Ten Mistakes to avoid when planning an Event

Ten Mistakes to avoid when planning an Event
Fireworks at end of event

Ten Mistakes to avoid when planning an Event

There’s nothing like inviting a speaker to your event and when the time comes to introduce them no-one knows how to pronounce their name.

This is just one of the mistakes as an event planner, professional or not, you definitely want to avoid making.

Here are ten more to avoid………..

Ten Mistakes to avoid when planning an Event

1. Not checking the weather

Always check the weather forecast before your event.

Surprise showers happen, hail happens, heatwaves happen, even snow happens.

Whether your event is outside, or not, unexpected weather can have unexpected consequences on your event.

If it rains and your event is outdoors, do you have covering?

If it rains and you are indoors, do you have a canopy or extra umbrellas for arriving guests?

(Many of whom will probably have hair and make-up that when faced with water will melt faster than the wicked witch in the Wizard of Oz).

2. Not having a cloak room

Having a place for coats is especially important in the colder months when your guests will be arriving laden down with heavy winter coats and jackets.

Not to mention hats, gloves and possibly even scarves depending on how cold it is.

A good rule of thumb an unencumbered guest is a happy guest.

3. Not having a parking plan

A good event planner is always thinking five, even ten, steps ahead when it comes to anticipating their guests needs. 

Consider options for valet, or have a list of car service companies ready to take guests to and from the event.

4. Not having signage leading Guests to the Event

If your event is even a little ways away from the entrance someone can and will get lost.

Anticipate this issue by having signs and maps that easily and clearly direct attendees to the event space.

This is particularly helpful if an event space has other events going on or if your event takes up multiple floors.

Also try adding maps to your event website, if it has one for quick accessibility, saving on paper.

5. Not making sure bathrooms stay clean

A messy bathroom reflects poorly on you and your event.

Have a staff member double-check and make sure everything is clean before the event begins, and occasionally while the event is on.

Make sure it is always stocked and the waste bins aren’t overflowing.

Ten Mistakes to avoid when planning an Event
Red Heart

6. Not having your staff volunteers arrive on time.

It’s a sorry fact that most likely someone on your staff will be late.

So make sure to tell everyone to arrive at least one hour before. 

This gives you a nice cushion for the late comers and gives you time to explain to everyone their jobs throughout the night.

A staff member who doesn’t know what their job consists of is pretty much useless to you.

7. Not designating staff/volunteer space

Don’t forget that your staff is probably coming with personal items of their own.

Not to mention production teams, if you have them, who will need space for their equipment and cases.

Give them a secure place to store their personal items out of sight of guests.

Don’t run around last-minute trying to find a spot it’s another hassle you don’t need.

8. Not having enough people to help checking in guests.

Lines can build up quickly especially when the doors open and attendees all converge at once.

Using an event planner tool, lines are sure to move quickly needing only one check in staff member per every 100-150 guests, allows you to cut back on the staffing costs and make better use of your staffs valuable time.

9. Not respecting capacity limits

Venue capacity limits are not guidelines.

Make sure you are well aware of how many people you can fit into a space.

The Fire Marshall can and will shut you down.

Maximum occupancy numbers are usually listed in commercial space.

Set by the Fire Marshall and can vary from city to city, so if you are unsure check with your local fire department.

10. Not bringing an emergency tool kit

Bring an emergency tool kit.

This is a tool kit usually filled with emergency supplies like a

  • stapler,
  • pens/pencils,
  • gaffes’ tape,
  • extra change,
  • push pins,
  • ink cartridges,
  • large printed arrows for directional purposes,
  • a Letterman
  • flash lights.

The items in your kit can vary but always have one on hand. 

Follow these guidelines and you could avoid some of the pitfalls that plague Event  Planners worldwide making planning enjoyable.

 

Lorraine 

 

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