Just like every other things that require planning, something can go wrong regardless of how meticulous you are as an event planner. Your job is to make sure everything runs smoothly right, from the preparation phase to the end of the event. You have probably done you best to avoid mistakes, but it does not hurt to make yourself ready for sudden changes. Here are some tips to avoid the most common event planning mistakes.
1. Do not overload the event with guest speakers
Getting one or two inspirational speakers are good to start the event, but overloading it with speeches may bring discomfort to your attendees. Speakers will also feel alienated because the audience is getting less attentive in every minute. Please remember that most people visit any public event with networking in mind; it is their chance to broaden networks and social circles with new business partners, friends, etc. One of the most common mistakes is monotone planning; do it more carefully and make time for networking, speakers, and other activities.
Another mistake is making an assumption that the event will run as expected without any problem at all. As an event planner, it is indeed your job to make it happen yet you are not allowed to be entirely sure without double checking the preparation and checking again after that. Well-managed preparation gives you enough time to rest so you are not in a hurry until the last minute and do multiple re-checking. Many things require a re-check such as venue readiness, spelling on company’s name, caterer’s preparation, and more. There is separate team in the event management system assigned to different tasks, but it is your responsibility to notice even the tiniest mistakes, and you can only do that by careful detailed re-checking.
- Discuss the Plans with Clients
If you are working on an event for individual clients, make time to meet in person and discuss the plans. Clients need to explain their events to planner, and then you deliver what they want within the given time-frame. However, miscommunication leads to differences and this means unhappy clients. Keep the clients updated with the plans and preparations; if there is something the clients don’t like, you save time from making unnecessary changes.
- Have Plan B
During discussion with clients, tell them that you need a plan B to anticipate the unexpected. Plan for eventuality with clients, so they are still happy with your service regardless of what happens during the event.
- Be Prepared for Changes
There is going to be unexpected changes during the event. Mistakes tend to occur during planning, but sudden changes can also ruin timing and budget. Even a small change can affect the on-going process, time-frame, and eventually overall cost of the event. Good event management software, when used properly, can help you calculate the budget and the consequences of any sudden change quickly, and therefore you can make necessary adjustments with ease.
Last but not least, obtain a feedback immediately after the event. You may want to make note on your event planning software about things that you did well to make clients happy and other aspects you can improve for the next event.