Looking to plan an event for your business?
Event planning allows you to provide a valuable and memorable experience for your clients. They’ll walk away with lasting memories of your products! And it also allows you to be at the center of the action.
Rather than letting someone else plan your event, you want to be in control. After all, you want to make sure that your event will be a success. There are a few things that you should know before you get started, though.
Avoid these seven major mistakes when planning an event.
- Not Setting a Budget
One of the most important aspects of planning any event is setting a budget. Without one, you can quickly lose control of your spending and find that you are over budget.
Failing to set a budget and plan for unforeseen expenses is one of the most common mistakes made by event planners. Unforeseen expenses can be anything from fluctuating vendor prices to last-minute purchases you hadn’t accounted for.
When trying to stay on budget, allow time for yourself to research and understand the costs associated with event planning. Gather quotes from vendors, and understand any hidden expenses that may pop up. Create a spreadsheet to track your budget as you move forward with the planning process.
Setting a budget is essential to event planning, so make sure it’s one of the first steps you take in preparing a corporate event.
- Not Having a Backup Plan
A backup plan is important in case of unexpected events such as bad weather, electricity outages, or vendor problems. It could also help if the event doesn’t turn out like you expected.
Backup plans mean that there is a way to salvage your event if something goes wrong. It is important to think ahead and prepare for worst-case scenarios. This includes having a plan B for outdoor event venues or supplies on hand in case something needs to be replaced.
It can also be helpful to have different vendors and suppliers on hand in case one does not show up or deliver what was promised. Having a backup plan in mind while planning an event can help to ensure that should anything go wrong, there are options available to help make the day a success nonetheless.
- Not Sticking to a Timeline
Not planning ahead, double-booking dates, and making ill-advised decisions near the event can all disrupt the schedule and lead to a disastrous event. A solid timeline sets expectations for sponsors, performers, and attendees and will help the event run smoothly.
It will also provide a framework to help decision-makers make on-the-fly choices that still stick to the original plan. Missing a deadline is one of the biggest stresses of event planning, and can often lead to a chaotic situation. Making a timeline and sticking to it is crucial to having a successful event.
- Not Marketing and Promoting Your Event
Not marketing and promoting your event properly can result in lower attendance, missing out on important leads, unrealized ROI, frustration, and a waste of unnecessary expenses. That said, proper promotion is a necessity, especially in this ever-changing digital age with the number of people using social media platforms.
To promote your event on social media, come up with eye-catching graphics and keep the tone of communication consistent throughout all platforms. Use email marketing to promote the cocktail event by sharing exclusive information and discounts.
Ensure that you are regularly updating a portal featuring your events, such as a website or resource center, and use push notifications to keep all visitors informed. With these strategies and a little creativity, you’ll be sure to maximize the visibility of your event.
- Not Delegating Responsibilities
It is often difficult for event planners to let go of control and delegate responsibility to others. Nonetheless, not delegating responsibilities is one of the most common event planning mistakes.
When event planning, it is essential to divide the work into manageable tasks and share the responsibilities with trusted colleagues. Without a team of reliable people to manage the project, no project is possible.
Track progress and set clear expectations with each team member. When everyone understands their role and is held accountable, the event is much more likely to be successful.
Delegating responsibility allows event planners to focus on the bigger picture and attend to their primary responsibilities. Avoiding this mistake depends on finding a reliable, dedicated team and trusting them to get the job done efficiently and properly.
- Not Following Up After the Event
This involves more than simply saying thank you to guests for attending. A post-event follow-up should include reaching out to vendors to ensure they were paid for their services, updating the events contact list, and documenting feedback from attendees.
Collecting feedback can help to improve the overall functionality of future events. Following up after an event promptly can make it easier for the planning team to stay organized and maintain strong working relationships with vendors. By taking these proactive steps, you can avoid costly mistakes and keep your business running efficiently.
- Not Managing the Vendors Properly
If a client requests that you book a certain type of vendor, you should be sure not to choose the wrong kind. Be sure to communicate the details of the event to the vendor clearly, and ahead of time, to avoid any confusion.
Coordinate payment and payment type, as well as provide important documents such as contracts, and licenses to be sure all vendors agree. Not managing the vendors properly can cost event planners time, money, and their reputation. Therefore, it is essential that event planners remain organized, avoid confusion, and be sure to properly manage all vendors like event security and event catering.
Remember These Event Planning Pitfalls
Implementing the seven tips to avoid common event planning mistakes will help you create a successful event that meets everyone’s expectations. From proper budget management to engaging attendees, be sure to plan ahead and make sure that you have thought of everything.
Contact an experienced event planning professional if you want to maximize the impact of your event.
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