As event producers, we often see ourselves as masters of our craft. Yet, it’s when we settle too comfortably into this belief that we become susceptible to errors. Let’s explore three common mistakes Event Consultants might encounter, how they fix them and proactive strategies to avoid them.
Event Mistake #1: Inadequate Budget Allocation
Accurate budget allocation is a key component to event planning success. Prioritize your needs and identify where to allocate more funds and where to economize, such as enlisting volunteers instead of paid staff. However, you cannot put all your eggs in one basket.
What if your volunteer support falls short? Perhaps a mix of professional staff and volunteers would serve better. Or imagine allocating a significant sum for fireworks but forgetting the necessary permits, leading to wasted funds and a less exciting event. Thus, it’s wise to always set aside a contingency fund for emergency or unforeseen expenses.
Also, remember to read the fine print when dealing with suppliers and don’t shy away from negotiating prices down, especially for multiple events.
If a vendor is excessively expensive or doesn’t justify the budget, remember there’s always an alternative provider who can offer competitive rates.
Event Mistake #2: Insufficient Experienced Staff
While volunteers can provide budget relief, they often lack the necessary experience and skills of paid staff and may fall behind in their planning deadlines. You might save some money, but at what cost?
Consider a scenario where everything starts to unravel during the event itself: inexperienced volunteers wandering aimlessly, serving guests in an inelegant fashion, or failing to keep pace with the event’s flow, potentially causing disastrous delays.
To avoid such scenarios, invest in experienced staff who can efficiently manage deadlines and tasks during the planning stage so that your event stays on track. Once your planning train has come off the rails, it’s really hard to get it back on track.
At your event, ensuring registration is adequately staffed and organized, providing an info desk for guests, monitoring food stations, and ensuring timely setup and tear-down of the event will be smooth with the advice from your Event Consultant. They have walked in your shoes.
Remember you only as good as your team!
Event Mistake #3: Lack of Detailed Event Plans
The “figure-it-out-as-you-go-along” approach can lead to event planning bankruptcy. The absence of essential paperwork such as critical path documentation, production schedules, scaled floor plans, and load-in/load-out schedules can potentially jeopardize your business and reputation.
In the world of event planning, you must have detailed plans for every aspect of the event. Understanding the event from head to toe is critical, including knowing if there’s enough space for all guests and event elements. An Event Consultant can guide you to avoid these costly and time consuming mistakes. The absence of such details can result in chaos. For instance, having two companies load-in/load-out event equipment simultaneously can lead to confusion and potential loss of items and time. Therefore, it’s much more efficient to have a scheduled, orderly approach to these type of scenarios.
Maintaining our expertise as Event Consultants requires a commitment to avoid complacency and consistently evaluate our planning strategies. From ensuring wise budget allocation to hiring skilled staff and developing comprehensive event plans, every step contributes to the ultimate success of the event. The smartest step is to reach out when you know you need help and that’s what we are here for!
Each mistake presents an opportunity for growth and learning, but how many mistakes do you really need to make? By acknowledging these common pitfalls and taking proactive advice to avoid them, we can ensure that your events are not just memorable but also impeccably organized and executed, strengthening your reputation in the industry.
Call us today for an event audit to review your event plans to see if you are on the path to success. Remember, perfection is not achieved in giant leaps but through attention to the smallest details. With an open mind and an eye for continuous improvement, let’s create exceptional experiences for your clients.