4 Mistakes to Avoid while Organising an Event
- by Nitesh Ranjan
- 2 months ago
Event planning is not a cakewalk! There are a variety of things that you need to take into account to make sure that the event turns out to be a success without a hitch!
From planning an event to the party hire process, it can be quite overwhelming. The key to successful events lies in the planning and making the process overwhelming.
Avoiding the common mistakes in event planning can go a long way in helping you to come up with the right event that will remain etched in the minds of the people for a very long time to come.
So here an attempt is being made so that you can be aware and alert and steer clear of these mistakes to impress your attendees.
Just take a look.
Mistake 1 - Not Having a Back-Up Plan
They say that if there is a probability that something can go wrong, chances are that the circumstances that caused this are not in your control. Your speaker may fail to show up for the conference event or participant can get knee injury before your trekking event or your timing system can crash just before the marathon. Herein comes the need of a solid plan B. Having a backup plan or a full-fledged contingency plan for any potential bad surprises at the time of organising an event is absolutely essential. So you should always arrange for alternative vendors in case your primary vendor fails, have medical assistance if you are hosting a trekking event and also have backup speakers for conferences – these are all contingency plans that you must strategize when you are organising an event.
Mistake 2 - Miscommunication
The communication plays a key role in event planning. That is why you should always communicate well both with the attendees as well as your team. For that keep the below points in mind –
Respect Your Attendees – If the speaker fails to attend the event and you know it beforehand then you should communicate the details to your audience. If you don’t communicate the changes, the attendees may be disappointed. They want to know where the attendees are going to disappear. They want to know exactly who is speaking what and when. You should deliver what you have been promised or let them know about the modifications.
Be a Team Player- You should communicate to all team members the vital time and dates and any respective alterations. You must keep all in loop.
Mistake 3 - Underestimating or Overestimating the Number of Guests
The size of the event as well as the amount of food and beverages that you are going to arrange – all depend on the number of attendees who are attending your event. Your event can be drained out of enjoyment and the lack of beverages and food can leave the guests unhappy and hungry. In the same way you won’t like an empty venue or wont like your food being wasted. So try to come as close as possible to your attendee estimates and book the catering and venue accordingly.
Mistake 4 – Not Checking for Conflicting Events
Imagine the disappointment that you are going to get if you realise that the date of your event is clashing with a competing event on the same day! Remember that just one event is going to draw the crowd and so don’t take the chances that those invited will just pick your event. That is why you must do your research and try to avoid all kinds of event conflicts. You should also check whether the events are closing by the holidays, schedule for the industry gatherings, major sporting events and gatherings that can pose constraints in the way for those who are driving the event. Once the date is decided you must make your attendees aware of the date with “Save the Date” notifications. This enhances the chances of enhanced turnout in your event.
Apart from the above, you should also opt for furniture and Chair Hire in London quite early as you may not get your selected décor items as you near the date of your event. By avoiding these mistakes, you can rest assured that you will be able to impress your audience and achieve the desirable results from your event.