Event management companies: problems we solve
28 problems event management companies bring us, each with the cause, what it costs and what we build to fix it.
Event management companies problems
28 articlesHow Do We Compare Supplier Quotes for an Event When Every One Is Laid Out Differently?
Event management companies compare AV, staging and catering quotes that are all laid out differently. We build a quote sheet that lines every supplier up.
How Do We Make Sure Every Event Supplier Has Sent Their Insurance and Risk Paperwork in Time?
Event management companies chase suppliers for insurance certificates and risk assessments before load-in. We build a document tracker that asks and flags gaps.
How Do We Stop Event Changes Getting Lost Between Us and Our Suppliers?
Event managers agree changes with the client that never reach the caterer, coach firm or AV crew. We build a change log that tells each affected supplier.
How Do We Merge Delegate Lists From Clients, Forms and Emails Without Retyping Them?
Event management teams merge attendee lists from client spreadsheets, forms and emails by hand. We build one attendee record with duplicate and gap checks.
Why Are We Still Reprinting Delegate Badges the Night Before Every Event?
Event organisers reprint name badges for late changes, typos and swaps. We build badge output from the live attendee record, with on-site printing for the rest.
How Do We Get Delegates Through Registration Quickly and Know Who Has Actually Arrived?
Event organisers run registration desks from printed lists, so queues build and the headcount is a guess. We build synced check-in with live arrival numbers.
How Do We Stop Chasing Speakers for Bios, Photos and Slides Right Up to the Day?
Event managers chase speakers for bios, headshots and slides across email threads. We build a speaker portal with deadlines, reminders and one version of each.
How Do We Keep Track of Speaker Travel, Hotels and Expense Claims Across a Conference?
Event management teams handle speaker travel and expense claims by email and receipt photo. We build a speaker travel record with terms, claims and recharges.
How Do We Know Whether an Event Is Over Budget Before the Final Invoices Arrive?
Event management companies keep each event budget in a spreadsheet and see overspend at the end. We build budgets showing committed and actual cost as it lands.
How Do We Make Sure Every Client Change to an Event Is Priced and Signed Off Before We Do It?
Event management companies absorb client changes agreed on calls and never priced. We build a change request step with supplier costs and client sign-off.
How Do We Make Sure Everyone on Site Is Working From the Latest Run Sheet?
Event managers print run sheets that are out of date by lunchtime, and crew work from different versions. We build a live run sheet on every phone on site.
Why Does Closing Off an Event Take Us Months After the Client Has Gone Home?
Event management companies take months to reconcile supplier invoices after an event. We build a close-off view matching invoices to bookings and changes.
How Do We Get Delegates' Dietary and Access Needs to Every Venue and Supplier Correctly?
Event managers collect dietary and access needs, then copy them to several venues, caterers and transport firms. We build one needs record for every supplier.
How Do We Manage Rooming Lists When Our Delegates Are Split Across Several Hotels?
Event organisers juggle rooming lists across several hotels, sharers and cut-off dates. We build one allocation that sends each hotel its own list.
How Do We Plan Airport Transfers When Delegates Keep Changing Their Flights?
Event organisers plan airport transfers from flight details that keep changing. We build manifests from delegate flights, grouped into vehicles and kept live.
How Do We Collect Passport Names and Travel Details for an Incentive Trip Without Chasing Everyone?
Incentive trip organisers chase winners for passport names and travel details before ticketing deadlines. We build a secure traveller form with reminders.
How Do We Get Clear Client Sign-Off on Menus, Designs and Budgets for an Event?
Event managers get client approvals on menus, set designs and budgets buried in email replies. We build an approvals log with one clear sign-off per item.
How Do We Stop Writing Every Event Proposal and Tender Response From Scratch?
Event agencies rebuild every proposal and RFP response from old decks and scattered notes. We build a content library that drafts from your best answers.
How Do We Book Freelance Event Crew and Send Call Sheets Without a Week of Texts?
Event companies book freelance crew by text and WhatsApp, then build call sheets by hand. We build crew availability, booking and call sheets from one record.
How Do We Check Freelance Event Crew Invoices Against What Was Actually Worked?
Event companies check freelance crew invoices against call sheets and memory. We build invoice checks against confirmed rates and recorded hours per event.
How Do We Make Sure Every Sponsor Gets Everything Their Package Promised at the Event?
Event organisers track sponsor logos, stands, speaking slots and passes across spreadsheets. We build a sponsor tracker from each package, with proof.
How Do We Manage Festival Accreditation for Crew, Artists, Traders and Guests Without the Spreadsheet?
Festival organisers manage crew, artist, trader and guest passes from spreadsheets and emails. We build accreditation with requests, zones and on-site checks.
How Do We Advance Every Act on a Festival Bill Without Losing Riders and Tech Specs in Email?
Festival teams advance artists through long email threads with riders, stage plots and set times. We build one advancing record per act, with changes flagged.
How Do We Keep the Event App, Website and Printed Programme Showing the Same Agenda?
Event organisers update agenda changes in the app, website and printed programme separately, and they drift. We build one agenda source that feeds all three.
How Do We Put Together a Post-Event Report for Our Client Without Days of Copying Numbers?
Event managers build post-event reports for clients from registration, check-in, surveys and budgets by hand. We build the report from the event's own records.
Why Do So Many People Register for Our Client's Free Event and Then Not Turn Up?
Event organisers see free event registrations melt away on the day. We build reconfirmation, reminders and a waitlist so numbers are known before catering.
How Do We Stop Paying Event Supplier Deposits Before Our Client Has Paid Us?
Event management companies pay venue and supplier deposits before client stage payments arrive. We build a schedule that lines up both and warns before a gap.
How Do We Keep Track of Every Application, Plan and Submission Deadline for a Festival?
Festival organisers track licence, road closure and safety plan deadlines across several bodies. We build a submissions tracker with owners, versions and dates.