Common problems to tackle that can occur while managing an event

Something to keep in mind when managing an event is that your morale, attendance and frustration need to be in their place and not let it affect the execution of your previously planned event.

It's important to keep your team morale high and ensure that they are engaged in order for the event to be successful. Achieving this can be difficult when dealing with problems arising at events and taking care of your client and guests who may feel jittered by certain circumstances outside of their control, but it should never affect how you plan out an upcoming project!

Here are the most common problems you should consider to tackle that can occur while managing an event:?

Always have a backup plan ready

If you're also an event planner, then chances are that at some point or another your event has been affected by something beyond its control. What we've learned over time is how important it is to always have backup plans ahead of actions such as this one below so when they do go wrong unexpectedly you can be prepared and handle the situation.

I’ve had a lot of experience with last minute problems when it comes to sound and other event-related issues, no matter how well our vendors are rated and reliable and no matter how strong the connection and co-ordination with them is. It's usually due to their technical error or something else beyond what we can control like weather, delays or other genuine reasons! As such it's important to learn that in order for everything to go smoothly there needs to be at least one backup plan ready just in case things don't work out as planned to avoid ungraceful situations and instead handle them with maximum efficiency.

Be ready against an unfavorable weather to occur at anytime

The weather is often an important consideration when it comes to hosting events, but sometimes even minor changes in conditions can have major consequences. For instance there's nothing worse than having your outdoor event rained out at extreme propensity!

At a Bangalore event we organized- flood and extreme rains caused unbelievable nuisance. However, we overcame the situation by creating the kind of set-up in a calamity that could withhold such an extreme climate. Our guests had a great time irrespective of the weather outdoors due to our preparation for such an occasion that was far more than what you would expect from this type of climate. Team Aayojan faced adversity with grace in order for us all to thrive together during these trying times!

Have an alternative incase of delays

In case of a problem with the artist/celebrity guest at an event, it is important to be ready for how to deal in cases where their side is mismanaged or delayed. If the artist/celebrity guest cancels or delays their appearance at your event, you’ll need to find a replacement or an alternative as soon as possible.

Provide them with ample notice so that they can get into preparing themselves before coming out publicly on stage or at the gathering. It is extremely important to stay connected with them and their managers and always beware of things going South in case of any situation and have an alternative ready with you.

Be prepared for untimely disasters

We arranged an Emcure Pharmaceuticals event called "Ek Shaam Emcure ke Naam'' with a live Udit Narayan concert event at Shagun Resorts, Madhya Pradesh. There was a sudden change of weather that occurred with a massive storm. As a result the entire set-up was destroyed just when everything was about to start! Due to their trust in us as an event company and our confidence and efficiency, a last minute arrangement was made with a set up that could be utilized in a foolproof way, which was done successfully!

The storm did not dampen our spirit! We were able to make re-arrangements in time for the event. As soon as Udit Narayan debuted with “Papa Kehte Hai” the guests and all the doctors present at the function were bedazzled with the performance and forgot what had happened a couple hours before!