Published on December 20, 2013 by Pearce Theatrical
Planning a business event is challenging, even when everything is moving along smoothly. After all, there are so many details to take care of – both large and small. Here are six of the most common pitfalls you may stumble into the next time you schedule an event.
A million and one things can (and most often do!) go wrong when planning an event. Payment processing, budget shortages, bad weather, guest parking nightmares, and equipment failure, can all bring the whole thing crashing to a halt. Make sure these things don’t happen to you by being aware of the following pitfalls:
1. Avoid getting overwhelmed
Because there are so many things to take care of its easy for you to become overwhelmed, with no idea on what to do next. Don’t let this happen. One of the best ways to avoid becoming overwhelmed is to use scheduling software so you can see at a glance what is happening now, what needs to happen next, and who has been assigned to a particular task.
2. Budget Wisely
Make sure you have a clear budget in mind. You can always go under budget and still have a successful event, but going over budget is an entirely different story which can result in failure. The budget has its tendrils in every facet of the event – from the venue to the catering, so make sure you keep an eagle eye on the coffers, and maintain detailed reports.
3. Get Everything Signed and Sealed With Contracts
An agreement made on a handshake does not bode well if something goes wrong, so make sure you get everything in writing. At least then if everything goes pear shaped, you have some recourse in which you can recoup some, or even all of your losses.
4. Adequate Insurance
Bad weather can ruin an event and leave you or your business out of pocket for many thousands, if not millions of dollars. Insurance can provide some measure of protection against losses, should the weather turn foul, or some other disaster befalls your otherwise meticulously planned event. You will also need to make sure you are covered for any accidents or injuries both for the workers associated with the event, and your guests during the event.
Parking is one thing, but you’ll also need to make sure your guests know how to get there, and where to park when they do. Plan ahead and know in advance how much parking you will need. Hire traffic controllers for particularly large events. Failure in this aspect can create a logistical nightmare which will frustrate your guests, and create a situation that can be very difficult to recover from.
Audio visual equipment failure can be quite detrimental to a successful event. Hiring professionals and making sure you have adequate insurance against catastrophic failure is a good backup plan. Lighting and audio visual equipment can really chew through the power, so it’s also a good idea to make sure the venue you choose can handle the electrical requirements of the high-tech equipment.