Labor costs can always be an issue when trying to balance event budgets, but falling short on workers can cause bigger problems than going over budget. You can’t expect to do everything yourself if you are the event planner because coordinating employees, vendors and event details is enough to keep you occupied by itself. Don’t be afraid to hire additional workers in advance because it will become more difficult once things get in motion.
9. Not Allowing Enough Setup Time
There is always a race against time when setting up an event, but you should have an estimate of how much time you’ll need to get everything in place. It looks bad having a room full of employees running around when the first guests arrive. Your goal should be to have everything in place at least 15 minutes before the main doors open.
8. Forgetting To Confirm With Your Vendors
Most event vendors serve multiple clients in several different industries, so they have a lot to remember. Always get a verbal or email confirmation from all vendors at least 48 hours before setup time. An email confirmation is usually best because you can outline your specific expectations and ask vendors to reply in writing.
7. Not Respecting Capacity Limits
Check conference venue capacity limits and make sure you are well aware of how many people can attend your event. The Fire Marshall can shut you down if capacity limits are exceeded. Maximum occupancy numbers are usually listed in commercial spaces.
6. Not Having Signage Leading Guests To The Event
If you have an event that is even a little ways away from the entrance of the convention and meeting facility, someone may get lost. Anticipate this potential problem by having signs and maps that easily and clearly direct attendees to the event room. This is particularly helpful if a convention center has other events going on, or if your event takes up several floors.
5. Forgetting About Your Attendees
Make sure the needs and expectations of your attendees are not ignored. You should also provide coffee if it's a morning event and enough water and/or refreshments for everyone. Restrooms should be near and checked for cleanliness before the event begins.
4. Not Explaining Parking
Make sure the conference center parking is close and explained on the invitation or confirmation notice. If parking isn't included in the price of the event, then explain the situation in advance. People are usually more forgiving when they know exactly what to expect.
3. Not Ensuring Proper Registration
Onsite registration and management at your conference should be planned in advance. Using an electronic system for the registration of attendees is always better than a printed attendee list. This will ensure that the registration process goes much quicker and that records are kept accurately.
2. Forgetting To Test The Audio/Visual System
Rehearsal is always key in “show business”. Faulty cables, laptops, projectors and other technical problems can ruin a presentation. Make sure there is a technical professional present at the event to handle any A/V problems.
1. Not Creating A Financial Plan
When it comes to event planning, budget is the key. You should create a financial plan for your event managers and follow it closely to avoid going over budget. Your plan should include costs such as supplies, printing, refreshments, and security. Every single detail is important when planning the budget for your event.
