19 Sep 2024
What Challenges Are Faced During Event Planning in Singapore, And How Can They Be Overcome?
Organising an event demands a clear understanding of what needs to be done, from the itinerary to the total expenses and contingencies if something doesn’t work out. If this is your first attempt at planning an event, it can seem daunting, given the scope! Not to worry, we have a handy list of the common challenges you’ll face, as well as strategies for addressing them with minimal difficulty.
Common challenges in planning an event in Singapore
Limited Venue Options
One of the biggest headaches for event planners is finding the perfect venue. There are so many things to consider – capacity, available facilities, and of course, the budget. That’s why finding a space that ticks all the boxes can prove to be tricky, if not nigh impossible.
In Singapore, there aren’t many spaces that can easily accommodate more than 500 attendees. Moreover, popular locations can be difficult to book, especially during peak seasons. You’ll need to start researching and making inquiries (and then, reservations) as soon as you finalise the event date. The earlier you can secure a date, the better!
Alternatively, you might want to consider slightly atypical locations like art galleries, historic buildings, or outdoor spaces. These places may usually be the more affordable and accessible option than with hotels or conference centres. You just need to make sure the venue you choose fits the theme of your event and has everything you need for it.
There are still things to consider, of course, so be sure to think of the following:
● Does the venue provide rooms or seats and other furniture?
● Will you need to hire the services of an external contractor for additional amenities (outside of a caterer)?
● Can you make use of the venue’s audiovisual systems, or will you need your own?
● Are there extenuating factors that could adversely affect the event? A simple example is an unexpected rainstorm during an outdoor event
Budget Constraints
Nobody wants to hear about a budget! As it is, it’s already a massive challenge to figure out how much your event will cost and where you can save. If you don’t have a detailed budgetary plan, you may encounter problems like overspending or worse, running out of budget.
Since various little details can change out of the blue, it’s a prudent idea to keep your spending in check. You can review past budgets to see what arrangements can be removed or even negotiated for. Prioritize all expenses that are essential to the event and cut out those deemed less important or non-essential, mainly anything that doesn’t contribute to the event experience.
If this is your first time planning an event, don’t hesitate to ask for information regarding your company’s past events to get an idea of the average amount spent. You might discover some cost-saving options you could make use of, too.
Time Management
When there’s plenty of work to be done and multiple deadlines are approaching, you and your team can quickly wind up feeling stressed out. What’s important here is to have proper time management to help you sort out tasks in sequence before the big day – and even then, there’s still much to do.
The first order of the day is to have a comprehensive project timeline, from the moment the project begins to the day of the event. With a clear roadmap in hand, prioritise and delegate tasks among your team: focus on the urgent matters first so you don’t get too distracted by other minor details. This can help with overall efficiency and allow you to look over other aspects of the event.
It’s also important that you should always be realistic about how long things can take. One strategy for this is to estimate the time it takes to complete something, then add 20 per cent to that estimate. At the very least, you’ll have a buffer to work with just in case some things take longer than they should.
You’re also bound to hit some bumps along the way. It’s good to be able to look for signs that point to possible roadblocks: it might be a vendor unwilling to cooperate, or a snag in getting the event space you want. Managing unwanted interruptions effectively can ensure you don’t waste time trying to put out fires. As long as you and your team are flexible, you can do a lot of good when you do end up hitting a bump before or during the event.
Weather Conditions
It can be difficult to deal with bad weather if your event is outdoors. While it’s always desirable to have events indoors, this can be an expensive affair and may not always be available or suitable to the event.
That’s why you need to have a plan not just for the execution and management of the entire event, but also to prepare for worst-case scenarios like turbulent weather. Make sure to have an understanding of local weather conditions where the event is located and an action plan you can use in case the weather does change. Looking at past forecasts and other relevant data is still viable to help you prepare for inclement weather.
If possible, acquiring the help of various weather resources – such as live forecasts – can make weather management that much easier before and during the event. Make sure to have a clear communication plan drawn up, too, so the event team knows what to do and who to communicate with when the weather drastically changes. All of this needs to be updated accordingly when plans change so that you stay ahead of things.
Technical Problems
There’s nothing more embarrassing than having a presentation fail spectacularly due to audio or visual issues. To make sure everything runs smoothly, schedule a time before the event to go over every essential piece of equipment (particularly the audiovisual ones) and inspect them thoroughly. You should also have someone (or a small team) on-site who can troubleshoot any potential problems that arise. This way, your bases are covered if anything unprecedented happens.
Partner with Aspen Event Planners for Seamless Event Execution
There are a lot of things that can potentially go wrong during the event planning phase (and on the day itself). However, with the help of a professional event planner, you can avoid these common mistakes and have a better chance of success.
Aspen Event Planners understand the importance of every little detail, and we always look at the bigger picture. We work with you to identify your ultimate objectives and break them into manageable steps, divided into three phases: pre-, during, and post-event. This allows us to cover every stage of your process, from planning to execution and analysis.
Our designers will work closely with you to bring your ideas to life and create a theme that can make your audience feel involved and connected. We will create the perfect atmosphere for your event using decorations, spatial design, lighting and colour combinations to achieve the desired impact.
In addition to managing the details and designing the event, we can also help you with all of your marketing needs. From large-scale signage and exhibition displays to event graphics, we have everything to make your company or brand shine. Contact us today if you need assistance planning your next event!
