Common Event Planning Mistakes And How To Avoid Them
This is why planning requires a great attention to details as a little mistake is capable of ruining the whole event, leaving behind regrets too great to quickly recover from.
Event planning mistakes could lead to drained budgets, dissatisfied clients, `angry guests and loss of credibility which will in turn affect any event planner’s chances of planning future events. It therefore behooves an event planner to be very much aware of these common event
planning mistakes to make the most of their events.
Below are some of such mistakes and how to avoid them.
Mistake No. 1: Not Setting Event Goals
Many event owners and even their planners focus on trying to ensure nothing goes wrong with the event so much that they forget to define the objectives for the event. Event goals and desired outcomes should be identified from the beginning.
Mistake No. 2: Assuming Things Will Run Smoothly
It will be an event planner’s greatest undoing not to double-check event tasks and arrangements as it is very unlikely at any event for things to go smoothly as planned and uninterrupted. So be sure to always check, double check and check again to ensure all arrangements are going on well, from venue booking to menu lists and even the printing on all literature.
You wouldn’t want to discover an hour to the start of your event that instead of the chocolate brown and cream themed event, your decoration is appearing brown and peach.
Since this event planning mistake will be blamed on you, even if you have team members handling different tasks, be sure to check everything yourself over and again.
Mistake No. 3: Failing To Budget Properly
Another costly mistake many event planners make is to overlook some items on the budget. Leaving such out could be a very costly mistake and may cause budget overrun and in some cases, failed events. So don’t overlook any budget item the next time you are planning an event.
Mistake No. 4: Failure To Have A Contingency Plan
The importance of having a contingency plan for any event cannot be overemphasized as “anything that can go wrong will go wrong”. Event planners therefore must always be prepared for the unpredictable and factor contingency plans into the whole planning process. You must always identify possible risks, their likely causes, the severity of their impact and the contingencies to palliate the risks.
Mistake No. 5: Failure To Allow Enough Set Up Time
Nothing is more annoying and unprofessional to attendees as arriving at an event to meet workers running about still trying to set up the venue.
Timing is very crucial with events, so you must have a good estimate of how much of it you need to get everything in place. Let your goal be to always have everything set so your attendees can walk into a perfect event.
Mistake No. 6: Forgetting To Schedule A Walk Through With Clients
Communicating event details to clients through emails and spread sheets are no doubt very crucial. Relying however on such alone, could lead to oversights.
It is therefore advisable to walkthrough the day’s itinerary onsite with the client where possible, discussing the details of the event as if it was happening right there at that moment. That way, you can agree on the final arrangements and avoid having an unhappy client.
Mistake No. 7: Not Following Up After The Event
This is one of the common mistakes event planners make, thinking that once the event is over, it’s just over. Two post-event activities are important.
One, obtain a feedback immediately after the event. That helps you to know what you did well and what to improve upon at your next event. Two, be sure to personally call to appreciate everyone on your team who has contributed to the success of the event. That way, you build a motivated team for future event.
Keep the above mentioned common event planning mistakes in mind when planning your next event. It helps you to avoid them and makes things easier for you.
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