A mistake that people often make is not deciding on the purpose of their event in advance. It’s important to know why you’re having an event in the first place. Is it for charity? To celebrate something? Make sure that everyone knows what the goal of the event is and why it is being held. This will make it easier to choose a date and time, as well as a location for the event. If you ask people to RSVP, you’ll be able to estimate how many guests to expect. If you’ve already made any necessary preparations, but still feel as if something can go wrong, make a to-do list and check if everything is in order.
Event planning can be a very stressful process. There are so many things that can go wrong, and it’s often difficult to know where to start. To make the process a little less daunting, here are six common mistakes that people make when planning an event: avoiding them will help you stay organized and on track, and will ensure that your event goes off without a hitch.
Does your venue have a program?
Every event with a purpose needs an elevated space for opening speeches, music entertainment, and other events that all the guests are supposed to see and hear. The elevated space should be enclosed with a stage, which should have a good sound system, good lighting, and a well-defined area where guests can sit and stand to watch the show (and hear it). Fortunately, you can rent an entire range of stage hire equipment for any type of event, from a fashion show to a bar-mitzvah. One of the main benefits of using stage hire is the versatility it offers since it can be customized completely to the requirements of the event.
Do you know your audience?
You’d be surprised what the difference is between the type of events 20-year-olds and 40-year-olds enjoy. For example, while younger people might go for live music performances, older people tend to enjoy a more relaxed atmosphere with classical music. Also, ensure that the event is catered to their preferences. For example, if you notice that many of your guests are vegan, it might be worthwhile catering to their dietary requirements as well. This way everyone will enjoy themselves and feel welcome at your event.
Are you making plans for the after-party?
Whether you’re hosting a wedding, birthday party, or some other event, chances are that at some point there will be an opportunity to celebrate. Once your guests have finished eating and mingling, consider taking the festivities outside of the venue. Provided it’s allowed on the premises where you are hosting the event, and with the consent of all participants, an after-party can be a great way to continue what you’ve started.
Stay within time limits
Every event has a certain timeframe in which it should end. Whether you are hosting a corporate seminar or birthday party, your guests have their plans for the day that are affected by the start and end times of your event. Ensure that you have a clear idea of how much time you need for the opening ceremony, the keynote presentation, dinner, entertainment activities, etc. This is especially important when hosting an event with multiple activities.
What are the options for parking?
Unless you have arranged transport for all the guests of the event, as a tour bus or something similar, you should make sure that there is enough parking space for everyone. While few people like it when they are forced to pay for parking, the good thing about this is that people will be more willing to use public transport or another form of transportation if they know that it won’t cost them an arm and a leg. A little research can go a long way towards keeping your event planning process as frictionless as possible.
Send out an RSVP
The most common mistake that many people make with event planning is not sending out an RSVP to all the guests who are expecting it. While you might think that you can simply ask people on the day of your event whether they’re attending or not, this can sometimes cause some confusion. By sending an RSVP you will be able to finalize your headcount and cater accordingly. It would be best to send out an RSVP a few weeks before the event, and then again a week in advance just a reminder to those who have already confirmed.
No matter what the event is, following these six simple tips can help make sure that it goes off without a hitch. By catering to your audience’s preferences, arranging an after-party, and making sure there is enough parking available, you can ensure that everyone has a good time. Also, don’t forget to send out RSVPs so you have an accurate headcount!
