The event manager's job between planning, satisfaction and lots of problem solving

In an increasingly competitive corporate world, events represent a crucial opportunity for companies to stand out, create meaningful connections and promote their reputation. However, behind the magic of flawless events, there are often a number of hiccups and challenges that require a generous dose of problem-solving and flexibility from those working behind the scenes.

The initial phase of planning a corporate event is crucial and requires a clear vision of the objectives, target audience and message you want to convey. This is when the first challenges emerge, such as setting the budget, finding the perfect location and selecting suppliers. Every decision made at this stage will influence the overall success of the event.

One of the most common challenges is budget management, the relationship with the much-feared purchasing departments. Expectations are often high and financial resources limited, requiring careful planning and allocation. This is where problem solving comes in: finding creative solutions to maximise the impact of the event without exceeding the allocated budget.

The selection of the location is no less important. Every event needs a space that reflects the company's image and values, as well as satisfying the practical-logistical needs of the guests: spacious and bright but not dispersive, easily accessible by public transport but convenient for own transport, in the city centre but not too far away... and so on. Finding the perfect location can be tricky, but even in this case flexibility and creative alternatives come to the rescue.

Once the initial challenges have been overcome, the planning phase requires meticulous attention to detail and efficient time management. This is where problem solving becomes even more crucial, as even the smallest unforeseen event could jeopardise the success of the event. For example, there could be delays in the delivery of materials (how many times has the courier not arrived on time, forcing us to recover at sorting centres!) or, even worse, discovering that the furniture delivered is not in perfect condition (but it's Sunday and you have to work to resolve the situation), unforeseen problems with audiovisual equipment or last-minute changes in the event programme that fall, like a domino effect, on all the planned activities. At such times it is essential to remain calm, quickly assess the options available and make timely decisions to resolve the situation.

Experience teaches me that it is impossible to foresee and avoid every possible hiccup, but what really counts is the ability to adapt and react to challenges along the way. This requires not only organisational and management skills, but also an open and resilient mindset that allows one to face the unexpected with determination and proactivity.

Despite the challenges and hiccups along the 'journey', there is an indescribable joy in watching a corporate event come to life and exceed all expectations. It is like witnessing the creation of a work of art, where every detail contributes to a unique and memorable experience for all participants. In those moments, one feels a deep gratitude for the transformative power of events and the human ability to overcome any obstacle to achieve a common goal.

"What makes the desert special is that somewhere it hides a well," said the Little Prince. Likewise, behind every obstacle encountered in organising corporate events lies the opportunity to learn, grow and surpass oneself. It is this awareness that makes our work so rewarding and fulfilling: every day we strive to turn ideas into reality and to create experiences that will remain etched in the memories of all those who take part.

*Event Manager and Partner of Newton Spa