Top Common Mistakes Event Planners Must Avoid

Making a mistake is one of life’s inevitable occurrences. We cannot get away with it, but it does not make us losers. It is what we do with them that sets apart losers from winners.

Steve Jobs once said, “Sometimes when you innovate, you make mistakes. It’s best to admit them quickly and get on with improving your other innovations.” Yes, we reflect on what happened and we rectify it, but we do not dwell on it. Those are the little experiments in our life. As Bill Gates aptly put it, “Reward worthy failure –Experimentation.

Making mistakes is a good learning process as it improves our judgment on each situation to make smarter decisions. But it doesn’t mean that they may be repeated. Event management services leverage on shortcomings from previous events to improve their event logistics management. Corporate event planners take note of feedbacks from earlier events to ensure these will not be repeated.

If you are an aspiring event planner, below are some of the mistakes that are commonly repeated by corporate event planning companies. Learn from these failures to prevent costly and embarrassing errors.

Being the superman

An effective event planner does not do everything by himself. He or she has a group of committees with staff or volunteers that have respective field of area to take care of. You should oversee, lead, and steer. Take note that event planning entails a lot of responsibilities from financial planning down to scheduling and promotions. Make sure all details are covered by your well-selected committees/staff.

Vague contracts

First of all, all details of your contracts with vendors should be taken into writing. Review the costs and make sure it is in agreement with the company involved. Meanwhile, make sure your contract with the company clearly states all details in the milestones such as tasks and specific number of meetings. The last thing you want to hear is that you failed to deliver the “obvious” commitments. Best is to consult a lawyer in closing deals.

Always assuming

One simple rule: you can never be too sure! Don’t assume your equipment rentals will arrive on time. Don’t assume the audiovisual presentation is in place. In order to have a successful event planning logistics, always confirm the timing of delivery with the vendors that you booked. Request for a finished copy of the audiovisual presentation or slides. It is always good to have backups. You can never blame a lazy employee who forgot to put into USB/hard drive the company audiovisual presentation. Make sure all slides are collected in one place and not from several laptops. Audiences can easily be impatient and can be unforgiving for a long lapse during the event.

Bad audio system

Waiting for a minute to pass microphones (or no microphones at all!) can be one of the most annoying things for the audience. If your event is interactive, make sure you have an adequate and properly working PA system, microphones, loudspeakers, receivers and transmitters, as well as connections and cables. Always do a live testing and make someone sit at the far end of the room.

There are a lot of things to consider when planning for an event. It is never easy but it is always best to prepare not only for the checklist but also for the things you must avoid.