Event Planning Mistakes to Avoid
The process of planning an event can be stressful, especially when done wrong. Avoiding event planning mistakes will help in making your event run smoothly on the day of the event. Here are 5 mistakes that can cause your event planning process to flop and cause headaches. If you avoid making these mistakes, it’s likely that your event will turn out to be a success.
1. Set a Budget You Can Stick To
Having a budget is one of the most important things when planning an event. Many people fail to set up a well-defined budget. It’s best to have a specific budget so that you can avoid overspending, and you also leave room for flexibility and you can later decide whether you want to increase your budget. This will make your event planning process easier.
You have a specific vision for your event and you can make it all come to life but first, you have to plan accordingly as to what you can afford. Communication is key. Communicating what you want will help you separate your expenses to begin planning.
When selecting a venue, entertainment, or caterer, be sure that you will be able to fit these expenses into your budget. Also, keep in mind the dates of when your payments are due so that you do not miss the opportunity of having your event.
Event planners can be helpful to aid in maintaining your budget and keeping your event on the right track, however, keep in mind that their expenses are added to your budget as well. Avoid overspending as much as possible and be realistic when calculating your budget. You want to be able to give yourself a cushion for unforeseen costs.
2. The Importance of Time Management
Time management is crucial. You should give yourself ample time to plan and set up your event. Whether it’s getting the right permits for serving drinks and food or contracting the right vendors, planning takes time.
Start planning early. According to Wild Apricot, you should give yourself about 4-6 months to plan, if not more, depending on your event. When you start planning too late, you limit your options.
Consider that not all vendors and permits can be obtained in a short amount of time. You want to give yourself enough time to be able to fulfill all your event plans, wants, and needs.
3. Consider the Number of Attendees
Be sure that either you or your event team get an approximate count of the number of attendees. Food vendors, security, room size are all things that can be affected based on the number of guests that attend.
You don’t want to underestimate the number of attendees because that can cause a lack of seating. At the same time, overestimating can hurt your wallet and your event can be perceived as lackluster because the venue made the event feel small.
Creating an invitation on social media platforms can be one way to get your event information out to the public and can get feedback as to who is interested in attending. Having an approximate count will give enough flexibility so that you do not overspend or understand.
4. Contingency Planning
Creating an alternative plan for action in case issues arise will be one way to save your event. Problems can occur unexpectedly at any time, it is impossible to predict certain issues that may happen, but if you can anticipate these problems before they arise, you can avoid the stress of an unsuccessful event.
Some things to anticipate can be employees or guests not showing up, vendors having issues, set up is not ready on time. Double-check to make sure everything you planned for is set for the correct date and time to ensure a successful event.
5. Provide Food and Beverages
Having no food can be one way of having a less than extraordinary event as it could fail to meet the expectations of your guests. According to GevMe, having food and beverages can be a way to keep guests happy, great communication and networking opportunity, and it is a way to brand your event.
Food and beverages should be available at most events, whether it costs extra or is included. Having the option of food or refreshments can be an incentive for attendees. Make sure you have enough food and refreshments to serve all of your guests.
Improvement in event communication is important so that you know of any issues and can make accommodations if needed. Having your event team keep in touch with vendors, caterers, and venue owners can ensure that the event experience will be a success. The more you plan, the easier it is to overcome issues.
Take advantage of our flexible venue spaces for your next business event. The Business Expo Center has different options available to fit your exact vision to make your next event a success. Book now to reserve one of our venue spaces.