Welcome to the world of events—a place where you juggle budgets, timelines, and expectations with the grace of a trapeze artist. If you’re in the industry, you’ve probably had those moments that make you wonder, “Why didn’t I pick a calmer career, like storm-chasing?” But fear not— Our Scotland expert Chris Lawson is here to share some tips and tricks he’s picked up during his last 25 years on the events scene. With a solid 16 years of corporate event expertise under his belt, Chris has an impressive track record of success and a knack for delivering excellence.
Read on to discover common challenges you’re likely to face and how to resolve them. Take it away Chris!
1. The Budget (or Lack Thereof)
The Challenge: “We want a royal palace, but we’ve only got enough for a garden shed.”
The Reality Check: Budgets are like rubber bands—flexible until they snap.
The Fix:
• Start with a clear, realistic budget. Understand what’s essential and what can be adjusted.
• If the budget is tight, focus on smaller details that deliver impact—think exquisite lighting or standout entertainment. Sometimes, less is more when done thoughtfully.
• Resourcefulness and creativity can go a long way, so if you’re struggling, remember, a seasoned DMC expert can work wonders, stretching your budget without compromising quality.
2. Tight Timelines
The Challenge: It’s Monday, and you’re told to plan a full-scale event by Friday. Nothing could possibly go wrong, right?
The Reality Check: Pulling this off is akin to cooking a gourmet meal in a microwave—technically possible, but probably best avoided.
The Fix:
• Plan early and set clear milestones. Booking venues, catering, and key suppliers in advance can prevent a last-minute scramble.
• Secure client or stakeholder approvals early to avoid surprises like “Oh, we need a fire-eating juggler” the day before.
• Build in a buffer. If deadlines aren’t negotiable, aim to finish tasks a few days before the actual deadline. Surrounding yourself with a team who thrives under pressure can turn chaos into calm.
3. Venue Dilemmas
The Challenge: Finding the perfect venue that ticks all the boxes—capacity, location, wow factor—without breaking the bank.
The Reality Check: That dream venue you found, that seemed too good to be true? It is. It’s fully booked until next year.
The Fix:
• Flexibility is key. Shifting dates or tweaking requirements can open up new possibilities.
• Focus on your non-negotiables—do you need cutting-edge tech, or is a show-stopping view a priority?
• A local DMC can suggest hidden gems and navigate tricky venue negotiations, ensuring no unpleasant surprises.
4. Staffing Shortages
The Challenge: You’re managing international guests, tight schedules, and unforeseen hiccups. Your team feels stretched thinner than your patience.
The Reality Check: Events rarely follow a script. One delay, and you’re scrambling to fill the gaps.
The Fix:
• Collaborate on a staffing plan that anticipates the unexpected. From multilingual guides to extra hands on site, over-preparation beats chaos.
• Factor in contingencies. Late arrivals, lost luggage, or sudden requests? A robust support team ensures no one is left floundering.
• As your friendly neighbourhood DMC, we’ll figure out who needs what, when, and for how long—so you’re not frantically Googling “Italian translator near me” mid-event. Partnering with an experienced local team can help manage the moving parts seamlessly.
5. Budget Creep
The Challenge: You’re on track financially—until someone demands last-minute upgrades. Fireworks? Sure. A 20-piece orchestra? Why not?
The Reality Check: Budgets vanish faster than alcohol at an open bar.
The Fix:
• Learn from past events—where did unexpected costs creep in?
• Assess whether those last-minute requests truly add value or just glitter.
• Keep a detailed budget in one place, and let a DMC manage costs without cutting corners.
6. Weather Woes and Other Curveballs
The Challenge: Rain-soaked outdoor receptions, rescheduled flights, or keynote speakers arriving unannounced.
The Reality Check: If something can go wrong, it probably will.
The Fix:
• Always have a backup plan—and a backup for that backup. Indoor alternatives, transport solutions, or portable weatherproofing can save the day.
• Consider event insurance for peace of mind.
• Communication is key. Quick updates can prevent small hiccups from spiralling into disasters. So, send updates via email or setup an event WhatsApp group.
7. Communication Breakdowns
The Challenge: Misunderstandings with vendors, unclear briefs, and last-minute changes lead to chaos.
The Reality Check: A missing canape tray or an unplugged microphone can derail even the best-laid plans.
The Fix:
• Confirm all details 48 hours before the event. A little clarity goes a long way.
• Store contracts, timelines, and contact details in one place—accessible and easy to navigate.
• When things do go awry (and they might), an experienced team can step in with solutions while keeping everyone calm.
Planning events is no small feat, but the challenges don’t have to leave you in a perpetual state of stress. Working with a Local DMC and Event expert brings not only years of experience but also the ability to turn potential disasters into memorable successes. When you’re juggling flaming torches on that unicycle, it’s reassuring to know someone’s holding the safety net.
So, ready to take your meetings & events to the next level? Let’s make it happen. Check out our very own team of Events gurus.
