Greeting to all of you again and welcome back to TheMeetUpSG Blog!
We are back with an exciting topic to discuss with all of you right now. Can you guess the topic?
After attending several events, some events are just so memorable and close to heart for particular reasons. However, you may have noticed the nitty-gritty details which may seem unpleasant to you when attending events. You may be wondering if running an event is challenging since the organizers have to juggle and focus on many things in order for the event to be a success. Yes, you are right!
Event planners have 1001 things crossing their minds, from worrying about how guests are feeling to our welcoming techniques to pushing for the most optimal quality of food, networking services, and many more. One wrong move and the event can turn into a complete disaster!
Hence, we have decided to put together the various problems that one might encounter when planning an event.
Here are the 5 common mistakes to avoid when planning an event:
1. Lack of clear signages
For the attendees, nothing is more frustrating than having to ask and search high and low for the venue of the next presentation. One can easily avoid this by displaying adequate signages that are easy to read and comprehend. It is better to go overboard with the signages than risk having lost attendees that are constantly asking for directions. One can never be too prepared!
2. Not organizing a pre-event networking
If you give me a list of your attendees printed on a sheet of paper on the day of the event, you are expecting me to do a lot of work. Furthermore, you are also neglecting the services that attendees can complete for you as they may possess additional information. There is no excuse for overlooking such asset services.
(Source: TheMeetUpSG Youth Networking 2019)
3. Bad communication
This is probably the most common mistake made by inexperienced event planners and is one to be avoided at all costs. Bad communication (miscommunication or lack of communication) spells disaster. This is often a result of the lack of attention to detail, especially when it comes to your event checklist. It’s absolutely crucial to communicate effectively with both your internal event team and your suppliers. While you don't want to micromanage everyone, you do need to know who does what and when. This ensures that everyone involved knows what is expected of them and is kept in the loop.
4. Underestimating/overestimating the number of pax
The number of guests attending your event determines the size of your event space as well as the amount of food and beverages you will cater to. A venue that is too small due to underestimation of guests can take the enjoyment out of your event, and the lack of food and beverages can leave your guests hungry and unhappy. Likewise, you wouldn’t want a half-empty venue with food going to waste. As closely as possible, come up with an appropriate estimate of the number of attendees and book your venue and catering accordingly.
(Source: HBR Ascend)
5. Conflicting events
A common mistake in planning is overlooking competing events on the same day and time. This applies to events of the same genre that are happening on the same day, events occurring in the vicinity, or even events from your own company that happen to fall on the same day. This can be a problem as you might find yourself competing for the same audience, resources, and vendors. Moreover, if other events are sharing your space or using a venue in your vicinity, problems may arise in the form of noise. If you’re stuck with the venue, have your point of contact ready, in case of a noise complaint to be made.