Organising an event takes a great deal of planning in order to ensure everything runs smoothly. Without checking and rechecking every detail and allowing yourself a suitable amount of time to prepare, you could be at risk of spoiling the experience for your guests and making it a night to remember for all of the wrong reasons. Previously, we highlighted some common event management mistakes and discussed how insufficient planning, complacency and poor communication could jeopardise your event, as well as the dangers of too much (or too little) ambition. Here, we reveal five more common event management mistakes and explain how they could so easily be avoided…
Forgetting to confirm
It only takes a quick telephone call or email to confirm your hire equipment, your event venue or your guests, yet so many event managers forget to do it. Never mind whether or not a person has said they are one hundred per cent committed to your event, in the weeks leading up to it you must confirm that everything and everyone is still available and ready to go. You don’t want to run the risk of double booking or rely upon someone who might be a little forgetful, so remind them and be sure to confirm.
Failing to check for event clashes
The last thing you need is to clash with another event and run the risk of your guests choosing to attend that event instead of yours, so it is always important to check the date before you settle on it. You should bear in mind events either side of yours too, so that you are not hosting your event on the same weekend as one of your competitors or as a popular and widely celebrated holiday. You want your event to stand out and for as many guests as possible to attend, so always check the date!
Not having enough help
There are a number of people who prefer to do the job of event management themselves because they find it difficult to put their trust in others, but organising an event is an almost impossible task to do on your own. You can’t be in several places at once on the night, and you’re going to need eyes, ears and hands everywhere to ensure the event is a success. As such, it is important that you seek the help you need. If you’re not good with technology, there’s no point trying to set up your presentation on the projector by yourself. Your employees and additional hired help will relieve you of some of the responsibility and increase the chance of your event being a fantastic success, while an event production company can completely free you from ??and execute your event to an extremely high standard.
You might have a lot of interesting things to say at your event, but if you just spend the evening talking at your guests they’re probably going to get bored quite quickly and leave feeling uninspired. If you want to leave a lasting impression, you’ll need to think of something a little more creative than simply setting up a stage with a podium. Consider lights, cameras, special effects, backdrops, interesting seating plans, exciting displays and entertainment! All these things will help make your event unforgettable and support you in sending the right message.
Even if your event is not open to the public and is strictly invitation only, you should still use promotion to capture the attention of the media and to get people talking about it. Tweeting and posting about the event in the weeks leading up to it will help to get your followers interested in what you’re working on and encourage your guests to get excited about it and hopefully start talking about your event themselves. Of course, there is such a thing as too much promotion, and you don’t want your guests to get sick of hearing about the event before they’ve even attended it. Setting up a Facebook page or a LinkedIn group, landing a feature in a local paper and sending a few tweets is likely to be all the promotion you need.
If you’re organising an important event and need a little guidance or a project manager you can rely on, R&B Group can help. We’ve a wealth of experience in the events industry and can offer you a wide range of services and event equipment for hire to make your event go more smoothly. To find out more about how we can help you, get in touch with the team today.