Planning an event is no easy task and even a professional event planner admits the fact. A lot of new event planners underestimate the amount of time, planning, strategy and effort needed to plan a successful event, and often make common mistakes.
Event planning mistakes ultimately lead to annoyed audiences, alienated speakers, a drained budget and a loss of credibility with the client and in market that can affect your ability to plan future events and Gigs. Below we will discuss about the 8x most common mistakes event planners make and how to avoid those mistakes and make your event a successful event.
1. Trying to Do it All Yourself
An event planning checklist comprises financial planning, scheduling, registration and event promotion – and it all in itself doesn’t even include running the event. An event can’t be handled single handedly, even a professional event planner can’t do it alone successfully. So, to avoid the disaster with your event don’t shy away to ask for help and involve others in organizing your event. Also, assign people roles and responsibilities for the event.
2. Competing With Yourself
It’s not a good idea to host back-to-back events, as it can lead to a potential PR disaster. To avoid that one should create a shared calendar and clearly mention dates for the events you plan to host, this will help you assign resources properly and you’ll avoid the unpleasant surprises of competing meetings, events or vacations. Also, give yourself and your staff time to relax and enjoy their lives by keeping enough gap between the events to relax and plan for the next event.
3. Over-Reliance on Celebrity Speakers
At conferences everyone wants to listen to star speakers. No doubt that big names of speakers can quickly fill the hall and energize audience – but they can also drain your event budget very quickly. Many speakers give their talk in your event and leave without mingling with the audience. One-on-one contact is important and it separates regular events from great events. So, spend your budget carefully on hiring a speaker also ask them if they would also like to mingle with audience for chit chats post their talk or in event breaks.
4. Leaving Promotions until the Last Minute
Most of the event planners start to advertise and promote their event in last hour, which is a big mistake. Ideally one should start promoting the event at least four months before the event date. It gives people time to schedule their calendar to attend it.
5. Underestimating the Size of Your Event
You never know how many registrations you will get for your event, that can only be assumed based on your previous experience. Big number of audience can create problem, especially if your event space isn’t big enough to accommodate all the guests. Better, figure out how many attendees your event will draw. Do your research and find out details about the similar events in your industry, especially events at which speakers you want to invite have recently spoken. Did they draw big crowds? Plan out your event venue accordingly to have space to accommodate the last minute registrations.
6. Using A/V Equipments Appropriately
In your event poor quality or inappropriate AV equipments can ruin your event as they don’t give the required quality of output which is audible to the audience. Be sure to create a detailed list of all A/V equipment your speakers and attendees will need to have a productive and engaging event. And before the event test all equipments for their performance. Also, keep some extra microphones and speakers handy for emergency.
7. Scheduling the Wrong Speakers at the Wrong Times
It is important to plan out the event and schedule your speakers in such a way that your event flows from topic to topic, and also from speaker to speaker. If you schedule a popular, well-known speaker in at the start of your event program, you may see your audience size dwindle as soon as the speaker is finished with his or her presentation. Focus on the morning and post-lunch time slots – schedule the speakers in such a way that the audience remain inside the door on time to listen to their speeches.
8. Not Thanking Your Participants
Never forget to thank your speakers, advertisers, journalists, attendees and venue staff for their help in your event and making it a success, otherwise they might not want to work with you next time. Also, send brief thank you notes to everyone who attended your event so that you can easily call them again in your next event and they happily come over again and again in your events.