January 20, 2016
Organizing an event is not an easy job. It requires a lot of preparation to make sure everything is in order. Today, even professionals have a difficult time reaching their goals—one small mistake can ruin the flow of the event. This is how crucial it is to handle every task accordingly. In this post, we will discuss some common mistakes when planning an event.
- No timeframe
There is always a race against time when organizing an event. Set all your appointments ahead of time. This includes your ocular for the venue, meeting with suppliers, and other necessary preparations. By now, you should have an estimate how of much time you will need to accomplish everything. It is also advisable to brief all your staff an hour before the event. The goal here is to have everything set at least 30 minutes before the door opens.
- Lack of communication
Another problem from most organizers is lack of communication. Open your lines at all times. If there are adjustments, make sure to contact your staff immediately. Don’t forget to confirm the details with your suppliers or service providers. You will also need efficient communication tools during the event. Most event planners today use
- Not scheduling a walkthrough with hosts and guests
Schedule a final briefing to your hosts and guests. Having a copy of the program is necessary. Discuss with them all the important details including the dress code and the flow of the event. Send out emails and text messages to make sure they get clear instructions.
- No checklist
Having a detailed checklist makes it easier for you to manage and keep track of the event’s progress. This gives you a quick review of everything you need to accomplish. Your checklist should always include the equipment and materials for decoration, duplicate copies of the program, food menu, and other important stuff needed for the event.
These are some of the things you need to avoid when setting up an event. Again, always have a contingency plan. For bigger occasions, you might need to hire an event organizer to help you out.