A venue management software procedure might easily be referred to as an art form. You must develop and master new talents, visualize and build a completed event, and meticulously plan out and carry out all of the processes that lead to it. One of the most crucial parts of these duties is dealing with all of the unforeseen circumstances and challenges that inevitability come and making the best of each one to assure the event’s eventual success. To successfully manage all of the frequent dangers and problems that are certain to arise, it is essential to thoroughly comprehend all of the ins and outs of the process.
Like any other art form, the top artists use the best techniques and equipment to reduce risks and produce works of art. Hollywood’s biggest stars wouldn’t be caught using a flip phone camera to record a movie, and neither will the best event professionals be seen overcoming unforeseen challenges using messy spreadsheets and inefficient management techniques. Event specialists are masters in planning and overseeing every aspect of an event, and to accomplish that, they must be able to successfully manage typical business maladies. We’ll look at a few issues that could affect the way an event or venue is managed and then talk about solutions.
CAUSES OF STRESS IN THE VENUE MANAGEMENT Software PROCESS
ILLNESS: MAJOR LAST-MINUTE CHANGES
Every event professional is aware that clients frequently make little, last-minute modifications; it is just part of the job description. The kind of sudden alterations that entirely transform an event, such as changing layouts, configurations, or schedules the day of an event, give every event a professional nightmare. These unforeseen problems have the power to ruin both an event and a business connection.
The Solution: Giving your clients the most accurate description of how their event will go before it happens is the best way to lower the danger of someone dropping significant, unexpected modifications on your plate. (Depicting an event in an image — I informed you that this was a sort of art. To do this, put in place a secure, automated system that uses checklists and processes to keep an eye on communication and information sharing.
A good system makes sure that any modifications made as they are required, whether they are written in Word, Excel, or even on a tablecloth, are entered into a unified database rather than a disjointed spreadsheet. This guards against information loss and guarantees that nothing falls through the cracks.
Condition: THE NO-SHOW
Few things are more heartbreaking for event planners than the realization that “They’re not showing up” after waiting far too long to admit it. Who is failing to appear? You name it: a speaker, a caterer, a lighting guy, an operator! The majority of the time, venue managers are really well-organized, but they can’t always do the same for the individuals they depend on, and, well, things do happen. But because there are so many people working together to put on an event, you must be certain that you can handle it if some of them let you down.
The Solution: Control every vendor and stakeholder from a single system, and regularly update and remind everyone about an event from this one place. Work to keep these individuals on task and accountable in relation to your venue management software procedure. When organizing an event, having a mechanism to manage modifications and keep an eye on stakeholder contact will provide you peace of mind. Targeting your message to individuals who are affected can also help to ensure that it doesn’t come across as excessively frequent or “spam-y.”
Issue: THE “YEAH, THAT DAY IS OPEN” SALESPERSON
The tendency of salespeople to accept is positive. Great sales depend on having the tools necessary to fulfill a variety of client needs! But since they are so ready to accept, they frequently fail to consider the difficulties involved in planning an event. If someone books an event on an open day last minute without considering the logistics of how it might fit in with other events, this might be a significant problem. What if, for instance, date X is just marked as “open” and the requested event begins at 6 am? Most likely, your salesperson will respond “yes.” However, if the previous event was the night before and didn’t end until midnight, your salesperson might not be aware of that logistical nightmare, and you now have a six-hour turnaround that can cost your venue a ton of money in overtime and additional expenses, not to mention wearing out your entire staff. An event of this caliber won’t likely be put on by your employees under this circumstance.
The solution: Have a tailored, connected calendar and CRM system that lets your salespeople view conflicts and gives your entire team knowledge of recent books and potential conflicts. There are no misunderstandings or miscommunications across departments because everyone uses the same database. All of your operations will remain on schedule and coordinated with one another thanks to a system that comprehends events and the events sector.