The document outlines various challenges that have arisen in planning an event including: a keynote speaker becoming available at the last minute requiring a reworked timetable; additional unexpected costs such as providing academic publications to all delegates; a client requesting high-quality conference folders; inviting all delegates instead of just VIPs to a drinks reception; cancellation of elements of the program; a speaker failing to turn up; and responding proactively to any negative social media posts about the event. Managing these types of issues requires creativity, flexibility and patience from event planners.

2. eFactor
The Bad and The Ugly

3. The skills we need to have
Creativity
Flexibility
PATIENCE

4. Change to event programme
timetable
Change in timetable - keynote speaker
becomes available but only on morning of day
one
How do we re-jig Programme and inform other
speakers/delegates?
What impact has this on existing messages fed
through the marketing campaign.

5. Additional expenditure
Additional expenditure - what affect has this on
overall budget and any contingency fund.
Some examples - academic publication of new
research to be provided to all delegates
which wasn’t in initial budget - does this have
to be paper based or could it be electronic.
If electronic who does what, when, copyright
issues, etc.?

6. Additional Expenditure - a deal
breaker?
Client attends a similar conference or meeting
and returns wanting their event to have a high
quality conference folder with branding for all
delegates.
Who will pay for this?
If the sponsorship package is already out there
how to get a new option to potential sponsors?

7. Increasing audience at special
event
All delegates to be invited to drinks reception
not just international and VIPs
Is venue big enough?
What are implications for high level
engagement between the speakers and client?
What about additional costs?

8. Cancellation of elements of event
Cancellation of elements of programme due to
client not engaging with programme
presenters.
What impact does this have on rest of
Programme?
Delegates already booked in?
Cancellation costs?

9. Speaker fails to turn up
Speaker doesn't turn up.
What's our contingency options?
How do we find a speaker of reputable standing
in same space from list of attendees?
What does cancellation mean to overall impact
of event?

10. Social Media monitoring and
response
Social media feed is posting unrepresentative
information from a few delegates.
How do we respond with a positive message
that is proactive and not reactive?