10 years ago I was asked to help organize an event in the company that I worked for.
In short time find a suitable venue, find the right catering partner, make the reservation of audio-visual materials, put a program together..
My heart feels joy to bring all these pieces together to one whole magical moment. I’ve decided to get my Business Event Management certificate, and started my business in events & social media. I strongly believe in the power of the combination of online and offline communication.
I notice that entrepreneurs / SME say “let’s organize an event” and then, they are facing a lack of time and knowledge. They don’t know how to start with the organization of an event.
These are the 7 most common mistakes:
MOST COMMON MISTAKE 1: Start planning too late. Organizing an event takes a lot of time. To find the right suppliers, request and compare offers, come up with a concept for your event, communicate in time around your event, invite your target group ... There are so much details, communications, coordination with the organization of an event, and that brings stress. Suppliers also need their time to order their ingredients and materials taken into account the delivery period. And just find availability of your suitable location during a peak period. It's all about Planning!
MOST COMMON MISTAKE 2: Do not think about the purpose of your event. 'We're going to organize a party', Yes! and yet it remains very vague. What exactly is the purpose of your event? Organizing an event is an investment and then you want to get the best out of it. What do you want to do: inform customers, suppliers, employees, the public? Or motivate your colleagues? Or thank them? Based on the goal, the type of event is defined and it is clear how the event can be filled in further. It's about the Why!
MOST COMMON MISTAKE 3: Details are overlooked. Due to a lack of time and knowledge you forget details. Is there a presentation? Are there guests with food intolerance? Is the location accessible by public transport? Is there enough power supply? Do you have a gift for the participants? Does the location really meet all your criteria and the purpose of your event. Where is the electricity connection? Is there a back-up alternative? It is precisely those details that make the difference. Details matter!
MOST COMMON MISTAKE 4: Do not keep a general overview. The organization of an event involves many stakeholders, suppliers, deadlines, communications, coordination. Organizing an event is project management. Which supplier should be informed or be in touch with another supplier? The organization of an event, in addition to your day-to-day tasks and core activities, is a form of multitasking at various levels. Details are important, the helicopter overview too. Keep the general overview!
MOST COMMON MISTAKE 5: No network of suppliers and contacts. Who is the best supplier in terms of audio-visual material? Who can provide personalized original business gifts? Which venue is the most suitable for your specific event? Which supplier can provide WOW entertainment? Event management is a specialization.
MOST COMMON MISTAKE 6: No knowledge about the value of services. What is a certain service 'worth'? Which are the prevailing rates in the sector? Request different offerings and place them next to each other. Compare the same services with each other and check where the difference lies. How much staff is provided? Is a technician included or is it extra? Is transportation included? What is the rate for extra overtime? Is the supplier insured (eg for force majeure)? Check, compare, call, ask, agree with the supplier (s) on site and confirm.
MOST COMMON MISTAKE 7: Forget to integrate online communication. The communication, image and branding must be coordinated, online and offline (for example, printed matter, invitation by mail, etc.). Via Facebook you have the opportunity to create an event and start communicating about your event. You can choose whether it is an open or closed / private event. Via LinkedIn and Twitter you can communicate about your event, for example a conference or trade fair. Both before the event and during and after the event. Prepare an online communication plan. Create a specific # (hashtag) for this and ask your participants to use this #. Apply the same tone of voice in all your communications, both online and offline.
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Short summary of the most common mistakes:
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This list of most common mistakes is already a selection of what I see and hear around me. Which (unconscious) most often made mistakes do you experience when organizing an event as an entrepreneur?
My advice is to actually reflect on your event. An event is an investment in time, money and energy and I think it is a priority that all these factors are used in an efficient and effective manner.
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Together Strong. I strongly believe in the principle of GIVING.
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Thank you very much for your time and I look forward to your feedback.
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