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Frequent problems for event managers – event planning & networking

Many challenges in event planning keep coming back – regardless of whether it’s a conference, gala, barcamp or corporate event. This page looks at typical problems for event managers and how you can solve them with ERADIANT.

1. Excel chaos for programme and participants

Problem

  • Programme plans, room allocations, participant lists and networking information live in different Excel files.
  • Versions are scattered across people (“final_v3_new_FINAL.xlsx”).
  • Last‑minute changes before the event quickly lead to errors, double bookings or outdated versions.

How ERADIANT helps

  • Single source of truth: Central data store for event, programme, networking and properties / filters.
  • Access for colleagues and external partners with clear permissions (view, edit, administer).
  • Changes to programme or networking slots are visible in real time – in lists, statistics and the website.

2. Unstructured networking – “you don’t really know anyone”

Problem

  • Participants wander around during breaks but don’t know who they should talk to.
  • Important contacts (e.g. sponsors, investors, speakers) get lost in the crowd.
  • It’s hard to measure or prove the success of networking afterwards.

How ERADIANT helps

  • Participant properties / filters (e.g. “Investor”, “Press”, “HR”, “C‑level”, “Startup”) make roles transparent.
  • Networking time slots create clearly defined windows for 1:1 or group conversations.
  • Networking statistics show how many chats, appointments and messages occur per day.

3. Last‑minute programme changes

Problem

  • Speakers cancel at short notice, rooms change, times shift.
  • Changes have to be updated in multiple places (website, PDF programme, internal plans, tech).
  • Participants see conflicting information, which leads to confusion and dissatisfaction.

How ERADIANT helps

  • Programme planning and programme display are synchronised in real time.
  • Changes a few minutes before a session starts are immediately visible:
    • in the internal planning tool
    • in the programme view for participants on the website
    • in the programme preview on TV / screens
  • Networking slots can also be adjusted at short notice without losing your overview.

4. Coordination between event management and IT

Problem

  • For every small change (website text, colours, programme blocks, networking elements) you need IT.
  • Changes take time because technical teams are busy.
  • You lose flexibility to react spontaneously.

How ERADIANT helps

  • As an event manager you can manage content yourself:
    • create, move and update programme items
    • manage networking time slots and participant properties / filters
    • maintain content for programme and networking pages
  • IT focuses on integration & infrastructure instead of daily content changes.
  • You keep control without technical barriers.

5. Time‑consuming mailings around programme & networking

Problem

  • You send many individual emails about programme changes, networking opportunities, reminders for slots.
  • Distribution lists keep changing (new participants, cancellations, VIP guests).
  • It’s hard to track who received which information.

How ERADIANT helps

  • Central management of mailing templates tailored to your events.
  • Bulk sending to defined target groups (e.g. all participants of an event, only networking participants, only sponsors).
  • Clear link to event data (e.g. programme changes, new networking slots, reminders).
  • Automatic sending to newly registered participants, so you don’t have to manually plan mailings right before the event.

6. No clear reporting on event and networking success

Problem

  • After the event you get questions like “Was the networking worth it?” or “How active were participants?”.
  • You have few numbers beyond the number of participants and maybe some survey results.
  • Sponsors and internal stakeholders demand more transparency.

How ERADIANT helps

  • Good overview of sent mailings (new recipients, total number of mails sent, etc.).
  • Detailed networking KPIs:
    • Number of chats over the course of the event.
    • Created and cancelled networking appointments per day.
    • Sent messages as an indicator of interaction depth.
  • Basis for reports, sponsor reports and internal learnings.
  • Comparability across events over time (e.g. “networking activity this year vs. last year”).

Next steps

If you recognise yourself in several of these problems, it’s worth taking a closer look at the use cases and the page “Who is ERADIANT for” to see how you can use ERADIANT optimally for your setup.