The Launch Countdown: 10 Event Challenges Before, During & After

eve Oct 01, 2020

October 15 will be a momentous day in eve’s history...it’s launch day. 2 years and 1000 successful events later and in just a few days you’ll be able to experience eve for yourself.

Planning an event is difficult and takes a massive amount of hard work; we created eve to help ease some of the burdens that are so common in the large-scale events industry. We've created a list of the top 10 challenges that occur during the course of an event lifecycle based on our personal experience. Check back on October 15 to learn how eve is revolutionizing the events industry and eliminates each of these far too frequent problems one by one. Join the waitlist to receive all the updates!

10. Contractors: Who to hire and how to keep track of it all.

There are a tremendous amount of moving parts when it comes to organizing and executing an event. From building the stage to sound and lighting to security, hiring industry experts to ensure you have everything you need for the main event can be overwhelming but crucial to guaranteeing success. Finding the right companies, maintaining the contracts and ensuring deadlines are met while putting out fires and issuing payments is overly complicated and extremely difficult to keep organized.

eve can help with all of that! 👇

Manage all of your contractors (and the accompanying paperwork) all in one convenient location.

9. Accreditation: Who needs site access and when do they need it.

All those contractors, among countless other people, need access to the event site at all different times during the event lifecycle. For safety and security purposes, it’s important to have a record of who is, and isn’t, supposed to be allowed on the grounds at any given time. Granting the appropriate credentials with varied levels of access and validity periods is one thing but when something changes, as they often do, it’s very easy to make mistakes and lose track of who needs to be where and when.

eve can help with that too! 👇

Update credentials and issue or revoke access as necessary right inside the platform.

8. Venue Selection: Location, location, location.

The right venue can elevate your event to the next level, but choosing the wrong one...well, that can be truly devastating. The first step in the process, selecting the location, requires an extensive amount of time-consuming research and can be terribly frustrating.

  • Is there a competing event happening on the same day?
  • What else is going on nearby?

The lack of centralized information when it comes to events (large or small) makes it difficult to know what you’re up against.

  • Will you be serving alcohol?
  • What’s the venue’s capacity?

Seemingly simple but extremely important questions to consider.

Once you’ve narrowed it down to a few finalists, then it’s time to check out the potential sites in person. After weeks (possibly months) of searching, 10-20 site visits and 20k in expenses, you finally find the perfect venue, but then come the applications and licenses and staying on top of all those deadlines can be a challenge in and of itself. Overlooking one detail or missing one deadline could mean the end of your event before it even begins. No pressure.

You guessed it...eve helps with that! 👇

Scout, compare and stay up to date on the requirements of your selected venue.

7. Organization & Management: So much to do, so little time.

On average, it takes approximately 18 months to organize a music festival from start to finish and thousands of individuals making contributions along the way. From building the infrastructure to showtime to cleanup, there is a dizzying array of tasks that need to be completed to ensure an event goes off without a hitch. Many projects are being completed simultaneously while some can’t begin until others are complete. Obstacles happen frequently making delays an unavoidable occurrence in an industry where delays are unacceptable.

And if all of the instances previously mentioned aren’t enough to illustrate the challenges of staying organized, what happens when you’re planning multiple events at once!? 🤯  Next year, the demand for events will be greater than it’s ever been (barring any COVID-related complications), meaning this is a definite possibility for the 2021 festival season. With the current state of the industry, timelines are going to be even tighter, so that means...even more to do and less time to do it.

Are you getting the picture?👇

Easily switch between events, monitor event status and track workflow.

6. Budget: How to do more, with less.

We don’t have to tell you that hosting a large-scale event is expensive; on average, it will set you back around $3 Million (insert whistle here). Despite the high price tag, it’s important to make each dollar count and understanding how much is being spent and on what is the key to ensuring you get the most bang for your buck.

Even the most seasoned event professionals can attest that no matter how much you plan, unexpected expenses arise frequently which makes it extremely difficult to stay on budget. The last thing you need is to run out of money before the headliners take the stage.

