April 28, 2014

4 Potential Evils that can Mess up your Event (and How to Deal with Them)

“Good event management practice is all about having the best systems in place: systems which are adequately backed up with responsible people and resources.” This is the view of Monik Makadiya from iVvy, pioneers in event management software. Below, Monik kindly shared his views on what can cause a good event to go bad…

Unfortunately, though it is so simple to define, we often see event organisers watching some of their events ending up in a mess because of some obvious mistakes. Let’s look at some of the most common issues that lead to failure of events.

1. Failure to Anticipate

Though anticipation of what can go wrong comes through experience, I have seen many experienced event managers failing to apprehend certain problems and pave the way for disaster.

How to deal with it:
A thorough assessment of the potential risks before the event starts is the way to prepare to deal with last minute changes. You need to anticipate consequences if either important / responsible people for the event fail to show up, or some vital equipment does not work. It is important to have a back up plan to ensure things remain in control.

2. Underestimating the Importance of Talent and Experience

Certain elements of an event cannot be rehearsed in advance, and the way to deal with unexpected contingencies is to hire people who have enough experience. While you allocate people and resources for handling critical functions in an event, it is equally important to ensure that the resources are adequate and the people in your team are talented and experienced enough to assume the responsibilities efficiently. Successful event management requires capability to react in a timely and effective manner, and this comes only through experience.

How to deal with it:
Event managers should have a good understanding of who is handling what in an event, and if there is need for deploying any additional resources. While hiring contractors and outsourcing certain jobs, event managers should hire only those who have in the past had an experience of handling responsibilities at the same scale (and of the same level). Avoid overburdening people with work as this can cost you more than you can expect to save.

3. Past Failures are Discouraging Potential Participants

Past failures leave an impression and keep impacting your efforts to get more participants. But I would say, it is really all not that difficult to attract participants, if you take the right steps for your next event.

How to deal with it:
The best way to build trust and confidence among your clients is to impress them with your promotional efforts, and make it easy for them to register or find more about your event. With an event registration solutions, you can be assured that a participant’s trust in your event will be reinstated in your capabilities. Event management software makes the registration process so comfortable for client, that registering for the event is just a few clicks away. Besides, they can also look forward to have most of their doubts, queries resolved online.

4. Lack of Robust Systems

As I pointed at the outset, strong systems are the backbone of organising a good event. If you do not have the right systems in place, you are bound to commit mistakes more often. Systems ensure that the right practices are followed, which eventually leads to successful execution of an event. If you do not have a good system, a number of problems are bound to arise during the event.

How to Deal with it:
There are some very good event management software in place, which incorporate the best practices in event management. The software ensures that you follow only the right steps, which helps you avoid a lot of mistakes. Good event management software such as, venue booking software, online event registration and ticketing software will take away as lot of stress which you may otherwise face because of managing some repetitive tasks. It also powers you with information to make the right moves in real time, so as to enable a flawless execution. By keeping the above points in mind, you reduce the chances of things going wrong during events. And, even if something goes wrong, you will have the resources and systems to resolve it.

Author bio:

Monik Makadiya is associated with iVvy, a leading event management software company that is revolutionising the way events are managed. iVvy offers a suite of software for event managers that simplifies and automates most of the tasks associated with managing events. Connect with Monik on Twitter at @painstakingMM. For more event management tips from iVvy, visit the iVvy event management blog.