A failed plan is a failed plan. Careful planning is the key to avoiding pitfalls at an event.
When it comes to event planning, a planning failure is a planning failure. However, you can avoid failure in epic events if you know the pitfalls to watch out for. Having a solid plan is an important part of successful events, whether they're networking events or conferences. While event production companies are aware that the unexpected can happen, thorough planning and preparation can always get you off to a good start.
Here, we'll cover seven pitfalls or pitfalls to avoid so you can be as prepared as possible.
1. Waste or misallocation of resources
The success of the planning phase of an event relies heavily on a comprehensive budget. This is because having a detailed and planned budget will help event organizers allocate funds properly and eliminate unnecessary or wasteful spending. Essentially, it provides important insight into what can and can't be done.
Once each resource has been carefully allocated, event planners can refer to the budget for easy reference. For example, they can make sure everything is covered, from the right staffing and signage at events to technology or on-site costs.
2. Do not use key performance indicators
Another pitfall to avoid is not using KPIs (Key Performance Indicators). For example, whether you're in the planning phase, the implementation phase, or the post-event evaluation phase, event planners need KPIs to help them determine the success of an event. This is true whether the event is small or large, simple or complex. The purpose of KPIs is to provide information about event marketing performance and activities, and they include the following:
Number of sales by marketing source
Number of registrations
Website conversion rate
Any sponsor partnerships
Event registration process
Engagement level of the attendees or audience
Total cost per acquisition acquired
Overall feedback shown on surveys of participant satisfaction
Total revenue earned from the event
Because there are different types of events, a combination of these KPIs can be used. It depends on the type of event as well as the objective of the event. The feedback provided from these key metrics can then be used to improve the next event and set further milestones.
3. Does not provide strategic value to participants
With so many events to choose from, attendees are often selective about what they choose to attend. To drive event participation and increase attendance, corporate event service providers need to find and leverage the unique selling point, or USP, of an event. Fortunately, there are important strategies for this, such as creating strategic value through the use of innovative technologies.
For example, event planners may want to customize a mobile app that attendees can take advantage of. Specifically, the application can benefit each participant with networking opportunities, an interactive programming program, and access to a discussion forum. This interactive experience helps participants feel more involved. It creates a sense of community and engages them more.
4. Poorly Managing Vendors
Although there are many types of events, each will require a provider. In turn, vendor management requires several things, such as finding, ensuring, and coordinating the right people who can provide the best products and services for the event. High quality is an important aspect to remember when choosing a supplier, and it is better to choose those that are also highly recommended.
As there may be several suppliers, mismanagement of these suppliers can be a pitfall. To avoid this, it is important to stay organized and get written confirmation of important details. This includes the date, time, personnel, and associated warranties. To help minimize any unforeseen events, contact your suppliers a few days before the event to confirm everything.
5. No Backup Plan
Even the best event planners know that there's always the possibility that something won't go as planned. Not having a backup plan in place can contribute to the failure of an epic event. Therefore, event planners should always perform an event risk assessment. A contingency plan will be formed based on this assessment and will equip the event management team to deal with any eventuality that may arise.
6. Not Delegating Responsibilities
Event planning is a team effort and requires a division of responsibilities. A denial or inability to authorize can cripple the event planning process and lead to an effectively catastrophic event. Event planners can and should delegate tasks to team members, such as customer service, vendor communication, and post-event responsibilities.
7. Failure to Follow-Up After the Event
A lot of time and energy goes into the planning phase of an event, but following up is just as important. After all, post-event evaluation not only informs you about the success of your event but also helps you know how to improve your next event. Being proactive and soliciting feedback after the event will help prepare you for your next event. You can also take the time to thank attendees and tell them about other upcoming events to generate interest and gain new leads.
In addition to interacting with attendees, communicating with vendors after the event is also important. Thanking them for their work and efforts will help you connect with them, strengthen your relationship, and pave the way for future networking opportunities.
Key Takeaway
Careful planning is the key to avoiding these seven event planning pitfalls. While mistakes can happen, careful planning can help avoid many mistakes and prevent epic event failures.
0 Comments