Hotel Event Planners Face Many Challenges

by Alex A. Kecskes

The growth of corporate meetings, seminars, symposiums and other events conducted at hotels around the world has given rise to the Event Manager or Event Planner.

Many industries, charitable organizations, and interest groups will hold events of some type and size in order to market themselves, build business relationships, raise money or celebrate.

Event Managers are charged with ensuring the event meets client expectations. He or she will work with a company or organization's liaison to plan and execute the event, handling all the details and making sure participants have an enjoyable experience. Event managers and their teams are often behind-the-scenes orchestrating endless logistics, such as lighting, sound, graphics, video and catering.

Early planning is key to the success of any event. Event Managers must be in constant coordination with the company liaison to ensure a wide range of tactical objectives fall into place. Challenges multiply quickly when sudden, unexpected changes are introduced in the event. Event Managers must always have a "plan B" because changes can occur in any of the following areas:

Seating & Eating. Numbers of attendees will fluctuate. Where will they sit and what meals will be served? These variables must all be carefully arranged in advance. Will there be an open bar? How many courses in the meal? Will there be VIP seating? How many and where?

Presentations & Entertainment. What types of presentations will be conducted? What audio/visual needs will be required? Any special lighting needs?

Room Accommodations. How many guests will be staying at the hotel? Double occupancy? Singles? Any special needs must be addressed early.

For an additional perspective of a truly demanding event, check out this video: