The process of organizing a meeting from inception to departure requires strong communication and collaboration between all parties. Event organizers and catering/convention services work through multiple touch points that, when not fully acted on, can result in missteps or errors. Communication and collaboration issues can easily end in disaster without careful execution.
Before we dive in, be sure to visit our ultimate guide to grow events and group business for an all-encompassing rundown of events, sales and catering tips, data points and best practices.
What Challenges Do Event Organizers Face?
Planning and executing a successful event involves several moving parts and airtight communication. However, facilitating this collaboration between a venue and event organizer is easier said than done.
Let’s look at 3 event planning challenges and how to overcome them.
1. Limited Venue Information Prior to the Event
Understanding the venue and how a meeting can look and feel within a space makes it difficult to start the planning process with the right expectations. Every destination’s website is different and contains varying levels of information, often leaving the organizer scratching their head about what they can do with the space.
Being able to visualize meeting rooms throughout the planning phase is a crucial part of event organization, but many people can’t view the space until they arrive at the venue. Human beings are visual creatures – in fact, 65% of the population consists of visual learners!
Planners need to know essential information about a venue in order to execute successful meetings, parties, and other events, such as:
- The venue capacity
- The availability of electrical outlets and equipment
- Projection, audio, and video capabilities
- Table availability and configuration
- Minimum food and beverage spending amounts
- Amenities such as built-in kitchens and restrooms
- The flow of foot traffic
- Capabilities for specific event activities, such as dance floors or stages
- Disability accessibility information
Without the necessary information, event planners can mistakenly expect activities or layouts that the venue is unable to accommodate. As a result, everyone is left scrambling to resolve issues day-of which leads to an unsatisfying experience.
2. Electronic Miscommunication
Email is a great asset for sharing information, but it may not be the best tool to fully appreciate or convey the importance of specific details. Beyond that, a message getting routed to a spam folder or lost in an inbox can lead to frustration and event planning miscommunication.
3. Face-to-Face Miscommunication
Face-to-face communication without a digital asset can create gaps in execution when both the planner and venue staff are interacting with vendors. For example, the venue may give one delivery time to a caterer, while the event organizer may say another.
How Can Technology Break Down These Barriers?
To execute successful, collaborative events, consider investing in technology that can help manage the venue-client relationship.
Amadeus Delphi Diagramming offers countless benefits for both properties and planners. The event organizer can see their vision come to life by using the software to design tables and room layouts, and add notes to call out important details. The event planning process is significantly streamlined since everyone has a shared understanding of what is needed and expected. Logistics and details of the event can be documented in a single location, and as a result, the operations staff delivers the event as expected to a happy planner.
Are you ready to streamline the planning process for your next event? Contact our team today!