Blog

Programming Problems and Solutions

November 2nd, 2021 by Kenneth Abrahams

Way before the pandemic started, we were seeing a shift in how people program events. Please keep in mind that the brush I’m using here is a broad one and doesn’t apply everywhere, but the trends are commonplace, and the pandemic has compounded the issues. Here are a few that I have seen and as we come out of the pandemic, continue to see:

1. Last minute requests for programs or help with events. This has been going on for years. It is more of a problem with the colleges than the corporate market, but it exists in both. For a plethora of reasons, some listed below, we are getting a lot of last-minute requests for everything from a single program to a full-scale event. Last week, a client emailed looking for carnival rides and games, for the next day. It would have been great to make it happen, but those types of attractions are a tad more complicated to book last minute and involve state inspections. Some of these last-minute requests are because someone up the chain of command decided that something needed to be planned for the company or the college the day after tomorrow. It has gotten to the point that people aren’t even apologizing anymore. Calls or emails simply start with the phrase “I know it is last minute but...”
2. Lack of interested parties to help plan and work events. Whether in a corporate setting or on a college/university campus, this has become a big issue. Nobody wants to plan and execute these events. Fewer and fewer people see the value, either for themselves or their institutions. Why should I spend all this time and effort if no one is going to show up? Lately a common refrain we hear is “I have too much “real” work to do.” This was happening before the pandemic, but it has gotten worse. Thanks, COVID!
3. Budget issues – money being released late, budgets being slashed, sometimes mid-year, little explanation from supervisors as to how funds become available. There seems to be little rhyme or reason to the budgeting process. Often, after having their budgets cut, money appears if it is something that is a directive from above and these events are almost always planned on short notice and with low attendance.
4. Poor communication from above and not listening to the boots on the ground. Communication has always been an issue in the corporate world and in academia, but it has gotten worse over the last few years. Corporate planners are being asked to plan large events against their better judgement. In higher education, student involvement offices are being told to do more with significantly smaller staffs and eviscerated budgets. In many cases the individuals planning the events seem to have little impact on the decision, even if they think it’s a bad idea.
5. Health concerns - People planning large scale events, putting hundreds of people in close quarters, as if the Coronavirus has packed up its toys and gone away. Recently, I attended Family Weekends at a few institutions where there are thousands of people walking around, and other than my own, and precious few others, there were not many masks to be seen. A few institutions have checkpoints where guests must show proof of vaccination, but other places, it was a free for all.
6. Apathy or apprehension from attendees. In some cases, attendance was great. People are ecstatic to be back in person, celebrating and interacting with others, but other events are poorly attended. It is disheartening to work some of these events and see so few people show up. At an event the other night, the people planning the event were trying to guess how many people would show up that night. The guesses ranged from 1 to 5, not including the crew planning it. The number was actually 14, is that a success? Who knows?
7. Not a lot of understanding of supply chain or staffing issues. Despite worldwide media coverage and bare shelves, people are still surprised when we tell them that a product that they want is out of stock. Whether it is made overseas or in the good old USA, getting product now has become exceedingly more difficult. There are times when we place an order months in advance and it still doesn’t arrive on time. Getting materials off ships is an issue, as is a shortage of truckers to get the goods from place to place within the country. In addition, like so many other industries, we are having trouble finding and hiring new staff. It’s become such a big issue; many of us have begun incentive programs with sign on bonuses and referral fees, without much luck.

Some Suggestions:

1. As best as you can, plan further out. Even if you are uncertain of what you need or the exact date, a heads up may be the difference between us being able to help. The more notice the better.
2. Make sure that you are communicating with the staff that you do have. Let them know they are appreciated. See how you can support them. If you are a staff member, speak up. People have no idea what you need/want if you remain silent.
3. Money is always a touchy subject. For those that have control over the budget, lay out what the expectations are for how money is to be used. Release the funds earlier even if you aren’t sure what the final amount will be, release part of it so folks can begin the planning process in a timely fashion. Don’t allow a few vocal parents to shift or disrupt the plan in place. Again, whether corporations or academic institutions communication is crucial.
4. Communication is the number one concern most people have within an organization or business. With many still working remotely, that is even more of an issue now. Take extra time to try and keep fellow team members or subordinates informed. Own your mistakes because they will happen. Remember you were given 2 ears and only one mouth for a reason, use them proportionally. Listen to those that are in the trenches, sometimes they have better intel than you do, and they will almost always have a different perspective.
5. Yes, we are all tired of COVID, but it is still here and a very real health concern. Be aware of that as you plan events. There is nothing more important than people’s health and safety.
6. Planning events last minute means you are getting the word out last minute. Make sure that you are advertising your events. This is more important now than ever before. Advertising should be dynamic and eye catching, and it needs to be well thought out. Ask people what they want and then ask if they would be willing to help make their idea come to life. Many will be overwhelmed by taking on a task too large but ask if they would be willing to help in a smaller way. The more the merrier.
7. Be patient with the people and companies you are working with, no one is enjoying these issues.

It is great to be back face to face, but remember it is different than planning a virtual event. Take the time and care that your team and your event deserve.

About the Author:

Ken Abrahams first got involved in programming as a freshman at Connecticut College. Like anyone that does events, he has had some highly successful ones and some absolute disasters. Remember we often learn more from our failures than our successes.