Organizing an event is no easy feat. Over time you probably would have learned that even the smallest mishaps can cause the biggest hitch in your plans. These kind of hitches are simple things you cannot afford in corporate events. We have compiled a list of the most common mistakes people tend to make when it comes to event organizing so you can have a pretty good idea of what not to do when organizing that next event!
Lack Of Communication
The worst thing you can do is leave room for any assumptions. One team member ‘assumed’ the other had it covered, when in fact the other team member had no clue she had to take on an extra task. You can see how this would lead to last-minute panicking and finishing tasks. Everyone should be on the same page from day one itself. Have a group meeting and delegate duties separately. Give them a deadline to work on with a few days to spare so if there are any changes to be made, it can be done comfortably.
Having insufficient time to set up is the worst thing that can happen for your event because it keeps attendees waiting and directly shows them how unprepared you are. You can be showing off your facilities at one of the best conference centres in Geelong but it amounts to nothing if you don’t have your doors open in time. Ideally, you should be ready at least 15 minutes before the event starts. This is why, when it comes to vendors, it’s incredibly important that you don’t try out new sources but instead go for trusted and reputable companies. This way you will know from prior experience and testimonials that they are professional enough to show up on time and deliver on their promises.
No Supplier Confirmation
That being said, no matter how comfortable you are with your vendors, you need to check on them 48 hours before the event to be sure that there is absolutely no mix up and they are thoroughly prepared to deliver.
No Packing List
One of the most frustrating things that can happen when setting up for an event at the venue is realizing that you forgot something in the shifting process. This means you have to spend extra time and money to either travel back and forth to get what you left behind or to buy it again. So what you need to do is create a thorough packing list so you can make sure that every single thing is packed and ready to go to the venue.
Ideally your event should not fall on the same date as any other competing event because this could lead to traffic jams, not enough parking, too much noise or even a conflict with your clients. So when booking your date and sending out the invites, please keep this in mind.
So this is a list of what not to do when organizing an event and better ways you would be able to go about it. The most important tip, however, is to keep a calm, straight face no matter what hurdles you’ve to face. This helps keep your team in check and working optimally at all times.