Countless events are organized everyday throughout the world with event organizers constantly under stress about getting every detail on point. Whether you’re organizing a small party or a huge concert, ignoring some important pointers is a guaranteed recipe for a disaster. Miss a single detail and the whole event can come plummeting down.
All events are important and you need to be careful when planning one to be sure that nothing goes wrong. The most important thing about event planning is to be careful about everything.
To help you in this regard, below are some common event planning mistakes to avoid so that you can have a memorable event:
You Don’t Have a Backup Plan
According to Murphy’s Law, if something can go wrong, it probably will. There is a good possibility of things not falling into place on the day of the event or the days leading up to it. This last minute failure can cause the whole event to go flat, unless you have a backup plan, which is very important for obvious reasons.
Do a risk and probability assessment prior to event and ask questions like what might cause an event failure. After figuring out the possible risks, try to find backup solutions to mitigate the issues in case they unfortunately arise.
For example, you should have a generator in place if there is a risk of power failure.
Right People and Proper Distribution of Funds
It’s critically important to have the right people for the right job. Having right people on board ensures that the event goes as smoothly as possible. Make sure that your funds are invested in the right people and you have a good team onboard.
You need to assess and do an extensive research on all your vendors, contractors and outsourcers. Ascertain their credibility and competence before investing in them.
Do not go for cheap option but for quality options, but, of course, keep your budget in mind.
Picking Expensive Options
Not Keeping an Eye on Everything
Since there are a number of people working on any event, there is always the risk of things not going as planned.
Let’s assume you are an event manager and you call food providers to be there at 5PM with the food to serve. But, merely doing this is not enough. You need to be in constant touch with the food company to be sure that they’ll be able to make it there on time.
A delay in delivery can cause havoc, which is why it is important to be on your toes at all hours and be aware of how things are moving.
You Don’t Have Signed Documentation
It’s extremely important to have signed agreements with your vendors and service providers to avoid issues. Last thing you want is the bill to be more than what you bargained for, or the quality and quantity compromised.
To avoid such issues make sure that you have all the transactions documented and signed to serve as a proof.
Not Having Adequate Number of Staff
Ensure that you get a good headcount of the attendees so that you do not end up being short on staff.
Also, have qualified staff members who know how to entertain guests. This should be planned keeping the nature of the event in mind.
Stressing For No Reason
It is normal for one to get stressed when it comes to organizing an event. There are so many things to take care of, which is why the risk of things going wrong is also pretty high, which puts extra pressure on the organizers. Plus, there are always clients calling to ask for updates. People can break due to this pressure, which can ruin any event.
The key lies in being confident and taking a proactive approach. If you easily get stressed then use essential oils to keep your mind calm and composed.
Not Having a Second Look At Everything
Make sure to double check everything so that the risk of things going wrong is reduced. For example, if there are five dishes on the menu, make sure to have a look at the dishes to ensure they are right in number and o the taste and quantity agreed.
Mistakes can happen and being attentive to things can help reduce the risk.
Not Communicating Effectively
Communicating your concerns and how you want things done is the most important factor. Make sure to speak directly to your workers and let them know how you want things to be done, so that you get exactly what you want.
Other than this, also keep in touch with the clients and give them updates on how things are moving so they also do not worry about things.
Just be attentive and avoid these simple mistakes to be able to organize a gala event. The key lies in planning in advance and double checking everything to make sure nothing goes wrong.
Do not make the mistake of leaving everything on others and supervise the processes personally to be sure of work. We are sure following these simple tips will allow you to organize a successful event. Good luck!
What are the most important event planning mistakes to avoid in your opinion?
Share your thoughts and comments with us.