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Top 7 Things to Avoid When Planning Your Next Event

Planning an event for a large number of people involves a high degree of uncertainty regardless of your expertise level. It can be challenging for both beginners and professionals alike since you must always consider a wide range of logistic elements that are not often under your control. Wrong decisions or choices can ruin your event and lead to unwanted results such as lower attendee satisfaction, negative return on investment, and decreased attendance rate. However, with careful planning, you can ensure everything runs as expected and that everyone is having a good time. This article looks at the top 7 things you should avoid when planning your next event.

  1. Failure to Plan Ahead of Time

It is important to create a timeline with action items that have been outlined clearly. Your timeline should include the days, weeks, or months leading up to your event.

reception with beautiful flower centerpieces

This ensures the venue is booked on time, event marketing is launched early and all speakers are confirmed to attend. Failing to plan ahead of time can make it difficult to put things in order once the event kicks off. Planning ahead of time also provides the flexibility to deal with any possible complications that might arise during the event.

  1. Inaccurate Budget Estimation

Tracking your spending during the planning process, then assessing it along the way may result in overspending. It is always important to work within a specified budget when organizing your next event. The overall budget can vary tremendously because the cost of each item can have numerous choices and configurations. A basic framework that allows you to work within your budget can help you stay on the right path to ensure everything runs as expected.

  1. Lack of Coordination

Although you may have the right plan and budget, your event can turn out to be a disaster if you do not coordinate with your team and suppliers about their tasks and responsibilities. You need to assign tasks clearly, so that everyone knows what is expected of them. This helps your team and suppliers to accomplish their tasks in the stipulated time. Without coordination, you may encounter delays, embarrassments, and poor guest experience and satisfaction.

  1. Improper Signage

Guests should be able to navigate their way through the event without any difficulties. It is important to place clear signage around the venue that helps your guests navigate easily without extra guidance. Assume that every person attending the event is coming for the first time and put proper signage so that they are not left guessing where they can find the washroom or parking lot. Improper or inadequate signage can waste your guests’ time leading to a poor experience.

  1. Not Promoting the Event

An event is bound to fail if you do not put any effort into promotion. You cannot only rely on word of mouth, as it may not reach a greater number of people and mostly your target group. There is also the possibility of your message being misinterpreted as it passes from one person to another. Take advantage of powerful tools like email marketing, social media marketing, and paid advertising to reach a wider target audience and increase ticket sales.

  1. Not Being Tech-Ready

Your tech-team needs to do a thorough check of all audio-visual equipment that you intend to use during the event. Everything should be working, as it should without any glitches or malfunctions. This includes microphones, projectors, TV screens, adapters, software, and other technology-related items that you will be using during the event. A dedicated sound expert can help you make real-time adjustments on the noise levels during the event.

  1. Disregarding People’s Needs

Many attendees will be nurturing certain expectations when they come to your event. One of the areas you should never neglect during an event is offering food and refreshments to your guest. No one will listen to you on an empty stomach and even if they do, they will be talking about how pathetic the event was. It is crucial to evaluate what your event has to offer and work towards delivering what is expected from you.

Although you may experience some challenges when planning your event, you can still do everything in your power to make it successful. You only need to be careful with your budget and planning to ensure that everything else that is required falls into place. Whatever decision you make, always strive to deliver the best guest experience as it can leave a long-lasting impact that distinguishes you from other competitors.

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