Planning a special event takes a lot of work. There are so many factors and elements that need to come together for everything to work out, and sometimes mistakes are made. These can include poor scheduling, going over-budget, poor communication, and just about anything else that can cause an event to fail to live up to expectations.
There are some event planning mistakes that are more common than others, but the good news is that they are fairly easy to avoid if you know how to watch out for them. With that being said, here are some of the most common event planning mistakes and how you can avoid them.
Planning An Event At the Same Time as Another Event
There are few things more stressful than trying to hold a large event when something else is going on at the same time, especially if you have a long guest list. You could also have to deal with traffic jams and large crowds if the conflicting event is happening near you. This is a simple yet aggravating scheduling error that can be avoided if you check to see if there are any other events happening on the same day as your own event. There’s no foolproof way to ensure that nothing will happen during your event, but you should never assume that you can compete with anything else that may be going on.
Planning Your Event for the Wrong Season
Some events are better suited for outdoor venues than others, but you will need to make sure that the weather will be appropriate for your particular event. An outdoor wedding in a park might make for some beautiful pictures, but nobody will want to go if you schedule it for a hot day in July or August. You also don’t want to plan a major corporate event in Wisconsin during a cold and snowy winter. Always take the seasons into account when you are planning a major event. Your guests should feel comfortable going to the event and staying for at least a few hours. If you cannot guarantee that, hold off for a few months or find a different venue.
Not Planning for Vendors to Arrive When Needed
While experienced event vendors will arrive on schedule and work closely with the event planner to make sure everything runs smoothly, you still need to do your part and make sure your vendors can do their jobs effectively. Coordinate carefully between all of your vendors and staff. Make sure that everyone has access to all the facilities they will need, and be ready for them when they are supposed to arrive.
Even though it’s easy to avoid these common mistakes when planning a major event, understand that things happen. You can plan everything down to the last detail and still have something go wrong. When it happens, don’t fret. Keep a cool head, and be prepared to address any problem that might arise. Your staff and your vendors will be happy to assist you when things do go wrong.
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