Attendee management nightmares? Here’s how to survive them.

Ah, event planning. It sounds so glamorous, right? Choosing the perfect venue, lining up top drawer speakers, dreaming up unique experiences for your attendees... but then reality kicks in. Before you even get to the event itself, there’s one giant hurdle that every event organiser dreads: managing attendees before the big day.

Seriously, it’s a nightmare. And if you’ve ever planned an event—whether it’s a networking breakfast or a supplier conference—you already know exactly what I’m talking about. So, let’s break it down and talk about why it’s such a challenge, what usually goes wrong, and how to make it (a little bit) easier.

The chaos of attendee management

You’ve worked to get the word out about your event, registrations are rolling in, and things seem to be going smoothly... until they’re not. Attendee management is like herding cats, except the cats are asking for last-minute changes, special meal requests, and “urgent” questions that were literally answered in the FAQ (which no one reads, let’s be honest). Here are a few of the biggest headaches:

1. Last-minute registrations (and cancellations!)

Some people plan their lives months in advance. Others wait until the very last second to commit. You’ll always have a wave of last-minute registrations, which throws a spanner in the works for things like making sure there are enough seats, catering numbers, and delegate packs. Oh, and let’s not forget the dreaded last-minute cancellations. Because nothing screams “fun” like recalculating numbers the day before the event.

2. Attendees who don’t read emails

You’ve sent out beautifully crafted emails with all the important details: time, location, agenda, what to bring... and yet, you’ll still get frantic messages asking, “Where is the event again?” or “Wait, do I need a ticket?” Cue the facepalm.

3. Special requests galore

Managing dietary requirements, accessibility needs, VIP requests, and last-minute speaker changes can make you feel more like Dynamo than an event organiser. And while accommodating everyone is the goal, it’s a lot to juggle—especially when requests come in a couple of hours before the doors open.

4. The name badge nightmare

Oh, name badges. If you know, you know. There’s always at least one person whose name is misspelled, someone who shows up with a different name than what they registered with, and a handful of people who somehow never made it into the system despite “registering” three times!

How to make it (slightly) less stressful

Okay, so event attendee management is chaotic. But that doesn’t mean you can’t make your life a little easier. Here are some tried-and-tested methods to keep things under control:

• Automate what you can – Use event management software to handle registrations, confirmations, and reminders. The more you can automate, the less manual work you’ll have to do.

• Over-communicate (even when it feels like overkill) – Send multiple reminders with key details. Use different formats like emails, texts, and social media posts to reach people where you’re more likely to grab their attention.

• Set deadlines and stick to them – Cut off registrations at a reasonable point, give attendees a hard deadline for special requests, and stand firm on your policies.

• Have a contingency plan – Expect last-minute changes, and have a plan in place to deal with them. Things like flexible seating, and a “help desk” on-site can be lifesavers.

At the end of the day, managing attendees before an event will always come with a little (or a lot) of stress. But with the right systems in place, you can at least minimise the chaos and focus on what matters, creating an unforgettable experience for everyone who attends.

Now, if only we could figure out how to get people to actually read the emails we send...