Five more mistakes to avoid when organising an event
paul.twynham - January 25, 2021
We recently shared five of the most common mistakes made by event organisers. We’re not done yet though, as there are plenty more pitfalls that you could easily fall for if you’re not careful. So without any further ado, here are another five event management errors to look out for.
1. Trying to do it all yourself
In an ideal world of course, you’ll be able to hire a comprehensive team of professionals to assist you with every little aspect of running your event. We know that in reality though, there’s a need to keep costs down – having said that, failing to enlist enough people to do everything that needs doing is something that you could end up regretting, so you’d be wise to strike the right balance. You’ll likely find that you and your team are stretched to your limits in the run-up to the event and especially on the big day itself, so it’s important to ensure that you have enough hands on deck to have everything running smoothly and deal with any snags that may come up.
2. Forgetting to consider the finer details
It’s easy to fall into the trap of assuming that everything will be fine or leaving some aspects – or staff – to take care of themselves, but leaving even the smallest detail to chance by not planning thoroughly may well come back to haunt you. Carrying out last-minute checks – like conducting a venue walkthrough, having a checklist of important tasks, identifying potential issues by mentally running through every little action right from setup to take-down, preparing your technology and processes in advance, and making a list of every little item you need to either buy or bring with you, including the little things like sticky tape and stationery – can seem like a boring waste of time, but it’s amazing how easy it is to forget something that will bring your whole event crashing down around you. It’s also a good idea to check in with all of your team members and other contributors such as caterers and AV staff just before the event to ensure that they’re primed and ready.
3. Choosing a venue that’s too small or otherwise unsuitable
Choosing your event venue is an extremely important process, and you need to get it right first time. Things to consider include the location, the size, the facilities on offer, the layout and the style. If the venue you choose doesn’t have everything you need, or can’t expand to offer you the capacity, amenities or licenses that will allow your event to fulfil its potential, it’s going to be difficult to change it at a later date. Equally, choosing a location that’s too large could be embarrassing if you don’t manage to fill it, so if you’re running an inaugural event then perhaps you ought to consider a venue that can be flexible on the amount of space that’s available to use.
4. Failing to build a community
In the modern world of events, it’s not enough to simply arrange the event and expect people to turn up. That’s because they will have numerous other companies, activities and individuals competing for their attention – so cutting through the noise to those who will benefit from your offering can be a challenge. Additionally, events are now expected to be year-round experiences that combine the physical gathering with online content and interpersonal connections. Social media shows us that people want to connect over their interests and passions, so if you can keep them engaged throughout the run-up to your event, you’re more likely to be able to build a buzz through word of mouth and ultimately, there’s a better chance that they will show up in person when you want them to.
5. Not taking feedback after the event
If you want to succeed, you can’t afford to rest on your laurels after a successful implementation. Competition and unforeseen factors will inevitably arise in the future, and your audience’s needs and wants will evolve over time, so you need to ensure that you’re giving them what they’re looking for by continuously improving your offering. One way to do this is to take feedback. Whether you do this at the event with a clipboard or afterwards with an online survey (or both) is up to you, but it’s important to find out what your visitors loved, what they think you could improve for next time, and what their overall feelings are on specific aspects of your event. This will paint a picture that allows you to make their experience even better, with improvements that can also be used as promotional points to grow your audience for next time. However good your event is, it can always get better – and no one will be complaining if it does!