In the event industry, most mistakes and blunders occur when even the tiniest of the event details are carelessly neglected. Guests may not notice the smoothness of the event but if something goes wrong, the guests get alarmed almost immediately. Every event management company thrives to provide great audience experience tending to every event detail from start to finish.
If an event is poorly planned and managed, it would go downhill, risking the company’s stature and reputation. To execute a flawless event, event planners need to be on guard to avoid simple but the most critical mistakes. These are 5 out of the many mistakes that must be avoided by every efficient planner out there in the event industry.
1. No Transparency in Communication
An event planner needs to have open communication skills to effectively manage various teams involved catering to all kinds of event services. Only with proper communication can any discrepancies be avoided. An event management company should understand the client’s event requirements that need to be covered. If there is a communication gap between the internal team and the vendors, it could lead to misunderstandings, hindering the event. For example, suppliers may face difficulty in comprehending what an event agency requires. Even a small communication gap will bring inconvenience to both parties. An event production house like The Event Konsultants bridge this communication gap, fulfilling all the event requirements of the client without any hurdles.
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2. Inadequate Contingency Plan
Anything could go wrong within a span of days or hours prior to the event. Proper planning is necessary for event management companies to prepare for unforeseen events. With adequate planning, these occurrences can be managed. A well-equipped event management company always functions with a backup plan B at hand.
In 2015, there were attendees of an event who were unfortunately stranded in the forest without food, water or shelter. The officials of the event blamed the weather for the trouble caused to their guests. Since that incident, the event has not held in any city. On the other hand, if immediate provisions of tent facilities and food were provided to all, although it would have been an expensive affair, the event hosts would be able to maintain their goodwill for much longer.
3. Feeble Venue Management
Inadequate manpower can make dealing with guests an unpleasant experience, more so the event management company’s capabilities will be doubted. The event production house’s in-house team should be well-equipped and trained to ensure order and control at the venue. The team needs to ensure adequate space, seating for the guests, availability of vendors at the event etc. to book the right amount of area before the event invites go live. Inadequate supply of manpower can lead to chaos at the venue and the event may exceed the predecided time. Also, an unmanageable crowd can swarm a place if the event management company didn’t have a proper estimate of the event’s audience. Setting a definite audience capacity and distributing fixed numbers of tickets is always better. You can even consider sending RSVP invites to have the precise knowledge of the event’s attendees.
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4. Ignoring the Importance of the Five Senses
Touch, smell, sight, taste, and sound are powerful elements that can evoke different emotions in a person. Walking into a venue which lacks a delightful ambience, doesn’t smell fresh, and has loud music or sound blasting into your audience’s ears would definitely attract flak. For example, if the sound of the speaker system is inadequate for a talk show, guests wouldn’t appreciate the fiasco. You may witness people leaving the venue which could damage the reputation of the host company. If your event welcomes people with a professionally dressed crew, in an area with a pleasant aroma, tasteful food, and with soothing music, it would be a delightful event experience for the guests.
Planning an event is a meticulous task that needs undivided attention to detail and dedication. The event runs smoother if you can identify what your audience is looking for and what you must deliver for good responses. A professional event management company would be able to preplan every service needed for an event. Not only would they have enough resources at hand but also the plans and ideas that can be used to execute an event that’s a complete sell-out!