The 7 Most Common Event Planning Challenges and How to Solve Them

The 7 Most Common Event Planning Challenges and How to Solve Them

So you’ve made a few phone calls to secure a venue and catering services. You’ve sent out invitations and even planned the littlest of details. Everything is all set. 

Or so, it seems.

The thing with events is that there’s no guarantee that they will always unfold on cue like a pre-recorded scene from a movie. So many things could go wrong and seasoned event planners know that even the best-made plans could quickly fall apart. 

Experience has taught them to expect the unexpected. They create contingency plans to counter emergency situations, and thanks to experience, they know what problems usually occur during events.

So, what exactly are the event planning challenges they usually face? We’ve rounded up seven of the most common ones and what they usually do to solve them:

1. Too Much or Too Little Food and Drinks

One of the most common problems at events is ordering too much food and drinks which could blow your budget. Another is not having enough food and drinks, which could leave a bad impression on guests and makes them eager to leave.

Misreading the amount of required food and drinks either wastes money or makes the event look like a poorly planned occasion.

Solution:

You need to factor in three things: number of guests, type of event, and length of the event. 

Know the Number of Guests Attending

The number of people attending the event is a surefire way of knowing how much food to prepare. But that only applies to small gatherings. 

For larger events, guests typically don’t eat as much. Experts advise preparing for a few heads less than the actual number of guests. For example, if there are 40 guests attending, prepare for 34, and so on.

You don’t need to prepare a full portion for every guest, especially if you’re serving a variety of dishes. To prevent food from running out, bulk up on potatoes, salad, bread, and similar items.

Finalize Your Menu Based on Event Type and Length

The type and length of the event matter too. For example, cocktail parties won’t require a lot of food, but family reunions will. The longer the event, the more food and drinks will be required to keep guests satiated.

These elements become easier to organize when you partner with the right caterers. 

 

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2. Breakages and Losses

Broken china, missing utensils, damaged lighting, and equipment. Guests accidentally breaking stuff during the event can’t always be prevented. What should you do when this happens?

Solution:

Put someone in charge of detecting and troubleshooting these kinds of problems before they affect and ruin the entire event. It would be that person’s job to contact suppliers, find missing items, run to the store, etc.

3. Bad Weather

Outdoor venues are making a comeback, and so are bad weather problems. Extreme heat, rain, or even a light drizzle could ruin your event if it’s held outdoors.

This issue may largely be out of your control, but it doesn’t mean you can’t plan solutions ahead to prevent weather issues from raining on your parade. 

Solution:

Gear Up

Prepare umbrellas and ponchos for guests in case it rains. Stock up on water bottles, juice, and sunglasses if you’re expecting the day to be hot.

Have A Second Venue Ready

Set aside a budget for relocation. For example, if you’re having an open-air event and it rains, you might have to quickly change venues and transport all your equipment, etc., to somewhere weather-proof. It won’t hurt to have a second venue ready—one that takes last-minute bookings. Better yet, choose an outdoor venue with the option to pivot indoors in case of bad weather.

Opt for Weather Insurance

Getting weather insurance would be a smart move too, in case you need to postpone or cancel the event. This is especially important for events that sell entrance tickets where guests need to be refunded.

4. Technical Glitches

Event planning challenges such as failing audio and video systems are common. Technical issues are usually caused by problems with the equipment itself, people tripping over wires, missing components, and loose connections. 

Solution:

Test Equipment In Advance

Test all the equipment you will use at the venue before the actual event so there won’t be any surprises. If your event relies heavily on technology to be successful, make sure to have a backup audio and video system ready.

Have Technical Support Ready

It doesn’t hurt to know how to operate the equipment yourself or prepare an alternative method of presentation. You can also choose a provider that offers on-site technical support, or include someone in your team with the skills to fix such equipment. 

5. Power Outages

All your hard work would be for nothing if there’s a power outage during your event. Your sound system won’t work, there would be no music, your dessert will melt, it might be too dark to see anything, and your guests might want to leave.

An emergency generator on standby is a good idea. But most backup generators don’t have enough capacity to power everything aside from the bare essentials.

Solution:

Ask your venue if they have a contingency plan in case of power failures. Identify any weaknesses in their plan and bring in extra equipment or fuel if needed.

6. Injuries and Accidents

Guests, participants, spectators, and staff could get injured during an event. What should be done when this happens?

Solution:

Prepare First Aid

Train your staff on what they should do in an emergency and have first aid equipment ready at all times. If you’re having a larger event, qualified medical personnel must be present throughout the event. 

Have Additional Staff at the Ready

Ensure that more than the minimum number of staff required is present. This way, if one staff member gets injured, someone can take over that person’s duties.

7. Overspending

Whether you’re planning a wedding, conference, product launch, or other types of event, budgeting will always be a challenge.

To make things “easier,” some people track and assess their spending as they go along. But they often literally pay for it in the end because they either overspend or run out of money.

Solution:

Make early estimates to have a ballpark figure of how much the event would cost. This helps you reach a realistic budget. 

Once a specific budget has been set, work your way around this limit. Doing accurate budget tracking will also help you stay on the right financial path.

 

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Overcome Event Planning Challenges with The Loft on King 

It’s not easy to formulate a plan for all event planning challenges. Even the simplest events have a thousand moving parts—and issues could stem from any of them! That’s why you need an event space and team you can count on. 

The Loft on King is here to handle all the details for you. Located in downtown Toronto, discover our customizable indoor and outdoor spaces, on-site catering packages, and reliable audio/visual systems. Choose The Loft on King to be the stunning backdrop to life’s biggest celebrations. 

We’re one of Toronto’s top venues for all types of events. Our team of events specialists can help you execute your event flawlessly and formulate contingency plans so you don’t stress yourself out over the details.

Contact us today to learn more.