If you've ever planned an event, you know that it's hard. But what's the hardest part? It's logistics and supplier relations. (This is when things usually go wrong.)

Why is it the worst headache?

1. The Great Venue Chase

Finding the perfect spot in the Philippines is like courtship—you go through many possibilities before you find "The One." Even after you've found it, securing the reservation, permits, and technical specifications takes time.

Tip: Always maintain a backup area. And have a backup backup.

2. A surplus of permits

Welcome to the fascinating world of bureaucracy! Depending on your undertaking, you may be required to secure permits from local government units, barangays, fire department, or even the police. And do not forget the "processing time," which is longer than expected.

Solution: Begin early, obtain a checklist, and become friends with a person who has a friend at City Hall.

3. The Weather is Your Frenemy

Do you have an outdoor activity planned? It is best to have a Plan B, C, and D contingency plan because the weather 

in the Philippines is not reliable. It might be sunny with clear blue skies, and then suddenly you may find yourself caught in 

a torrential rain.

Survival Tip: always know the forecast (but ready for the 

unpredictable too). Tents, covered arenas, and backup 

planning are lifesavers.

4. "Filipino Time" and Supplier Shenanigans

Have you ever had a supplier say, "On the way," and they are still at home? Or worse yet, a supplier who just vanishes, and you are left scrambling to find last-minute substitutes?

What to do: Always check back, clarify deadlines a few times, and maintain a list of alternative suppliers who can assist when needed.

5. Budget and Expectation Conflicts

They want a great party but with limited funds. They want fireworks, LED walls, and drone shots—but can only have a banner and a rented microphone.

Establish specific expectations. Break down the expense so they know why quality costs more.

6. The Traffic Nightmare

Metro Manila traffic is an event planner's worst nightmare. 

Running guests late, delayed setups, and absent VIPs? Welcome to the chaos.

Hack: Provide adequate traveling time, book local 

accommodations for key visitors, and maintain a transport 

backup system.

7. The No-Show Phenomenon

Free event? Look for a lot of no-shows. Paid events also have dropouts!

Solution: Involve individuals prior to the event. Remind them, 

provide an incentive, or reward them so they are reminded.

So, how do you cope?

Organizing an event in the Philippines requires thought, experience, and patience. 

The secret? Always anticipate that things will go awry—

and be able to fix them in the blink of an eye.

✅ Ensure you have a good plan. 

✅ Establish a good supplier network of reliable suppliers.

✅ Learn how to negotiate and follow up.

✅ Always have a Plan B (or Z)

Worth it in the end when you get to see the event unfold. And, you know, you'll have lots of stories (and memes) to share later! 

What's the biggest challenge YOU'VE faced in event planning? Share your war stories below! 

And you're on your own to organize a conference in the Philippines? Hold your hat, as it's a bumpy (and a tad bit crazy) ride! Whether you're hosting a company conference, an industry conference, or a large networking event, here's how to do it right—and provide an unforgettable experience for all concerned.

1. Know Your Reason (and Who You Are Talking To!)

Before you start planning, ask yourself this: What do you want to achieve at the conference? Are you trying to inspire, teach, or bring together industry 

people? 

Decide your goals beforehand so that every aspect, from speakers to goody bags, is in line with what you want. Also, know your audience! Are they young professionals? High-level executives? Students? This will affect your whole plan.

2. Plan Your Budget Well

Budgeting is not the fun part of event planning. Make a budget 

that covers everything, from renting a facility to food, 

advertising, and giveaways. Good tip: Always put some 

money away for unexpected things (because they will occur).

3. Choose a Location That Amazes (and Functions!)

The Philippines has some wonderful spots! Whatever you 

are attending at Manila's PICC, Waterfront Cebu City Hotel, or SMX Convention Center in Davao, ensure it is convenient 

to access has good Wi-Fi (so important!), and is convenient to move around. Extra points if the venue is Instagram-friendly—people enjoy taking photos where they are!

4. Build a program that individuals actually want to belong to.

Nobody likes attending a dull event. Make your conference 

program interactive, entertaining, and educational. Make it 

a blend of the following activities:

• Influential keynote speakers are well-known individuals 
  within their domains who exchange energy and ideas.
  
  
• Breakout Sessions and Panels – Make them lively and engaging.
  
  
• Networking Opportunities – Because let's be honest, connections do matter
  
  
• Q&A and Live Polls – Involve the audience with live interactions.

5. Lock in Top-Impact Speakers & Sponsors

Need a full house? 

Hire speakers who inspire and make a difference. Contact 

experts, big names, and celebrities in your field. Need 

sponsors? They can do a lot for you! Get partnerships that provide benefits—like cool giveaways, insiders' privileges, or even an awesome after-party!

6. Market Like a Social Media Rockstar 

An event of this magnitude requires individuals to make it successful. Utilize Facebook, LinkedIn, TikTok, and Instagram to market your conference.

• Build FOMO with countdown posts and teaser videos.
• Use influencers to disseminate the message.
• Host giveaways and contests to spur interaction.
• Go live on social media in order to seize behind-the-scenes moments!

7. Get the Logistics Right (Chaos Isn't Adorable)

From check-in to closing comments, your event should be like a well-oiled machine.

• Utilize an event app to manage sign-ups and live communications.
• Employ a technology team to repair audio-visual issues immediately.
• Set the correct directions so that no one gets lost.
• Serve local Filipino food—because everyone loves a good buffet!

8. Engage Participants with New Experiences

Want your event to go viral? Give folks a reason to speak about it!

• Photo-Worthy Installations – Large logos, flashing signs, or playful booths.
• Surprise Giveaways – VIP tickets, discount coupons, or special merchandise.
• Live Shows – Dancers, DJs, or cultural performances add more excitement.

9. Finish It Up and Keep Moving Forward

The festival's done, yet the involvement has to go on!

• Send thank-you messages to supporters, speakers, and sponsors. 
• Share event summations on social media and e-newsletters. 
• Gather feedback in preparation for having an even stronger event next year. 

Keep attendees engaged—nurture an audience, not drop-in individuals.

Final Thoughts: You Can Do It! 

Organizing a conference in the Philippines is like organizing a concert with a lot of pieces, but with a good plan (and a good sense of humor), you can do it like a pro. 

Be well-planned, expect the unexpected, and most of all—make it an experience to remember! Now get out there and create an event that people will be discussing for years to come! 

We made it! 

Exlinkevents was officially included in Feedspot's list as the #1 event blog in the Philippines and #37 in the world! 

This is not merely a list—it's a testament to the years of dedication, toil, and passion that we've devoted to working 

for the event industry. From covering impactful conferences and expos to reporting on the latest trends in MICE, event marketing, and business development, Exlinkevents has emerged as the go-to destination for event professionals.

Then, in what ways does Exlinkevents differ?

• We don't report—we live it. We have been on the ground, executing, organizing, and making things happen. Our content is derived from real challenges and real solutions.
  
  
• We celebrate the MICE community. From sponsors to organizers, we shine the light on the creative brains of the industry.

• We track global trends. From AI event marketing and thrilling experiences to innovative means of blending online and offline events, we keep our audience up to date.

This Feedspot award is not only for us—it's for YOU, too! 

If you've ever read, shared, or commented on our articles at any point, you've been along for the ride. We're glad you're part of the Exlinkevents family!

We want to hear from YOU! What has been your best event experience? What would you like us to discuss next? Leave a comment and let's celebrate this achievement together! 

*******************************************

Here are the best event blogs on the web: 

https://bloggers.feedspot.com/event_planning_blogs/