Make Sure To Avoid these Mistakes When Organizing Your Next Event
It’s hard to organize an event. We know this better than anyone. Between the prep work, the day-of tasks, and the post-event processes, there are a lot of moving pieces to manage. That said, some things are too crucial to overlook when organizing an event.
Here are the top 10 mistakes every event organizer should avoid making this year:
Not sending reminders before the event
You should never expect your attendees to know exactly where they’re supposed to be and when. People have busy, crowded schedules, so make sure to send out a reminder at least one week before the event takes place.
Not reaching out to reporters early enough
As we discussed in our recent piece, Four Tricks for Successful Pre-Event Engagements, reporters want to hear from you, but you’ll likely miss them unless you alert them weeks or months in advance about your event.
Not checking the weather
Have a backup plan in case it rains. If your event is taking place outside, this should be a no-brainer. But even if your event is indoors, you may still want to let attendees know the best ways to get there without getting drenched.
Not hiring enough staff
As brilliant an event organizer you might be, no event in the world goes off without a hitch unless there’s a smart, professional team managing everything check-ins, stage work, A/V, food, and beyond. Be sure to hire that team.
Not giving yourself enough time
The only thing worse than having to cut off a speaker on stage is forcing attendees to stay long after the schedule was supposed to come to an end. Be liberal on the printed schedule, while giving speakers more conservative time slots so everything fits in nicely.
- Not using social media
The truth of the matter is that, in 2016, your attendees and event participants will be using social media whether you endorse it or not. Make sure to be the one managing the conversation by creating a hashtag in advance and leading discussions on social media.
Not providing WiFi
While it might be tempting to not offer WiFi as a clever way of forcing attendees to pay attention, don’t be fooled. Not only will this aggravate attendees, but they’ll find a way to check email and attend to other matters anyway.
Not offering food or drink
Whether your event only lasts an hour or goes for seven days straight, your attendees are going to want some refreshments. At the bare minimum, this is water, coffee, and some light snacks, but for longer events will mean breakfast or lunch (depending on the time of day).
Not following up after the event
Take advantage of the moment when the event is freshest in the attendee’s memory by sending them a thank you note after the event. And, if you’ve published an event recap (see below), be sure to share this as well to keep the conversation going.
Not blogging about the event
In 2016, no event should finish at the close of the last session. In addition to a general recap post sharing photos and overall takeaways from the event, the best event organizers also publish individual blog posts for each session, giving attendees a place to review insights online.
We hope this article will help you stay in top shape for your upcoming events and avoid embarrassing mistakes.
Thank you for reading.
Livecube is the world’s most engaging event app, combining all aspects of a successful event into one solution that maximizes audience participation and engagement. The app uses social interaction and gamification to motivate and incentivize audiences, driving ideation and networking.
Give your attendees something to talk about and switch on Livecube to join the next generation of conversation.Follow Justin Schier on Twitter @justinschier
Follow Livecube on Twitter @livecube