Being an event organising company helps us get relevant insight into what goes into planning and executing a flawless event. To give you a relatable anecdote, it is like navigating a labyrinth filled with unexpected twists, turns, and the occasional Minotaur (metaphorically speaking, of course).
You’re juggling a multitude of tasks, from coordinating vendors to managing guest lists, all while trying to maintain your sanity and a semblance of order. It’s a high-stakes game where the smallest oversight can send your event spiralling into chaos faster than you can say, “Where did I put those centrepieces?”
On today’s blog we explore the different facets and dive into the murky waters of event planning and management to uncover the five most treacherous mistakes you need to steer clear of.
The first and the most crucial event planning mistake
As an experienced event planner company we have noticed that this occurs when the allocated resources are completely unaware about their responsibilities and are lost. Either they were allocated with minimal experience or they are not equipped with the right skills.
It’s a classic blunder that even the most seasoned event planners can fall victim to. It may seem like a no-brainer, but believe me when I say that improperly allocating resources is like trying to build a sandcastle with a teaspoon. Sure, you might get something resembling a structure, but it’s bound to crumble at the slightest touch. Sometimes skilled employees can make a difference to the success of the events and poorly skilled people can turn even the most meticulously planned event into an event of chaos quicker than you can say “emergency evacuation drill.”
Remedy: So, how do we avoid this catastrophe waiting to happen? It all starts with full visibility into the skills and workloads of every member of your event team, from the seasoned veterans to the hired help.
Do not overlook contributions from vendors or contractors.
A thorough assessment of everyone’s capabilities at the onset of the planning process lays the foundation for success. Once we know who’s bringing what to the table, it becomes a breeze to divvy up tasks and ensure that each element of the event puzzle falls neatly into place.
Thing to avoid while allocating resources for an event
- Don’t underestimate the importance of each individual in the team, irrespective of the importance with respect to the scope of their role. It’s often the unsung heroes who make the biggest difference.
- Keep an eye out for any skill gaps that may need filling. Whether it’s through additional training or bringing in reinforcements, addressing deficiencies early can save you a world of headache down the line.
- In short it is always about placing the right bodies with the right skills. Quality over quantity, always.
The Second: Ignoring Murphy and his Law
Madmaze is proud of owning the title “best event organizer in Chennai ”. But this did not happen overnight, we slightly reworked the adage and brought it back to relevance for modern times, “Anything can go wrong at any time, but event managers, coordinators and planners need to be prepared to face adversity!”
You’ve dotted all your i’s and crossed all your t’s, but just when you think you’re in the clear, chaos comes knocking at your door. Whether it’s a spot of quick rain or hail, a vendor no-show, or the dreaded technical glitch, it’s these unexpected curveballs which will send even the foremost meticulously planned event spiralling into disarray faster than you’ll say “emergency exit strategy.”
Remedy: So, how can we tame the beast referred to as Murphy’s Law? It all starts with a touch something called an occasional risk assessment.
Steps
Gather your event dream team and set aside some time to brainstorm every possible catastrophe that could rear its ugly head and derail your plans. From budget overruns to unforeseen logistical nightmares, leave no stone unturned.
Once you’ve identified your potential pitfalls, it’s time to roll up your sleeves and figure out how to mitigate those risks. Whether it’s a contingency plan for inclement weather or a backup vendor on speed dial, preparation is the name of the game.
Points to Note:
- Don’t underestimate the power of foresight. Anticipating potential pitfalls before they happen is the key to running an event smoothly with refinement.
- Keep calm and carry on. When disaster strikes (and trust me, it will), maintaining a cool head and a can-do attitude can work wonders in turning things around.
- Embrace the unexpected. Sometimes, the plans change and you need to pivot, and that’s okay! Go ahead undeterred and adapt on the fly, it’ll help.
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