We all know that there are certain keys to success when planning events. These include things like providing value for attendees and enhancing accessibility. However, more than often, many event organisers tend to overlook some of the aspects that need to be considered in order to ensure their event is a success. So, let’s take a look at some of the common mistakes you should make sure to avoid when planning your event!
Lack of Tech Support
Technology might look like an aspect of the event which can be dealt with later on, or even at the time of the event, but it is certainly something to be wary of. Prior to the event, your technology team should carry out a full tech check to ensure everything is working accordingly and no mistakes have been made. This includes software used for guest lists, projectors, adapters, TV screens, microphones and any other technology-related items you plan to use at your event. A major reason why some events stumble across problems on the day is usually because they have made the mistake of failing to test their technological equipment beforehand. This is very simple, yet common mistake in the events world and one that should definitely not be overlooked!
Not Incorporating the Five Senses
While they play a major role in influencing the success of an experience, the five senses sadly tend to be neglected quite often when it comes to event planning. This is among many common mistakes made in event planning. This is due to misconceptions of the difficulties involved in incorporating the senses, which is certainly not the case. First impressions really matter and guests will appreciate a warm, welcoming environment, and a large portion of that first impression comes from subconscious sights, smells, tastes, sounds, and touch. So, be sure to get it right and make the most of utilising the five senses at your event! Take a look at our ‘Using the 5 Senses in Events’ Ebook to gain further understanding of the importance of the five senses in the context of event planning and design.
Quite often, event organisers make the mistake of failing to communicate properly with their guests, meaning they either have too little information on the event (excluding prominent event details such as the performer, the venue and the event date) or provide too much information leading up to the event. Put yourself in your guests’ shoes and think about how much information you would like to receive from an event organiser in the lead up to the big day. You should make sure to cover all bases – including the full event agenda, directions to the venue, information on accessibility and any other information which could maximise event experience and provide added value to your attendees.
One of the major reasons why we see events going wrong can usually be linked to mistakes being made in the planning process. As they say, fail to prepare, prepare to fail. This highlights why event organisers should plan far in advance to allow enough time to ensure all aspects of the event are covered. Leaving things to the last minute and falling into the trap of ‘late planning’ can be detrimental to the overall success of an event. This means that mistakes can be much more easily made as a result of miscommunication and there is often a sense of general confusion amongst departments. To avoid this common mistake, event organisers should ensure that once they have a date, a budget and a brief – the planning process should commence straight away.
Failing to Follow up
Just like you would do for your attendees pre-event, it is critical to follow up with attendees post-event too. This can make your guests feel valued and important, making them more likely to attend your event again in the future. Additionally, you can use this opportunity to measure the success of your event by soliciting feedback from guests to gather data, which can later be used to enhance future events. Sounds like a win win to us!
For more industry knowledge and tips to avoid mistakes like these from Panoptic Events, be sure to check out our Resources page where you can find articles and free to download Ebooks. You can also keep up to date with Panoptic Events latest news and activity via our Facebook, LinkedIn, and Instagram.
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