Regardless of the type, size, and purpose of your corporate event, there is one thing you have to avoid at all costs: failure.
Planning your event meticulously from start to end is the key to hosting a successful corporate gathering. And an essential part of corporate event management and planning is knowing the common mistakes you may make and how to avoid them.
Below are the seven most common corporate event planning mistakes and tips on how to avoid them:
1. Failing to establish clear-cut event goals
Your event goals will dictate nearly all facets of the affair: the type, theme, venue, décor, etc. When you start planning the event without establishing these, you will end up hosting a gathering that is simply aimless and disjointed.
Since your event objectives play an important role in your corporate event, take the time to list them down before you start planning anything. Be as detailed and clear as possible so they can help define your gathering.
Additionally, make sure your goals are concrete and measurable. By doing so, you will be able to clearly demonstrate the value of your event especially during the post-event assessment, or a few months down the line when the benefits would have been felt already.
And once you have set your goals, share them with your planner or event planning team. These goals will guide them whenever they make event-related decisions.
2. Lack of pre-event communication
Whether you are planning a huge event that calls for hundreds of guests or one that is strictly for employees, everyone attending should be well-informed beforehand.
Unfortunately, many organizers tend to communicate either too much or too little leading up to an event. Because of this, many attendees may end up confused about the event, have the wrong expectations, or even fail to show up at all due to prior commitments.
A good corporate event planning practice you should develop is to put yourself in your guests’ shoes and think about how much information you would like to receive beforehand. This typically means providing all key details such as the date, agenda or program, directions to the venue, and other important particulars about the event.
To circulate these details, send an email to all attendees. You can also send physical event packets if you have the budget. And make sure you do this well ahead of time.
3. Underestimating or overestimating the number of your guests
Not having a fair idea of how many guests will be attending the event will result in nothing good.
When you underestimate the number of attendees, you run the risk of renting a small venue that won’t comfortably accommodate all of them. You will end up running out of food and beverages for your guests as well.
On the other hand, if you rent a large conference hall and you don’t have enough attendees, you will only waste money on the venue rental fee and food.
As such, come up with a realistic estimate of the number of attendees for your event before booking your venue and catering accordingly.
4. Setting a date for the event without confirming with your vendors
A huge mistake that you have to avoid when planning a corporate event is confirming the date without checking the availability of the venue and your vendors.
Whether you are planning the event on your own, a team, or with a corporate event planning company, it is important to check with the vendors first if they are available on the target date. If they are not, you have to move the date earlier or later, or find a different vendor.
In case the date is not negotiable, be prepared to pay more for the event. You may have to look for another venue and other vendors and this may cause you to pay higher premiums.
And to avoid this possibly costly mistake, get in touch with your suppliers and with a staff of your preferred venue provider and ask for their available dates as early as possible. Find out if they have any special deals or offers as well. By doing so, you will get the chance to save money and still host an amazing event.
5. Creating an uninteresting program or schedule
Even if you have booked the perfect venue, a great caterer, an amazing host, and an interesting lineup of speakers, if the program is dull and unexciting, your event will fail miserably.
As such, when working on your event program and activities, make sure the topics are fresh and relevant. Ensure they align with the event goals and your guests’ own objectives, interests, and needs.
Hiring an engaging presenter and group of speakers will also guarantee that all guests remain interested and participative throughout the event.
6. Not checking the equipment you will be using before the event
Failing to check all the equipment to be used for the event in advance can also result in disastrous outcomes.
Having a poor sound system and microphones and projectors that don’t work will cause various delays and give the guests a poor event experience. Compatibility issues with computer operating systems will cause the same glitches as well.
To avoid these annoying issues, have your team conduct a full tech-check and ensure all equipment pieces are working properly days before the event. This should include software, monitors, projectors, microphones, adapters, and other devices and tools that will be used.
7. Failing to prepare contingency plans
Although you can’t predict everything that will happen during an event, be prepared and expect the unexpected.
While planning the event, know the risks associated with each element and come up with backup plans. Make sure you plot out your contingency plans two to three weeks in advance for good measure as well. By doing so, you will have fewer sleepless nights before the event.
There is no going around it: planning a corporate event is stressful. But by knowing about these common event planning mistakes and how to avoid them, the whole process will go smoother and hassle-free. You will ensure the success of the event as well.
To find out how we can help you with your corporate event planning and management needs, visit the BlueInk Event Management Services page, and get in touch with us today.