Organising events especially for the first time can be stressful, confusing and present multiple pressure points at the same time. The event could face non-budgeted costs and poor scheduling that impacts the effectiveness of having everything ready in time or an unknown event to the target audience therefore no-one turning up! The business owners who are looking to run their own event realised that even after months of planning, it can come down to the fine details on the day.
Whilst you can never foresee every challenge that could be presented, there are some common mistakes you can avoid to ensure to minimise the risk of ruining months of previous of hard work.
Let’s review a few problem areas and how to avoid them.
1- Not enough planning time.
Trying to put together a complex event in a short amount of time is always a big challenge. Most times clients expect the same results that might appear if they had planned a meeting with a longer prep time, but when its cut short sometimes some sacrifices have to be made. The event planning can impact venues not being available when you prefer, unavailability of preferred speakers and MC’s. We can’t stress enough how important is to begin planning as soon as possible. One special thing about an event is that once released, the event date is a non-negotiable. It’s important to have all the key aspects confirmed before releasing the date!
2- Not enough setup time the day of the event.
The day your event happens there can be a hundred activities going on at a given time. These could be are catering deliveries, furniture installs or infrastructure such as marquees to be built. Just like building a house there are foundations to lay prior to the finishing touches. Chaos can occur during the setup process. If you have a complex event with multiple actions, installs and functions going on it requires precise pre-planning. The more you want to accomplish the more people you are going need to prepare and plan. The more suppliers, providers, sponsors and staff you have the more confusing things can be and with people you can always expect something out of the ordinary. A structured set up plan which in the event industry is called a bump in & run sheet is critical to the set up of your event as to ensure everyone knows what will happen, at what time, at what specific location, who is doing what activity and how it is mapped out.
3-Not Planning for Weather
Rain, wind, extreme heat and other weather can all impact an event, even if it’s inside. When organising an event it’s important to put in place weather contingencies plans. Hopefully these back up plans will never be needed but if you want a successful event regardless of the conditions, you need to cover all scenarios in the event of extreme weather. For example, if it’s an outdoor event and is heavily raining does the event continue, what are the safety considerations, if the event is called off, who is the decision maker? how will this be communicated to attendees? To have this pre-planned will ensure you can execute your contingency plan efficiently with the least impact to your participants, attendees, suppliers and stakeholders.
4- Not Applying a Marketing Plan
To get your event noticed it’s important to utilise the important elements of marketing as to reach your target market. A well organised event is wonderful except if there is no-one that turns up on the day. Marketing can cover both off-line and on-line and best to identify where your target market is hanging out and this will assist you to ensure you market accordingly. You may want to design a marketing plan that integrates traditional marketing techniques with the latest digital, web and social channels.
If you want to ensure that you don’t make the common mistakes in running events then you can call on Innerpulse to work with you to make your event an effective one and one to remember!