What event planners sell is a service that is fleeting, yet essential. A significant event like a wedding, a birthday, or a corporate party is supposed to create memories that will be cherished for a lifetime. It is the event planner’s responsibility to ensure that every detail is spot on, and mistakes are avoided at all cost. Unfortunately, we know all too well that things do not always go as planned. One of the crucial skills every event planner needs to possess is the capability to manage a crisis, and have contingencies. That is why in planning an event, there are dos and don’ts every planner needs to keep in mind. Below is a list of the common mistakes to avoid to prevent catastrophes.
Very little time allowed to set-up
It is very common for this detail to slip through the cracks because the focus is usually on the more substantial aspects of the event. If there is not enough time allotted to set-up the venue, it can cause a delay that will affect the rest of the event schedule. Ideally, the event venue needs to be ready at least 15 minutes before the event starts. What you want to avoid here is not only delay but having to rush the preparation because guests are already arriving.
Forgetting to schedule a walk through
Although you can easily share spreadsheets, emails, detailed photos and information about the event to your client, these documents are not enough to paint a clear picture for the client. The better approach is to schedule an appointment with the client for a walk through. It is imperative that when you are selecting from a list of corporate event venues, the client is also available for ocular visits. Discuss with the client every step of the process so that the client can provide their ideas and incorporate changes if necessary.
Failing to confirm and follow-up with vendors
A majority of party disasters happen because of third-party vendors. It is not that they are unable to provide you with excellent service, but the lack of coordination often leads to miscommunication and mistakes. Verbal and written confirmation from your vendors needs to be received at least 48 hours before the event. Even after receiving confirmation, always finalise the details a day before the event and check if there have been any changes along the way.
Always have a contingency plan
There are things you cannot control which may affect the event. For example, do you have a contingency plan for an outdoor event in case it rains? Have a contingency strategy for circumstances that are impossible to manage. Even if you need to make a last minute cancellation, you need to ensure that all the guests are informed.
Get help
If you are working within a specific budget, it is common to cut back on a few expenses here and there. It is a mistake to forego hiring additional help on the day of the event. If you do not have enough hands to assist you, you will end up doing everything yourself which is counterproductive and potentially disastrous in the end.
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