What’s hindering the live events industry in 2025? Rentman explains...

All-in-one event and media production platform, Rentman are excited to return to PLASA Focus Leeds to showcase their latest solutions. Ahead of the show, we spoke with Rentman's CEO, Roy van den Broek and explored the question: "What's hindering the live events industry in 2025"

If you’re working in the live events industry, you probably have a mile-long list of issues keeping you up at night. And you’re not alone.

With the busy summer season around the corner, professionals across the UK and beyond are bracing themselves for what should be the most profitable time of the year. But as many industry veterans know, peak season often brings unique challenges that can impact everything from crew scheduling to client satisfaction.

At Rentman, we wanted to understand what’s genuinely holding live event professionals back — so we asked them. In our latest 2025 industry report, we spoke with over 319 professionals across various regions, roles, and company sizes. The results were striking, revealing a clear picture of the most significant pain points currently affecting the industry.

Too many tools, not enough clarity

One of the most common issues cited was using multiple disconnected tools for planning. 53% of respondents reported using 3 to 5 different tools to manage their operations. Whether it’s juggling spreadsheets, messaging apps, calendars, or outdated inventory systems, this fragmented approach is leading to a significant lack of clarity and accuracy.

This disjointed setup creates a serious problem: unreliable information. When switching between platforms to check crew schedules, equipment availability, and event timelines, details can get lost or miscommunicated. The result? Conflicting data, double bookings, and missed opportunities.

One of the most consistent concerns we heard was the lack of a single source of truth. Without it, teams are more prone to human error, which can be costly when dealing with tight deadlines and high client expectations.

Last-minute changes are the norm

Another major takeaway from the report is the impact of last-minute changes. An overwhelming 96% of companies experienced disruptions close to event dates. These include unexpected equipment needs, unavailable crew, or last-minute client requests. When teams don't have real-time visibility into available resources, responding quickly without blowing the budget is nearly impossible.

And it’s not just about internal frustration — these disruptions directly affect the bottom line. According to our survey, 69% of companies reported lost profits due to budget overruns, and 40% said they experienced damage to client relationships as a result.

The path forward: Simplify your operations

It’s clear that adaptability is everything in an industry as fast-paced and high-stakes as live events. But agility doesn't come from juggling more tools—it comes from consolidating and simplifying.

Centralizing your planning into a single platform is one of the most impactful steps you can take. Instead of switching between calendars, spreadsheets, and messaging apps, having one place where you can manage crew, inventory, and schedules means fewer mistakes, faster decision-making, and smoother collaboration across teams.

Here are a few practical steps to get started:

• Audit your current tools
  Start by listing all the tools your team currently uses for planning and execution — from equipment sheets to WhatsApp groups. Identify where information overlaps or gets lost. This will help you understand where the inefficiencies lie.
• Find your single source of truth
  Once you've identified the gaps, look for a platform that allows you to consolidate key workflows — ideally, one that combines equipment tracking, crew planning, project timelines, and communication. A unified system should give everyone access to the same real-time information, reducing confusion and miscommunication.
• Automate Repetitive Tasks

• With the right setup, things like sending out crew invites, tracking equipment availability or flagging shortages can be automated. This reduces human error and frees up valuable time for higher-priority tasks during busy periods.

By putting these steps into place before the high season hits, you'll be in a far better position to manage changes, reduce stress, and protect your profits. Imagine going into every event with full visibility over your crew, your equipment, and your schedule — all in one place. Fewer surprises. More profit. And much happier clients.

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PLASA Focus Leeds returns to the Royal Armouries from 13-14 May 2025.

You can find Rentman on stand R-A14, where you can get try out their latest software. Attend the show for free with Rentman.