The devil will always be in the details in event organising. While the majority of the attendees may not catch sight of it when everything goes right, they’ll certainly will if things don’t go as planned. And you must tend to all the details from beginning to end if you want to deliver an exceptional experience that won’t soon be forgotten. It is a task that is easier said than done, to be sure. However, a lot of the stress and tedium can be minimised with early planning and preparation. With that said, here are some of the most common event organising mistakes that you should avoid.
1. Not having the necessary technology from the outset
While it might appear like something that you can take care of on the day of the event. However, this can potentially be an oversight that could keep things from running smoothly. As such, it makes sense to have all of the necessary equipment ready before the happening. From the software for the guest list to projectors, adapters, microphones, and TV screens, making sure that everything is accounted for and works can go a long way in helping the event succeed.
2. Not giving yourself enough time to plan the event
Time is usually a limited commodity in organising events. And if you fail to start immediately or don’t give yourself enough time for the planning stages, there’s a good chance that it will show come event day. So make sure that you’ve got at least four to six months to plan large occasions and one to two months for smaller affairs. In this way, you’ll be able to get everything in order and won’t be pressured to complete everything because of time constraints.
3. Not communicating enough with the team
Organising a successful event takes teamwork. Nobody can shoulder the entire responsibility themselves, after all. However, merely delegating tasks isn’t enough – you must find ways to keep communication open with all relevant personnel. Whether you choose to have a shared document over the cloud that everyone has access to or use a group messaging application, keeping everyone on the same page will mitigate mistakes from happening and elevate productivity at the same time.
4. Not exploring available options
Cost is always a factor in event organising. And if you don’t want to break the allotted budget, you’ll want to allow yourself to check for other options before making financial commitments, be it looking for a funfair stall for hire or essential vendors. It may sound like a lot of extra work – and the reality is that it is – but the time you invest in shopping around now will save you money later on and leave you more room to move financially.
It may be challenging to plan and organise an event successfully, but it isn’t impossible to do. And by keeping away from all of the most common errors and mishaps mentioned above, not only will you get the intended results. But you’ll also avoid a lot of trouble.