Four Event Planning Mistakes to Avoid
The life of an event planner is rife with fast-paced decisions, high-pressure situations, and juggling a hundred balls. The issue with this environment is that it tends to result in mishaps. But as the saying goes, the first step to avoiding a pitfall is knowing where it is. Just because errors are commonplace, it doesn’t mean that they’re unavoidable. With that said, here are some event planning mistakes to avoid.
Failing to communicate with guests pre-event
The success of an event typically hinges on its guest list. However, organisers fail to communicate with their respective guests beforehand. Try putting yourself in their shoes and consider the information you want to receive. The chances are that it'll include the agenda of the affair, directions to the venue, guest badges, local resources, and other things that'll maximise the overall experience.
Be sure to give your guests all relevant information as you’re organising the event. While physical packets may be ideal, an email will be sufficient, especially if you’re under a tight budget. If any changes come up, be sure to communicate them quickly amongst all attendees. This will allow you to avoid any miscommunications later on.
Not having a backup plan
One of the most significant challenges of organising an event is the fact that, more often than not, things don't go as planned. It's easy to get caught off-guard by vendors pulling out to weather conditions suddenly changing if you don't have a contingency in place. So, make sure you always have a backup. For example, look up other party houses for rent in case the venue you’ve chosen is unavailable.
Neglecting your senses
First impressions count when it comes to events, and guests are more likely to appreciate inviting and stimulating environments. And a considerable portion of their impression will come from their senses—sight, sound, smell, taste, and touch. So, to ensure all attendees feel comfortable at the event, you'll need to make sure their senses are pleasantly piqued.
From having the ideal temperature and memorable visuals to delightful tastes and pleasant aromas, you mustn’t neglect your senses if you want to deliver an experience that guests won’t soon forget for all the right reasons.
Time is rarely on an event planner’s side. In fact, organisers usually have to work with very little time. And if you don’t want to be pressured into meeting a tight deadline, you don’t want to procrastinate. Instead, try to begin early. In this way, you’ll have a lot more wiggle room to move when organising the event. More importantly, you’ll avoid the stress of having to rush due to a lack of time.
Contrary to popular belief, mistakes don’t just happen—they’re also caused. Unfortunately, even the most minor errors during the planning phases can considerably impact the event itself. If you want your event to go on without a hitch, make sure you avoid the abovementioned mistakes. Doing so won’t just enable you to achieve the intended outcome, but you’ll also save yourself from a lot of headaches as well.
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