Common Mistakes To Avoid When Planning A Big Event

Mistakes To Avoid Planning Event

Are you planning on hosting a big event? There are a number of things you need to consider to ensure the event goes off without a hitch. Read below to learn about the mistakes to avoid.

There are so many factors that you need to be taken into account when planning a big event and party hire that the process can be quite overwhelming. 

The key to a successful event lies in the planning – making all the necessary arrangements and then making sure that there is a plan for each and every eventuality that may arise.

Avoiding the common mistakes in event planning can also go a long way to preventing disaster from striking. Five of the most common mistakes that are made when planning big events include:

  • Going way over budget.
  • Start the planning process way too late.
  • A lack of communication with all the various people who will be involved in the event.
  • Hiring inadequate amounts of staff or staff who are inexperienced and unskilled.
  • Failing to have a contingency plan.

Avoiding these mistakes will definitely go a long way to improving the likelihood of success of your big event.

1). Big Event Equals Big Budget

The right budget is absolutely crucial to the success of a big event. First, make sure that you have enough money available to cover every aspect and all the costs related to the event from the smallest detail to the biggest part. 

Then put a little extra into the budget to cover any incidentals or unforeseen eventualities that may arise. Last but not least, make sure there is enough budget available to cover your contingency plan. 

If necessary, follow some event planning cost-cutting strategies in order to stay within your budget.

2). Never Enough Time 

No matter how early you start planning an event, the nearer the time comes, the greater the stress and the pressure will be. 

If anything is going to go wrong, it is most likely to occur as the event draws nearer or on the actual day of the event. So give yourself as much time to plan ahead early on and take as much pressure off as possible as the event nears.

3). Failure To Communicate

It cannot be stressed enough how important communication is when planning an event. Make sure to confirm and reconfirm the various arrangements that have been made with third parties such as the venue and vendors. 

Respond to calls, texts and emails as soon as possible. 

Schedule calls to everyone involved on a weekly and then daily basis as the event date nears and make sure that everything is on track and no changes have been made that you are unaware of.

4). The Staff Compliment

The first step is to understand the different types of staff that will be needed at the event – security, waiters, cooks, cleaners and so many other different people may be necessary to ensure success. 

It is then essential to ensure that the staff you are hiring are adequately trained or skilled to fulfil the function that they have been hired for. Lastly, make sure that the event will not be understaffed.

5). Plan B

Expect things to go wrong and have a contingency plan in place for when they do. Your “Plan B” should cover all aspects of the event. 

You will need to constantly work on your contingency plan and update or upgrade it as plans for the event change or new eventualities arise. 

With this in mind, don’t micro-manage to the degree that you burn out or you are juggling so many balls that you start dropping them. 

Know when to rely on assistance, when to outsource or when to simply take a step back and take a long look at the bigger picture of your event. 

Hire a professional event planner rather than taking on the planning of a big event unassisted.

If you are looking for an event hire company to help with your next big event,  then look no further than Betta Event Hire. 

We are a trusted and professional event hire company that can help make your event the most memorable one yet. 

Order online or call us today 1300 472 793

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