Not to dwell on the negative, but we are always keeping the challenges of our meeting planner clients top of mind. Organizing events is always a challenge. We’ve outlined a number of common pain points below that we know meeting planners are always working through.
10 Common Pain Points for Event Planners
Budget Management
• Ensuring all event aspects fit within the allocated budget while maintaining quality.
• Unexpected costs and managing vendor payments.
Venue Selection
• Finding a suitable location that fits the event’s size, style, and logistical needs.
• Coordinating with venues on availability, layout, and amenities.
Logistics Coordination
• Managing transportation, accommodation, and scheduling for attendees and speakers.
• Handling on-site logistics like registration, seating arrangements, and AV equipment.
Attendee Engagement
• Creating an engaging agenda that holds attendees’ interest.
• Managing attendee expectations and ensuring a seamless experience.
Technology Issues
• Ensuring reliable internet connectivity and AV equipment functionality.
• Incorporating virtual or hybrid elements smoothly.
Marketing and Promotion
• Effectively promoting the event to attract attendees.
• Managing social media, email campaigns, and other marketing efforts.
Vendor Coordination
• Managing multiple vendors, including caterers, decorators, and tech support.
• Ensuring timely delivery and quality of services.
Finding the Perfect Keynote Speaker
• Identifying a speaker who aligns with the event’s theme and audience expectations.
• Negotiating contracts, availability, and speaking fees.
• Ensuring the speaker is well-prepared and aligns with the event’s goals.
Time Management
• Keeping the event schedule on track.
• Managing last-minute changes and unexpected delays.
Risk Management
• Preparing for unforeseen circumstances like weather, technical issues, or health emergencies.
• Ensuring compliance with safety regulations and protocols.
Finding the perfect keynote speaker is indeed a significant pain point for many planners. The right keynote speaker can set the tone for the entire event, making it crucial to find someone who is not only engaging and knowledgeable but also aligns well with the event’s objectives and audience.
As speaker agents, we support clients in finding the absolute best talent for their events. Interested in learning more? Check out our extensive talent roster or contact us today!