The Biggest Pain Points in Event Planning — and How to Overcome Them
- Associate Events
- Aug 26
- 5 min read
Updated: Aug 28
“People make events into stories. Stories give events meaning”. Events are more than just putting on a trade exhibition or a networking dinner. Done right, events can have a huge impact on the people who attend them and the best events take a lot of time and planning.
As you may have seen on our LinkedIn channels we have started a new series of quick polls to dig into the real day-to-day of event planning! From the biggest hurdles to those behind-the-scenes wins and what’s next for the events industry. By gathering your insights, we can turn common challenges into practical tips and resources you can use, understand what success means to you and spark conversations, bringing the event planning community closer together.
So for the first blog in this series on the biggest pain points in event planning, we’ll cover budgeting, venues, engagement, and AV management—and how to overcome them.
Budget Management in Event Planning (50%)
According to our poll, budget management is the biggest challenge when it comes to event planning, with 50% of you voting for it. C&IT have also recently conducted a study that revealed 95% of event planners said rising costs are the single biggest challenge facing the industry in 2025. So, why is budget management a problem?
One of the main reasons is due to the current economic climate. In that same survey from C&IT, 84% of respondents cited reduced budgets as a significant pressure. UK prices have risen by approximately 25.2% over the past five years, whilst inflation in services reached 5%, which means higher costs for venues, AV, catering etc. A volatile economic climate can also make forecasting & budgeting riskier. There is also the added pressure of meeting increasing expectations of clients and attendees, with budgets that don’t stretch as far as they used to.
But what are the solutions?
Building a contingency buffer of around 10-15% can help protect you from hidden fees. Reforecasting regularly, where you can, can also ensure your budget is reflecting the latest market conditions.
Build partnerships with events agencies who can negotiate better rates through supplier relations.
Sometimes you just can’t get away from the fact that your budget is what you have, so you have to make it work. In this case, focus your spend on elements that will deliver the greatest impact. This could be delivering an unbelievable, immersive experience or focusing on the networking aspect and opportunities generated for example. If you can’t do it all, then ensure you get the most important things right.
Finding the Right Event Venue (25%)
The second most popular answer in our poll was, finding the right venue and this can be tricky. The venue you choose can make or break your event and there are so many factors at play.
Is the venue in the right location, for example - if your event is in London, is it close to tube stops, is there onsite parking, are there any other events going on at the same time that could cause congestion.
What is the capacity of the venue, what restrictions are there, what are the accessibility options? Even if all of these give you the answers you are looking for, is the venue actually available?
So, how can you overcome these challenges?
Start venue scouting early. High-demand venues in cities like London & Manchester book up fast, so make sure you start looking for venues as soon as you can, preferably over a year in advance.
Prioritise location & transport links. Your event may have everything; amazing food, great guest speakers, well-thought out gift bags - but convenience is key. If your event is difficult to get to and requires a lot of effort from your attendees then they may be put off, especially if the weather is bad too.
Once you have chosen your venue, book numerous site visits and plan them throughout the planning process - initial site visit, mid-planning and a few weeks pre-event. You need to consider the attendee experience. What would it be like for your guests entering the venue, is there building work going on outside? Does the venue have multiple spaces, so you can scale down or up depending on your number of guests. And, be sure to check AV capabilities as this has caught so many people out in the past.
Boosting Attendee Engagement (20%)
Attendee engagement came in 3rd in our poll and this is a crucial element for any event. The success of your event is down to how engaged your audience is.
According to a recent study by the Event Academy, 42% of ticket buyers cite overscheduling as a frustration suggesting they’re overwhelmed by too many events competing for attention, and 22% say events lack engagement.
Engagement drives knowledge retention, networking, and attendee satisfaction — all key measures of event success. And - if attendees aren’t engaged then they are less likely to return next year or spread the word of your event with their friends and colleagues.
Fortunately, there are solutions:
Make the event memorable. According to G2, in 2024, global spending on experiential marketing was projected to reach $128.4 billion. Create an experience that resonates deeply with your audience through aspects such as personalisation, hands-on experiences, immersive environments etc.
Focus on networking opportunities. Attendees often come for the content but they stay and return for the connections.
Personalise the experience. Use registration data to segment audience data and tailor content, breakout sessions or networking opportunities.
Managing Event Technology & AV (5%)
Lastly, the least challenging of the four options (but still an issue for some) was technical / AV management. This is an area that is often underestimated, but it is on the behind-the-scenes elements that can make or break an event, especially in this new age of events.
Events & attendees now demand more than just a microphone and projector. There is live streaming, hybrid set-ups, lighting, LED walls, self-service registrations kiosks, cameras and these all need to be managed by trained professionals. Attendees may forgive a delayed start, but it is doubtful they will be as forgiving for poor sound or a frustrating sign-in process.
So how do you overcome these challenges?
Utilise the AV professionals at your events agency to take production stress away. You don’t want to be stuck trying to fix technical issues, with a queue of frustrated attendees. Focus on what you do best and leave the professionals to what they know best.
Simplify where possible. Avoid overcomplicating the setup with unnecessary tech and use tools that enhance the guest experience. With the amount of tech available to event planners now, it can be tempting to use it all and make an unbelievable event, but a great event that works is better than a once-in-a-lifetime event that doesn't.
It goes without saying, but conduct through pre-event testing. You can’t always iron out every potential issue, but it’s important to ensure the seamless flow of your event. It is also important to have back-up plans in case of emergencies.
How AE Can Help You Plan Successful Events
Thank you to everyone who participated in our first event series poll. We hope you found this blog insightful and that the tips we’ve shared help make your next event a success.
At AE we specialise in creating meaningful bespoke events, that get to the heart of the objectives and deliver a compelling ROI. From ideation to creation, and from health and safety to production we have spent years ensuring we have everything under one roof to be your ‘end-to-end’ event management partner. Should you want help with running your next event then talk to us - we’re happy to help. Book a free, no obligation 30-minute consultation with our expert event professionals here https://www.associate-events.com/contact.