Yup.👇

Set the budget, track expenses and analyze spend.

5. Communication: Phone calls, text messages, meetings, emails...

We’re not necessarily referring to a lack of communication (though that can certainly be a challenge) but rather the plethora of platforms we use to do our jobs every day. Between emails and phone calls, texts and in-person chats, it’s all too easy to miss important details or forget to relay information to the people that need it most.

  • Status updates require additional meetings or an exchange of messages which take time that could be better spent on other tasks.
  • Shared documents get lost in the shuffle, never to be seen again.
  • Tasks are assigned but accountability is never confirmed.
  • Problems arise and solutions are implemented without ever being documented leaving no trace of either.

Sometimes too much communication can be just as bad as not enough!

Mmmhmm.👇

Keep all tasks and related communication in one place with visibility to all those that need it.

4. Complications: Things rarely go according to plan.

If you’ve ever put on an event where every single thing went the way it was supposed to, you obviously have supernatural powers. With so many moving parts, it’s inevitable that something (usually multiple things) along the way are going to go unimaginably wrong:

  • Equipment breaks down
  • shipments get delayed or lost
  • people make mistakes
  • bad weather complicates...everything
  • must we go on?

There are so many obstacles that could threaten the success of your events that you cannot possibly plan for every eventuality. Regardless of your level of experience, no 2 days are identical and no 2 problems are the same. Live events require vast amounts of creativity to come up with solutions to solve problems that come out of left field. The worst part? It seems as though you're putting out fires nonstop and that you’re doing it all on your own.

Believe it or not, eve can help.👇

Eliminate obstacles before they occur with historical data and active risk evaluations.

3. Weather: Unpredictable and unavoidable.

As we mentioned in number 7, it takes approximately 18 months to plan a music festival; we aren’t even sure the forecast for tomorrow will be correct let alone more than a year from now. Planning simply takes place too far in advance for any weather forecast to be even remotely accurate. Furthermore, festivals tend to take place the same time each year so even if we could predict weather patterns that far in advance with any degree of accuracy, you’re not likely to change the dates of a well established festival because there is a slight chance it might rain.

We won't even get into the 18 months leading up to the big day. Any number of weather events can occur resulting in delays and other obstacles that impact your event timeline forcing you to re-evaluate and adjust.

No, we can’t control the weather. Yes, eve can still help! 👇

2. Insurance: Difficult to obtain, harder to claim and only helps when it's already too late.

Often more of an afterthought, insurance policies are typically only purchased a few days before an event is scheduled to take place. Because of COVID, many industry professionals have felt the pain of this practice. That said, even if policies had been secured well in advance, it’s impossible to predict what type of coverage might be required. With all the legal jargon, it’s easy to misunderstand or overlook policy extensions and find out later that you’re not covered. Or, as we’ve experienced in 2020, that you had no idea a particular type of extension would be the one you most desperately needed.

Even if you have all your ducks in a row, insurance only steps in once an event has already been cancelled. And then, as if having to cancel your event isn’t bad enough, you’re forced to enter a challenging and complicated claims process in an attempt to recoup your losses. It’s overwhelming and messy and quite possibly the last thing you want to have to worry about.

Coming soon: eve cancellation insurance...a policy that will be there for you.

1.Data: How to collect it, how to interpret it and how to use it.

What happens when your event is done and dusted? For many event organizers, that’s the end of the line; but it really shouldn’t be. Data is an extremely valuable tool in any industry. So, why aren’t we using event data to make our events even better?

Without the proper resources to collect it, analyze it and share it, there’s no real way to use it. The events industry has been relatively slow to adopt technology because there really isn’t any suitable tech out there…at least none that doesn’t make things more complicated instead of less.

eve does that.👇

Analyze historical data and optimize your next event.

Head over to eve.io at 18.30 tomorrow to see for yourself how we're changing the world of events and solving all of these👆.

Malorie Swartz

Chief Content Creator & Main Marketer

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