Events are a complex business and with so much expense, resource and effort invested into them, the planning and budget control has to be on point and not vulnerable to mistakes. If you need a steer in the right direction, then you’ve stopped by at the right time. Here are four of the most common mistakes that are often made in event planning and how you can avoid them plaguing your next event…
1. Failing to Plan is Planning to Fail
It’s a saying that you’ve probably heard time and time before, but it’s true. Without a solid plan and budget in place there is a high risk that your event will run out of control financially and fail to incorporate all the elements that you require it to, in order to make it a business success that provides a return on investment.
When it comes to event organising having a clear event brief, with predefined objectives and a realistic budget to stick to can provide a strong focus in which to start building your event upon.
Even once you have a plan in place it’s also important to think about having a contingency plan to refer to, so that should the unexpected arise you are prepared to manage whatever it is effectively and minimise any negative impact on your event and the budget.
2. Bad Change Management
Even with the best planning, events are always susceptible to change, and while it is good to have an event plan that is flexible enough to handle change when it arises, it is also important to manage these changes in a standardised and formal way.
Changes made to the event scope which aren’t controlled and tracked can seriously impede on an events costs and the way in which the overall event is bought together. This is why it is vital to implement a change management system into your event, to ensure that when changes are bought about they are justified, realistic to implement within outlined timescales and don’t jeopardise the event budget.
The threats and opportunities of change
Accounting for changes in one place can help keep the whole event team on the same page throughout the planning process and can unveil threats and opportunities which are important to address. For example, if you are making savings from changes being made, can this money be re-invested into other elements of your event such as the AV to help enhance the look and sound of your event even further? Conversely, if changes are pushing you over budget are there savings that could be made elsewhere in your event to reduce the impact of the unforeseen costs?
Not only is it vital to communicate changes to the wider event team and external suppliers affected, but it is also of the upmost importance to share any changes that are made in the event schedule with delegates. Providing transparent information and updates with attendees on the lead up to and during your event will help them feel valued and avoid any feelings of disappointment if something they expected to be part of the event isn’t present. Remember, not all changes are bad and so communicating exciting changes can also be powerful in creating a buzz and excitement about new additions to your event.
3. Communication Chaos
Clear communication is king
Poor communication within the organisation of your event could signal disaster. Failing to implement a well-thought-out communication strategy can cause a lack of coordination, misunderstandings, errors and poor morale and motivation throughout the team working on the event. With this in mind, communication, whether it is verbal or written, is king in event planning.
Providing timely and relevant information at key points in the event project can help to keep everyone in the event circle in the loop. It’s important that both internal teams and external suppliers are up to date on the aspects of the event that concern them the most. This will help to mitigate any miscommunications and mistakes occurring.
The marketing of your event is also a vital element to consider when putting your wider communication strategy together. Without effective marketing how can you expect to generate the awareness and interest needed to attract people to attend. Use what you know about your target audience and deliver your event messages through their preferred channels. Creating and curating personalised content for your delegates can also help develop a positive brand perception before, during and after your event ends, so it is worth considering how to personalise the communications you deliver around your event.
4. Reckless Resourcing
Managing the planning and delivery of an event is a complicated business and, in some cases, this is underestimated to the detriment of the event being organised. Having the right skill sets in the right roles is therefore imperative and can avoid event dilemmas ensuing.
Outsourcing the best
When bringing in external resource it is also important that you check their credentials and assess their capabilities carefully to ensure they won’t let you down on the products or services they have promised to deliver. Whether you are booking a venue, hiring a caterer or engaging with an AV partner, take the time to do your research and ask for examples of their previous work – knowing your stuff will help you on-board the best outside resource and reduce any unexpected mishaps occurring.
Experience = Success
Events are multifaceted in their nature and require experienced professionals to take the helm and expertly orchestrate the various components, including budgetary elements. With a knowledgeable and expert event team in place, your event can be executed to the highest standard, so that it meets and exceeds its anticipated performance goals.
In2Events is an events management agency with over 10 years’ experience in the events industry. We work with clients collaboratively to ensure the seamless creation and delivery of powerful and engaging live events and experiences that leave a long-lasting impression and positive association with your brand. From venue sourcing, full event and delegate management through to event marketing we are the full solution service you need when it comes to your next event. Call: 02392 320 581 or email: firstname.lastname@example.org