With too many tasks to handle, things can go awry if you let certain slip-ups happen. No matter how long you’ve been in the event industry, mistakes can affect even the best of us. Months of planning and organizing can still land your event in a soup if not handled with care.
Here are 7 Mistakes Event Organizers Should avoid while Hosting Events:
1. Inaccurate Budget Allocation
While planning your events, budgets play an important role. While visualizing your event, create a fool-proof budget by keeping contingencies in mind. Prioritize your requirements and allocate your total budget for the venue, catering, decor, sound, and other logistics based on your event type. Once you have all the basics in place, you can then think about splurging a bit more for the event.
Learn how you Generate Event Sponsorships to support your overall budget.
2. Lack Of Event Marketing
Without event marketing, any event is bound to fail. Even with a tight event budget, you can optimize your events to appear on top of search results, and share your events directly on your social media with Yapsody. Spreading the word about each and every event is crucial to help bag a major chunk of your target audience.
Before you start planning, glance through these 7 Event Marketing Mistakes That You Need To Avoid.
3. Lack of Audience Engagement
Don’t just send out random invites to your attendees for your event. Build an engagement cycle before and after the event as they can be your brand advocates in the long run. Giving away freebies, sending personalized emails, offering discounts for sharing your event are some of the ways to engage with your attendees.
After the event, take feedback from them about what went well and what didn’t. Whether it’s through community forums, social media, or online impression building, it’s crucial to keep your event attendees in the loop in your pre-event and post-event phases.
4. Irregular Email Marketing Frequency
While email marketing is the second most effective marketing technique, overdoing it can make you a spammer. Keep a check on the frequency of the promotional emails you send. Use engaging content and creative visuals to grab your reader’s attention. Write a relevant and effective subject line and an intriguing preview text that will compel your reader to open the email and take the necessary action.
5. Improper Signage
Let’s say your attendee arrived ten minutes early to your event. After a two-hour-long drive, he wants to freshen up before watching his favorite artist perform live. He’s looking around but can’t seem to find any signs and time’s running out. Avoid this at all costs!
Assume every attendee is coming to your event for the first and give appropriate instructions for ticket booking, locations, timing, parking, etc while setting up your event on the Online Ticket Store.
6. Lack of Coordination
Be it a large event or a small show, if you miss out on managing your time effectively and coordinating with your team about their responsibilities, you are on your way to disaster. Assign tasks in a way that they know what is expected of them, so they fulfill their tasks in the stipulated time. With our User-Access Control, you can enhance your team’s event management at a granular level. Assigning a specialty-driven role to your team members enhances your event management by leaps and bounds.
On our event ticketing platform, you can assign roles based on their expertise and company designations such as:
- Marketing Head
- Content Specialists
- Box Office Management
- Sales Rep
- Event Presenters
- Ticket Validation Staff
- Accountants & Cashiers
7. Event Safety Protocols
Don’t forget to uphold necessary event safety and social distancing protocols that would foster trust among your event attendees. Hosting live events means being proactive in your logistics and operations before, during, and after the event.
Here are some resources to help you standardize your event seating safety and social distancing protocols:
- Ensuring Regular Safety Protocols At Your Events
- Creating A Socially Distanced Event Seating Layout
- 6 Types of Social Distancing & COVID friendly Live Event Ideas
- A Guide To Creating Safer Live Events In The New Normal
- Event Safety Regulations Expected By Attendees In The New Normal
Mistakes are bound to happen, but if you are careful enough, you’ll have a successful event. We all know the famous dictum “Prevention is better than Cure” or “Forearmed is Forewarned”.
Now that you know which obvious event hosting mistakes to avoid, have a look at our Yapsody Case Studies to figure out what our clientele have been up to and how they leverage our online event ticketing features.