List Of Pitfalls To Avoid In Event Planning

event planning

Event organizers need to tackle so much while planning an event. Event planning includes everything from management to the marketing of the event until the execution. As events are complex in nature, there are many aspects to be covered for successful execution. If these aspects are ignored, there can be serious troubles as well. A sound understanding of such pitfalls and pre-planning can help a lot for a well-planned event.

Here are all such critical pitfalls event organizers need to identify to execute a successful event plan :

  • Not starting early
    As an event planner, everything should be executed as per plan that has been chalked out earlier. Once you have planned about the entire event, it has to go according to it by all its means. You cannot delay and you have to complete other formalities well in time. It’s a good practice to book all such services in advance.
  • Lack of research of your client and their events –
    Before making your first move, invest your time to research your client and their event or their objective behind it. After you understand the client’s challenges, audience and budget incorporate them into your pitch by providing them the best platform they could ever receive.
  • An inappropriate number of visitors who show up –
    There can be some events when the number of people who arrive for the event is inappropriate or are more/less as per plan. So at such times, when people don’t show up, try switching to a smaller event space if numbers aren’t looking good. And when people are stuffed with large numbers you should have enough time to move to a bigger venue to cope with demand. You can also limit tickets and set up a waitlist so people know that you’re expecting a big crowd.
  • Not having a plan B –
    An event organizer must have a backup plan if the workflow doesn’t in the right way for you. You must go through every exceptional case and conditions in order to come up with a well-planned contingency agenda. Even if you have adopted the best possible practices, there may be some changes or mishappenings that can be beyond your control. So in such cases having an alternative plan can stabilize your event.
  • Overlooking the competitive events –
    Competitor analysis is a must for any industry and event industry. This becomes helpful particularly while finishing the date/setting for the occasion. It’s smarter to keep away from a conflict with comparable occasions else it might influence your normal footfall.
  • A speaker dropping out of the event plan –
    Whenever it’s the moment that the speaker doesn’t show off at the event, you have to be backed up with another plan replacing the speaker’s position immediately. Firstly, communicate with your attendees, don’t leave them in the dark and hope they won’t mind once they arrive. It’s also a good idea to have a refund policy in place so that you’re prepared to cope with disappointed attendees. If you’re given enough notice, you could consider asking for a pre-recording of the keynote to screen at your event alongside your new speaker if arranged any.
  • Relying on outdated practices –
    Change is a necessary element in the event industry. Relying on outdated practices can cost you a huge loss. Utilize the latest event technology trends where, everyone goes through an easy, engaging and effortless process. This can be done easily, from event app to interact using VR, you must keep yourself updated with the latest trends also.
  • Event volunteers fail to show up –
    When your event is packed with a bunch of volunteers fixed for the event day and suddenly they back off. In such cases, it’s a good idea to allow for more people than you need on the day. Positions that can’t be left vacant should be filled by paid staff to make sure that nothing goes off the track as per plan. It’s also a good idea to ask vendors and event partners how many staff will be attending on the day to ensure you’re not needing to spare tight resources on others who came unprepared.