Organizing an event is a complex and challenging task that requires a great deal of time, effort, and attention to detail. This job cannot be taken lightly because there are a lot of things that you have to work on and each one of them has its own difficulties.

To give you a clear picture of what it takes to organize an actual event let’s picture these scenarios with us.

Image by Nirmal Rajhendarkumar via Unsplash

This is Johnny, an accomplished event organizer who is well-versed in planning and executing events of all kinds. With years of experience under his belt, Johnny has developed a keen eye for detail and a deep understanding of what it takes to create a successful event. 

From selecting the right venue to managing manpower, logistics, and budgets, Johnny and his team must juggle a multitude of responsibilities to ensure that everything runs smoothly. Even the smallest oversight or mistake can have significant consequences, potentially impacting the success of the entire event. Not only that, unforeseen challenges and last-minute changes are common in the event industry, adding an extra layer of complexity to an already demanding job. 

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Before the event, Johnny and his team have to keep track of a lot of things while formulating strategic and creative plans for the event to succeed. They also have to analyze the data they have to be able to maximize their event potential, while also catching the eye of potential sponsors and their target audiences. 

To create an appealing proposal for sponsors and his bosses, Johnny and his team put together all the data from various sources which include; past events, surveys, and other external sources. Because in their past events, they recorded their event data manually and stored it in their own drive, some of their data are incomplete and missing. To make up for that, they have to conduct a survey and refer to other external sources. These efforts definitely take quite some time to be concluded. Thus, making the planning and proposal-making process longer.

As the day of the event comes closer, Johnny and his team have to prepare for visitor registration. Creating a visitor registration system is not a small feat, Johnny and his team have to ensure that they provide all the necessary information for the visitors while collecting important information from their visitors in a proper manner. Not just that, but they also have to make sure the registration flow is user-friendly and easy to access.

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Johnny and his team managed to create an online registration form, but as they use an unintegrated system, they have to recap the data after the registration process manually. Later, they have to manually check their visitor lists on the day of the event for entrance. 

During the event, they have to manage their team effectively. Assigning PICs to their posts, briefing them, and ensuring the flow of merchandise and information runs smoothly. As the event began, everything seems running smoothly. Visitors start to come and queues are starting to build up.

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Oh no, Something unexpected happened! Johnny got a report from his field PIC that there is an overcrowded activity booth and visitors starting to get restless. To analyze the problem, Johnny and his field team have to check them manually while coordinating with his central operation PIC to find the errors. After quite a while, they finally found out that some merchandise allocation data entries are not matched. This has also caused a chain reaction to their visitor waiting list data, where some of the visitors are not recorded due to the overcrowded situation. 

To solve this problem Johnny and his team decided to recount the number of visitors currently waiting in front of their booth and request the amount of merchandise to be sent to this booth accordingly.

We’re now at the final stage of the event process. The work is not done even after the event has concluded. Johnny and his team still have to work with a bunch of data that must be sorted and appropriately synchronized. Considering the scale of the event, this will take at least 2 to 3 working days to completely compile all the data to be a comprehensive report.

To sum it up, let’s see how Johnny’s performance in organizing the event:

• Has Johnny made a solid plan to prepare for the event?

As a seasoned event organizer, Johnny has prepared a very good plan for the event. But he is having a hard time keeping up with all the necessary data which was necessary to ensure the event runs smoothly, preventing the event from reaching its maximum potential.

• Was it easy to register for the event?

Yes, the form Johnny and his team made has made the registration process easier. But there are still some complications to it. Johnny’s team have to recap the registration info manually which increases the possibility of errors. Furthermore, the form is not completely customizable, which means they cannot fully express their event’s branding and tone of voice, not to mention looking less ‘official’.

• Has Johnny managed to achieve his event goals?

All thanks to their years of experience Johnny and his team might be able to achieve his event goals. But, even a seasoned event manager like Johnny has to go through all the tiring processes of event organizing. Even after he went through all that, there is no guarantee that his event has been executed to its full potential. 

What we can learn from Johnny’s experience is that event organizing is not a simple task. It requires solid planning, an adaptive mindset, most importantly synchronized team and data. 

Krowdz Event Assistant offers several features that can greatly assist in organizing an event through its centralized event database, intuitive registration menu, customizable forms, real-time data updates, event dashboards, and comprehensive reports. It’s definitely everything you need to simplify event management.

Krowdz Event Assistant helps you streamline event organizing through its features. The centralized event database serves as a central hub for storing all event-related information. This feature allows event organizers to easily access and manage essential details. Real-time data updates ensure that event organizers have access to the most up-to-date information. Any activity done by visitors or event PIC will be reflected in the system. 

Krowdz’s event dashboard will provide organizers with a comprehensive overview of their event's status and progress. Lastly, Krowdz Event Assistant offers comprehensive reports that provide valuable insights into event performance and visitor engagement. These features work together to simplify event management, improve visitor experience, and provide organizers like Johnny with valuable insights to optimize their events.

So, what are you waiting for? Enhance your event with Krowdz Event Assistant now!