October 21, 2021
6 Event Coordinating Mistakes to Avoid
As a coordinator or planner, you’ll always want to ensure that every event you hold on your brand’s behalf runs smoothly. However, if you’ve been in the business for any period of time, you’ll know that the job rarely goes off without a hitch. But that isn’t to say it’s impossible to keep everything running as smoothly as possible. As the saying goes, the first step in steering clear of traps and pitfalls is knowing where they are, and in this guide, we’ll talk about some mistakes you’ll must avoid when managing or coordinating an event.
1. Procrastinating on the job
Whether it’s a corporate event or a milestone birthday, procrastination is an enemy to all event planners. After all, time is a rare and valuable commodity. And if you unnecessarily delay on the job despite the negative impact it can have, you’ll only cause yourself a lot of frustrations and trouble later on. For this reason, you’ll want to avoid procrastinating at all costs for the sake of the happening’s success. In fact, you’ll want to do the opposite and start as early as possible. The more time you have to work with, the easier it will be.
2. Being disorganised
It may not sound like a big deal, but being disorganised can be catastrophic when it comes to planning an event. You can’t just throw things at a wall and expect them to stick, after all. If you want the affair to be perfectly executed, you must be systematic and organised in your process. Luckily, it’s neither tricky nor complicated to do. For starters, you can create a checklist so that you’ll be able to stay on top of everything that you need to do and avoid any potentially costly oversights.
Another way to remain organised is to keep all pertinent information accessible to your team. In this way, you’ll keep everyone on the same page, know the pending tasks, and keep track of all the contacts, receipts, records, and other relevant data.
3. Not giving a sensory experience that is complete
The objective of an event management plan must always be to ensure that all guests’ senses are stimulated – sight, touch, sound, smell, and taste. Therefore, you must never focus solely on a single sense. Instead, create a sensory experience that is complete. From ensuring that the venue has a comfortable temperature and a pleasant aroma to the inclusion of striking visuals, exceptional dishes and beverages, and pleasing music, you’ll elevate the experience by addressing every facet of the event.
4. Never exploring your options
From caterers to party suppliers, it’s crucial for an event coordinator always to look up and compare every option before committing. When you get right down to it, you’ll give yourself more opportunities to find money-saving deals by exploring all avenues. Because staying under budget is one of the hardest parts of planning any event, you must put in time and effort into research before you decide where you spend your client’s money.
5. Forgetting to create a contingency plan
One of the most challenging aspects of planning an event is the fact that anything can happen. From the unpredictability of weather conditions to caterers pulling out at the last minute, these concerns can be unavoidable realities at times. As such, it makes sense to have a contingency plan in place, just in case things don’t go your way. For example, if the event is going to be held outdoors, having a tent or an indoor venue if it starts to rain or gets too cold can go a long way in keeping the event from falling apart.
Additionally, you’ll want to have backup equipment around. Technical difficulties are common at events, and by having spare hardware around, you won’t have to pressure yourself to shop around for the devices if anything goes wrong.
6. Micromanaging your team
Last but not least, it’s easy to give in to the temptation of micromanaging your team when planning an event. Everyone wants to have as much control over the entire process of the planning stages. However, doing so will only cause you more trouble. So, learn to delegate and allow your people to fulfil their responsibilities. It will save you time and keep you from burning out.
Depending on the scale of the happening or affair, planning any event can be a trying process. However, it doesn’t always have to be the case. Take note of these mistakes and be mindful so that you can avoid them. In doing so, you’ll alleviate some of the stress and pressure that comes with the job and ensure that you plan a successful event.