As an event planner or manager, you have the responsibility to make sure that your client’s event runs smoothly and
As an event planner or manager, you have the responsibility to make sure that your client’s event runs smoothly and with as few hitches as possible.
Regardless of the industry, you are in, there comes a time that you will be required to host a corporate event. With so much going on, it is easy to get caught up and some things slip through your mind. If you are the event planner, even the smallest detail can derail your entire planning process. We want to help you seal those cracks and we have listed below four mistakes you must avoid when hosting your corporate event.
It is important when organizing an event or activity, you need to prepare for the unexpected. As you plan for your event, take time during the planning stages, to think of anything that could go wrong. Get it all out on the table. The defining factor between a successful event and a floppy one is having an alternative plan. Make sure you can deal with challenges that inevitably occur at the event. If you are dealing with suppliers, ensure that you have reliable vendors whom you can call whenever you require their services. Having a backup plan is not bad luck contingency plans is not bad luck; it’s the thing that will help you and your event team keep your sanity, will reassure your stakeholders that you have everything in hand, and will ensure your attendees experience nothing but an exceptional event.
Irrespective of the time frame you have to organize the event, it is important to always keep the stakeholders on the loop on what is going on. Between all the meetings with supplies such including caterers, venues, event speakers, audio-visual professionals you may run the risk of missing the key stakeholders. They, not necessarily need to be told every nitty-gritty detail of progress, but they will need to be informed when big decisions or breakthroughs are made. Despite being busy with their day-to-day responsibilities, your stakeholders don’t want to be in the dark, especially if the result of the event could affect them professionally.
We all at some point make the mistake of assuming we have everything we need from meeting and outlines and then start planning in a vacuum. Sometimes it is not until when you are weeks or even months into the planning process that a crucial piece of information comes to light that alters the course of the event. As an event planner, do not underestimate the value in taking time to check back in and get all the information you need to account for every perspective when planning your event. Ensure you get feedback to allow you to plan an event with the information you need and can use to your advantage to meet everyone’s expectations.
When D-day finally comes, you are likely to be dealing with a huge number of attendees. It is always advisable not to depend on just one or two individuals to handle the delegates’ questions or concerns. Make sure you have a rough idea of the attendees and then make ensure you have adequate staff for the event. When it comes to engaging event staff, more is better. It may cost you more money, but it may eventually save your event. Hire only professionals. Instruct them on what the event is about, the guests that will be attending and your expectations. Finally, let them know who their contact person is just in case they have a question or problem.
These four pitfalls may seem obvious, however, when you begin the process of event planning one can easily get caught up busyness of it all. It is important for event planners to know these common mistakes now so you can account for them the next time they are planning for an event.