Schools Training

Five Mistakes to Avoid When Planning a Big Event

10 FEB 2014
Career Path : Event Planning

The planning of an event can be negatively impacted by a variety of things. Here are five important mistakes to try and avoid if you want to plan and pull of an event without any hitches.

Don’t Try Doing it all Yourself

Many people who get into event planning tend to be perfectionists. And perfections often have the habit of trying to do everything themselves. If you want to be a successful event planner, you need to learn how to let go of the reins a bit and find a quality team to surround yourself with. Being able to delegate responsibilities effectively is a very important part of successfully planning an event.

Of course, a good event planner needs to supervise every aspect of the event they are planning, but definitely does not have to work on every phase of the project from the ground up. Getting help will allow you to avoid making mistakes resulting from having too much on your plate at once.

Don’t Rely Solely on Social Media for Promotion

Social media has revolutionized the promotion aspect of planning events, but you shouldn’t rely solely on Facebook, Twitter and other social media outlets to get the word out about your event.

The best way to promote an event is to approach it holistically. Hit your social media circuit hard, but don’t forget to work the phones, send out emails and even use some grassroots promotion tools such as posters, flyers, and television and radio interviews. Make sure that you are covering all of your bases, not just ones that you can cover from your laptop.

Never Forget to do a Walkthrough

If you are going to have a big event with a lot of speakers and facets to it, scheduling a walkthrough with them is a must. This is the best way to make sure that your event will go off smoothly. However, be sure to plan your walkthrough as well as you plan your event. Keep it quick and effective. Your speakers and clients will appreciate it as well, because a walkthrough will ease their concerns as well. But plan it well – if the walkthrough includes hours of standing around doing nothing, no one will be happy about it.

Make Sure You Have a Back-up Plan

If you’ve ever taken any event planning courses, then you know that no event planning project is complete without a contingency plan. If you are planning an outdoor event, make sure that you have a backup plan in place in case of bad weather. Make sure that you have two or three caterers you can trust who can step in if the one you hired decides to cancel. It may be impossible to make a backup plan for every aspect of your event, but try to have as many in places as possible.

Always Have Event Insurance

You never know what can happen at an event where you put together a lot of people in a crowded space, potentially with alcohol being served. Get event insurance so that if something happens you won’t be held responsible for cancellations, injuries or damages.

Visit Canadian Tourism College for more information on event planning courses.