The challenges of organizing an event
First of all, it’s important to underline the difficulty of organizing a business event. The organizer and his team face numerous challenges and costs that can compromise the success of the event if they are not well managed.
For a start, an event is a constant race against time! The team of organizers have a busy schedule and a “timing” to respect. Time management is essential. To avoid last-minute worries and additional costs, it’s important to respect deadlines. Even if this schedule is followed to the minute, the team is not immune to technical problems (music, internet, etc.) on the day of the event, which they have to deal with urgently.
Then, the organizer has to juggle his team, speakers, partners and event participants. This requires rigor and coordination to ensure that everyone finds their place at the event, and that partners and participants are satisfied. Likewise, communication is essential, and the organizer must be clear and concise in conveying important information to the right people.
In addition to managing the human side of things, the organizer also has to control the logistical side of things, such as booking the venue, accommodation, transport and so on. This part also requires time and negotiation concerning dates and prices that suit the organizer.
On the day of the event, the team ensures that everything goes according to plan, communicating the latest information, adapting to unforeseen circumstances and, above all, monitoring safety and compliance with standards.
Finally, after the event, the team asks about satisfaction, collects feedback from partners and participants, and writes reports to improve the next event.
The biggest challenge remains budget management. Creating and, above all, adhering to a budget is a complex task, due to the many expenses involved and the vagaries of the event itself. It’s essential to leave a margin for unforeseen expenses. An event is a long-term investment, the return on which is not necessarily financial and can be difficult to evaluate.
The challenges of networking at an event
A business event is a place for professional exchanges and encounters, which are invaluable for participants’ networking. Attendees are generally attracted to an event where networking opportunities take place. It is therefore in the organizer’s interest to set up a networking area and encourage participation
On the other hand, as we saw earlier, the organizer has many aspects to manage before, during and after the event, all of which require time and energy, as well as a budget to stick to.
As a result, planning and scheduling a networking space in a small venue, engaging participants, planning and managing meetings in addition to the event itself is often a challenge.
What’s more, this space adds extra costs to the budget, such as hiring a person in charge of the networking area, allocating a venue for it, creating activities to engage participants and communicating with attendees and partners.
Is event technology a solution?
At B2B/2GO, we’re convinced that an event organizer already has many aspects to manage, and that it’s often difficult to take on a networking zone on top of that. On the other hand, we believe that event networking is one of the reasons why people participate and get involved, because they know they’ll have opportunities for interesting encounters. That’s why we’re offering you our solution to provide this networking zone, saving you money and energy, but above all improving your financial performance and the satisfaction of your attendees.
To learn more about our solution and event technology, feel free to download our guide (In French only)!
