaptable, and finding creative solutions to problems. 

7. Negotiation 

If you consider yourself good at negotiating, you already have this important event planning skill.  

Being able to negotiate the best possible deal with a venue or a contract with a sponsor are just two examples of where this skill can come into play. 

Negotiating is a skill that requires a mix of preparation, tact, and confidence. The good news is that practice makes perfect!

8. Juggling multiple priorities 

As an event professional, you'll need to be able to juggle multiple tasks at once.  

From managing the planning process to event promotion , sponsorship acquisition and day-of logistics, there are many things to think about throughout the event planning process .  

Additionally, there may be multiple events that you'll need to plan simultaneously. If you have a team, you can delegate some work, but ultimately it is your job to ensure that nothing falls through the cracks.   

9. Creativity  

Event planning is more than just following a to-do list. As an event planner, you'll need to use your creativity to not only bring your vision to life but also create memorable experiences for attendees. 

If you're limited by the requirements of your client, you may not always have a lot of room for innovation and creativity. But even here, there is always wiggle room to do things differently — for instance, you can be creative with the event theme, choose a unique venue or have a motivational speaker. 

And contrary to what you may think, creativity is a learnable skill that you can build over time. One way to help develop your creative skills is to bring together a team - whether in-house or with your partners - to brainstorm creative ideas.  

Also, don't be afraid to take risks, where appropriate, with your event. 

Being creative can also mean rethinking your event strategy or taking a different approach.  

10. Leadership  

Leadership is a vital quality for any budding event professional.  

As a leader, you're responsible for helping to develop a strategy and ensure that your events run smoothly and deliver on key objectives.  

You may also be supervising an entire event team, in which case, being able to unite and bring that team together is critical.  

Leadership qualities also extend to many of the skills mentioned above. Being able to communicate with stakeholders, having empathy for your team, and being able to problem-solve effectively, are all key examples of showing leadership. 

 11. Passion 

It may seem obvious, but having a passion for event planning will get you through the toughest days.  

As we've seen, event planning is an extremely active profession — you're constantly on the move, juggling a million and one priorities. Without passion for what you do, this can become overwhelming.  

A successful event planner infuses qualities like passion and enthusiasm into their everyday work. They are self-motivated and live to feel a pang of pride after delivering an event that their guests truly enjoyed.  

So, what is it you  love about events ? Is it being able to bring people together and build connections? Or perhaps you love the variety and the fact that no two events are ever the same? 

12. Budget management 

Unsurprisingly, delivering events also means being able to handle an event budget. As a planner, it's your responsibility to ensure that your event budget is met or, if it looks like you'll go over budget, to find ways to mitigate this.  

When it comes to your budget, you'll need to be able to forecast and track spend, whilst also juggling invoices, proposals, and expenses.  

Next step:  Check out our  event budgeting guide  for top tips on how to stay on top of your event budget.

Bonus: Basic knowledge of events 

It may seem like a no-brainer, but being a great event planner means you should understand the fundamentals of what it takes to run an event.  

While you don't need to be an expert on everything, having a broad knowledge of the various elements required to pull off an event successfully is key.  

Examples of things you should know include: 

How to draft an RFP 

How to create a floor plan 

What to look for when reviewing a contract 

How to analyse event data  

Understanding what goes into running an event also means that you know what is realistic and what isn't. Having these basics under your belt will enable you to better communicate with your suppliers, vendors, and venue partners.  

Take your event planning skills to the next level 

If you have most of these event planning skills, chances are you’ll do a great job at being an event planner. 

If not, you can still become a successful event professional since most of these can be developed through determination and willingness to learn. It is all about continuous learning and improving with each event.  

See how you can stay up-to-date with the latest event industry developments and take your event planning skills to the next level with  the Cvent Academy .

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Cvent is a market-leading meetings, events, and hospitality technology provider with more than 4,000 employees, ~21,000 customers, and 200,000 users worldwide.

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6 Major Event Planning Problems and How to Solve Them

Organizing an event is a roller coaster of planning and scheduling, preparing for contingencies, dealing with unexpected emergencies, troubleshooting, and then getting back on track again. Every event planner faces problems and has to make tough choices, even when there is a Plan B in place. Read on for some common event planning problems you could face and how to work around them for a successful event.

Problem 1: Overspending

One of the most common issues faced while planning an event is losing track of expenses. With so many ends to tie up, very often one tends to overstep the budget or overspend at a certain point not leaving enough for the rest of the plan. 

Solution: Draw up a budget

Step one for planning an event has to be drawing up a budget. Once you know how much you have to work with, it becomes easier to allocate the total amount fairly over the entire plan.

Problem 2: Bad weather

Though weather prediction in today’s date is fairly accurate, there is always that chance of a freak storm, unseasonal rain, or an unusual spike in temperature. A weather anomaly has the capacity to throw your well-laid plans totally out of gear. 

Solution: Alternative location

Venues are booked months in advance, which makes it hard to predict the weather on the date accurately. This may be a problem especially when your event is planned in an open space. The best way around such a situation is to keep an alternate venue in mind – or book something that has an indoor space option as well. 

Problem 3: Inexperience 

With so much information online about event planning, the available resources, and options, one assumes that setting up a successful event by yourself won’t be too difficult. But do remember, inexperience has an uncanny ability to derail plans. Try as you may, there will be major issues and minor details that you will miss out on.

Solution: Hire an event planner

Experience trumps all. Yes, we are absolutely recommending our product  right now, but only because we know what can happen with an inexperienced planner at the helm! Take the help of people who know what they are doing, professionals who have done the same thing for years – it will show in the quality and success of your event.

Problem 4: Over programming

Packing all that you can into the limited time that you have for your event may seem like a wise move at the time. But when the event rolls out, you may have exhausted and burnt-out participants looking forward to a break. Offering so much and more is not always the best thing.

Solution: Plan breaks

Events are not only about the business agenda, a very significant aim of any event is ensuring that participants enjoy themselves. This means that you must inject entertainment breaks into your schedule. Entertainment breaks help in rejuvenation as well as add to the recall of the event.

Problem 5: Pre-event clutter

When handling everything from the venue, catering, parking, and sound systems to hygiene, registration, directions, and entertainment, your days are bound to be chaotic. Especially if you’re doing it all by yourself.

Solution: Establish a line of communication

If you are in charge of multiple responsibilities, it would do well to establish a line of communication with all your vendors and people you have delegated work to. Take the help of a written organizer where you can update the status at each stage.

Problem 6: A/V collapse

An audio-visual system letting you down is not unheard of. Electric connection issues, network problems, technical glitches – there are many ways for a piece of machinery to become a nuisance.

Solution: Keep time for a dry run

Start early on D-day, preferably with a checklist. This applies not just to your audio/visual setup, but also to every other vendor on your list. Set up a dry run on a day prior to the event just to make sure that everything is in working order and your event takes off smoothly.

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