THE FIVE BIGGEST PITFALLS IN EVENT PLANNING

By Absolute Event - 26 sept. 2016 10:00:00

Planning a corporate event can be riddled with risks. Ideally, everything will come off without a hitch. However, it’s wise to think in advance about the main kinds of problems that may crop up along the way so that it is easier to avoid them. It would be too time-consuming to list all the potential issues associated with event planning. The important thing to know is that not all of them are insurmountable. This is why we are focusing on the five biggest mistakes to avoid so you can sidestep the major risks of event organizing.

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1. Familiarize yourself with the legal framework

First, you have to check out the legal framework governing the event in question, i.e. the organizer should have civil liability insurance coverage. If tourism packages (facilities rental, transportation, meals, transfers, etc.) are involved, the agency must be registered with ATOUT FRANCE as a tourism operator (Tourism Code Art. L201.1).

The statutory financial warranty is issued by the APST (French Association for Tourism Support). If these legal requirements are not met and any problem arises, the insurance policy will not work and the company and its CEO will be held criminally liable.

2. Budget, budget, budget

When it comes to budgeting, think carefully about how you allocate available funds to spending categories. To give you a concrete example, even if the hotel or transportation arrangements are top notch, attendees will walk away unhappy if the activities or meals are sorely lacking. It is better to organize a great event within the limits of your resources instead of trying to do too much and cutting corners on participant comfort.

3. Logistics make or break the event

Participants will appreciate an event that features the right balance of plenary sessions, workshops and recreational/team building activities. These periods of work and play should flow naturally into one another so that attendees don’t feel like they are on a death march from one activity to the next.

On a related note, be sure to allow enough time to walk or travel from place to place – and enough time for resting as well. You should not take timing lightly or treat it as an afterthought; when you do everything at the last minute, there is a much greater risk of making a mistake whose consequences could be dire once the event is underway.

It is just as important to allow yourself ample time for organizing event logistics. When you have a compressed planning window, you cannot refine and resolve all the little details that go into the event. Remember to plan ahead!

4. Communication makes a lasting impression

Communication is also crucial in organizing events. You should see it as the perfect opportunity to define a clear message. This means the quality and clarity of communication materials are essential. Similarly, it is important to define a graphic charter for the event. Everyone invited to the event should feel truly engaged.

Give a lot of thought to the speeches and talks given by participants, as their duration and quality also affect how well your message gets across. Moreover, it is better to communicate in advance of the event to create a sense of anticipation, build awareness and whet the appetite.

5. Match activities to audience

Finally, a very common mistake when it comes to recreational activities is failing to offer options suited to our participants. For example, you must take into account their age and fitness level to get them involved. The destination and time of year are also important criteria to consider. Of course, there is a degree of subjectivity here because these decisions depend on your expectations and your needs, but you must give them some thought early in your planning process.

 

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