4 Most Common Mistakes in Event Management and How to Fix Them
The ability to manage events both large and small is an art. The level of planning required to schedule a large conference, for example, with attendees from all over the country is truly staggering. This might surprise some readers because professional event managers tend to make the process seem simple – almost as though anyone could do it. People who actually try their hand at managing these events, however, quickly realize just how difficult the task can be. There are a few specific issues that pop up more often than not in event management, and they can affect professionals and amateurs alike. Here are some of the most common mistakes in event management and how to fix them.
1. Going over Budget
One of the most common mistakes in event planning is going over budget. It’s a distressingly easy mistake to make, especially when unexpected issues pop up that require funds already allocated to other tasks. Building a contingency fund into the budget can help alleviate this problem. If there is extra money set aside specifically for unforeseen complications, it might be possible to resolve them without going over the set budget at all. If no issues pop up, the overall event might come in under budget, which is almost always appreciated by clients.
2. Lack of Sleep
The connection between sleep and event planning and management might not be immediately apparent, but it’s a strong one, nonetheless. Because sleep is tied to productivity, failing to get enough rest at night can lead to drowsy and unfocused days. As productivity goes down, work performance might fall accordingly. This, naturally, has the potential to snowball into unhappy clients and coworkers alike. Scheduling time for quality rest every night is a great way to ensure that energy levels remain high and focus remains sharp.
3. Poor Communication
Communication is vital to relationships in general, and that’s no different when it comes to professional connections. Miscommunication is a very common issue with event planning due to the number of people involved in the process – it simply becomes too easy to leave someone out of the equation. Remember that teamwork is important in this industry, even if it’s not something that comes naturally. Try to actively stay in touch with everyone on the team, including other event planners or managers, attendees, and the clients themselves.
4. Failing to Keep Track of Changes
Event managers often find themselves facing changes in at least one area of an event before the big day arrives. This might be due to poor budgeting, an unexpected influx of potential attendees, or even vendors pulling out of the event or changing their terms. Whatever the reason, event planners must be able to thoroughly document the changes in question and make smart decisions to counter them. Maintaining a centralized document with the details of the event that is shared between all necessary parties can help cut down on confusion.
Keep the above mistakes in mind as the planning and management process begins to move forward. Taking steps to avoid them rather than fix the mistakes as they arise can help ensure the event goes smoothly.