How University Event Coordinators Can Overcome 3 Major… | Ungerboeck

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3 major obstacles event coordinators overcome
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How University Event Coordinators Can Overcome 3 Major Obstacles

When you’re an event coordinator for a higher education institution, you’ve got a host of unique issues that you face daily. Not only are you dealing with the common time constraints and last-minute changes familiar to event organizers abroad, there is also a variety of unique events and venues your campus manages.

Beyond the uniqueness of the events you handle, your university has its own unique set of people serving various stakeholders in different departments, a variety of different places to hold events, and a web of separate, intricate processes in use. How do you deal?

Here are three major obstacles the right campus event management and booking technology help you overcome:

1. When you’ve got place problems

Your bookable space throughout your campus is all spread out, from student unions to stadiums and everything in between. Plus, each space has its own variables in terms of add-ons like A/V, catering, labor, and so on. How do you keep it all straight?

With one single, airtight campus event management and booking system. you can see all these details and more. Beyond just seeing what is booked, where, and when on a calendar, you can view and manage event agendas and documents, service and work orders, catering details, and inventory. Suddenly, events spread across multiple spaces on campus seem much closer together.

2. When you’ve got process problems

You want to get everyone on the same page, but it’s kind of hard to do so when that page is a tab in a spreadsheet.

Having the right campus event management and booking technology in place can go a long way in solving these problems. A seamless system can break down communication barriers and lead to greater efficiency. And ultimately, it can help you manage events that further the mission of your university or bring incremental revenue.

3. When you’ve got people problems

Maintaining good working relationships is key to successful campus events. As a campus event coordinator, you’re dealing with stakeholders in a variety of different departments with different collaboration styles. And, you are often working with employees who report to high level stakeholders like President and Provost, which brings some extra sensitivity to the table.

Effective communication is critical, and it helps to have a system that all campus stakeholders can access that tracks all communication and details surrounding an event and ties that information to the schedule. A master system can help prevent space booking issues and ugly conflicts as well as keeping track of contacts and their likes and dislikes all in one unified system.

For more information, visit Ungerboeck for Colleges and Universities or contact me directly.