Any event, from a small house gathering to a company event, requires planning, patience and readiness to deal with problems. Mistakes will happen, things won’t go according to plan, you’ll forget about something, just fill in the blanks. The idea of creating a seamless and unforgettable experience is not an impossible one, but it requires meticulous attention to detail. Navigating this challenge is easier if you know the list of the most common mistakes in event planning and how to avoid them best.
Lack of a clear event goal
Events are thrown for a purpose. Whether it’s to celebrate a company anniversary, service or product launch, an important milestone or other, an event is more than just a gathering of people. The event intends to leave a long-lasting impression, so ensure the event has a clear goal. In short – start event planning with a “why?”.
Poor budgeting
The success of an event depends on the budget. In a perfect world, we would all have unlimited budgets. But that won’t be a financially sound decision, so we have limited budgets. Before you even begin budget planning, you need to know the cost of each event element. Make a list of things you’ll need to hire, buy, book, etc. This will help make a detailed budget and add an extra amount as a contingency fund. To avoid being blindsided by unexpected costs, stick to the budget plan.
Not visiting the venue before booking
The location of your event is one of the most important decisions. Is it large enough for your event needs? Is it easily accessible to everyone? Do people have a place to park their car, or is it advisable to organise transportation? Is it warm enough or does it have air conditioning?
All of these questions are best answered in person, not over Instagram feeds, phone calls, or emails. Before you book the venue, put in the effort and see it in person.
Lack of event timeline
If you want everything to go according to plan, you must have a detailed timeline. Otherwise, an event can turn into chaos. The ability to visualise the entire event, from start to finish and put everything into a well-coordinated plan and timeline is the reason why you need to hire an event management company. A professional event planning team like the one at Veritas Events is the antidote to chaos – they will execute everything perfectly. Smooth execution equals event success, so choose those who can deliver while you get to enjoy the event from start to finish.
Ignoring the potential for issues
Even with the most meticulous planning execution, knowing how to handle issues involves risk management. Do not overlook the potential for mistakes and the necessity to deal with them and devise last-minute solutions.
Think of possible problems and how to manage them best. Next, outline potential issues and what to do in the case and put it all in writing. The key to unforeseen circumstances is anticipating them, even if they never happen.
Lack of communication
Lack of communication is a problem in all areas of professional life. It leads to miscommunication, false expectations or uncommunicated expectations. Ineffectiveness is dealt with by making channels of communication open and effective. Manage the event team by establishing clear communication channels, conducting regular meetings, and utilising project management tools to keep everyone informed and on track. Require confirmation on every important task to ensure every member respects the timeline and takes their tasks seriously.
Neglecting event promotion
We live in a time where marketing is a necessity. We’ve been given platforms to reach people through different formats and messaging, almost without any limitation. To promote an event properly, especially if you want to accumulate the right interest, you have to develop a detailed marketing plan and a specific timeline. Use social media marketing tactics, email campaigns, and strategic partnerships to maximise event visibility.
Using pen and paper to plan it all out
Even though nothing beats the good old manual strategising and brainstorming on paper, it’s no longer an efficient approach. It’s a good tactic to note done ideas, but it can be the least effective strategy when it comes to event management.
Instead, embrace the possibilities of technology for event planning. There are many different tools like mobile apps, online registration systems and project management tools that will help you streamline processes.
Ignoring the guest experience
Sometimes, we can be so focused on the entire idea of the event that we forget that events are thrown for people. The guest experience is at the core of every event, so it should be prioritised. The needs and preferences of possible attendees matter, so try to give it full priority, You can’t make everyone enjoy it, but you can try to foresee what an average attendee would expect, like and enjoy for this type of event. Inform your guests of everything they need to know so they will come prepared. For example, if the venue is in the countryside, inform women they won’t be comfortable wearing heels on grass turf. Consider their comfort, and infuse fun elements so they will enjoy the event.
Not choosing reliable vendors
It’s best when you get recommended to use a certain service as it decreases the chances of having a poor experience yourself. The best approach to only getting the most reliable vendors is to vet their services. Next, it’s your responsibility to set clear expectations and confirm the agreement a few days before the event.
A seamless collaboration relies on vendor experience and clearly communicated needs and expectations. Ultimately, you’ve agreed to the price of their services, so you’ll expect to get the desired result. Choose wisely and choose reliable vendors.
All of the mistakes we’ve outlined come with a clear solution. There are ways to approach every event planning task with the utmost knowledge and expertise and try to avoid any event planning pitfalls. By avoiding these common mistakes and implementing our solutions, you’re well on your way to creating an event that will be worth remembering for all the right reasons.
