The world of event planning is constantly confronted with problems. These can arise at both social or corporate events; in this post we’re going to be taking a look at the latter. To avoid a blip in the normal sequence of events, by whatever means possible, planning is vital. Here are the five big challenges corporate events are up against and how you can deal with them. With good planning planning and organisational skills, these problems can be prevented so that you can be as prepared as possible for the next corporate event you’ve got in your work diary.
Five big challenges facing corporate events
Event organisers should be versatile, open, analytical professionals with an eye for detail. However, on top of all that, they also need to be able to deal with problems that crop up. As well as knowing the end goal of each corporate event, the leisure activities planned and the teamwork dynamics of each organisation, event managers also need to be prepared for the following common challenges:
1. Audience engagement
One of the most daunting challenges at a corporate event is meeting the expectations of the attendees.If you want to keep your audience engaged, you need to communicate all the details clearly and honestly. The interaction of the guests and their interest in upcoming editions of the events depend on your motivation skills. Offer networking spaces, use the latest technologies, and above all, learn to listen to your client.
2. Budget challenges
The budget couldn’t not make it onto the list of challenges facing corporate events. Every event has a budget. Sometimes money that had previously been dedicated to an event is redirected elsewhere, and you need to know how to react.
Another possibility is that a cost increases once the service has been contracted. Remember, therefore, to plan your finances down to every last detail and make sure you put something aside to cover the costs were the unexpected to happen. In other words, don’t spend all of your budget money and make a list of all the costs you’ll be facing, from catering and marketing to professional fees.
3. Right staff numbers
You might have attended events where waiters calmly breeze by, serving guests drinks and snacks with a smile on their faces. But you also might have been to an event where there was a clear lack of staff. When this happens, it is obvious. It’s not easy to know exactly how many staff members you will need to serve and attend at your event. Our recommendation is to think carefully about which areas will need to be staffed, and how many people will be needed to do so. You can also look back at previous events to see how many people you contracted. Oh, and don’t forget to add it to the budget.
4. Crisis planning: communication and unforeseen circumstances
Any event can be cancelled. It’s important you bear this in mind and take it on board. Events can be cancelled during the planning stage (in other words, before they take place) or while they are underway. There are different reasons for this and it’s never a bad idea to think about the worst-case scenario. If it were to happen, what protocol have you got in place?
The management can change their mind about your corporate event, cancelling it to reduce costs. Team building activities are an example of business events that could be cancelled in the face of a crisis. As quickly as they’ve been thought up, they can be dropped, and you need to have a plan in place to deal with the situation.
Beyond potentially being cancelled, one of the challenges facing event project manager is dealing with unforeseen circumstances during the event itself. What happens if a key speaker doesn’t show up at the last minute? If the rain calls off your outdoor team building activity? An events room turns out to be impractical? Set out a crisis plan to know how you’d deal with these situations in advance. Try your hardest not to harm the attendee experience and communicate what has happened effectively.
5. The destination, the great dilemma
Last but by no means less important, one of the greatest challenges facing business events is choosing the right destination. Though there are many venues that can plan your event in a convenient and practical way, they won’t always meet the expectations of the organisers and attendees. Problems can arise with regards to whether the event is suitable for the destination or from a logistics point of view. If you want to book a popular venue, you need to make up your mind and get in contact with them well in advance.
The Costa del Sol and the MICE sector, a healthy relationship
Corporate events account for a large number of activities within the MICE sector. Spain is, according to the Spain Convention Bureau website, the fourth most popular country in the world for holding international events and conferences. And the province of Malaga is an excellent destination within that.
The Costa del Sol is a world-class destination with countless venues and facilities at the ready to host a diverse selection of business events. Business congresses, conventions, trade fairs, team building activities and incentive trips, among others, can be planned to perfection in the province of Malaga. An unforgettable destination to focus on your clients, win your guests’ trust and create unique, interactive and well-coordinated experiences.
As you have seen, business events pose all sorts of challenges to organisers. Whether they be related to logistics, infrastructure or services, these challenges need to be overcome to keep your guests happy. Fancy exploring the events potential of the Costa del Sol?
