What steps do people often overlook when event planning?

This post was inspired by a great question on last month’s #AskAmber post on LinkedIn. Event planning can be a complex and multifaceted task, and there are several steps that people often overlook in the process. Here are some commonly overlooked steps in event planning:

1. Defining Clear Objectives: Before you start planning, it’s important to define the purpose and objectives of the event. What are you trying to achieve? What is the behaviour you hope to change in your audience? Without clear objectives, your event might lack focus and direction.
2. Budgeting for Contingencies: While you might have a well-defined budget, it’s crucial to allocate funds for unexpected expenses. What is plan b? There are often unforeseen costs that arise during event planning, so having a contingency fund can prevent financial stress.
3. Permits and Legalities: Depending on the type of event and its location, you might need permits, licenses, or approvals from local authorities. Failing to address these legal requirements could lead to disruptions on the day of the event.
4. Weather Contingencies: If your event is outdoors, you should have a backup plan in case of bad weather. This might involve securing an indoor venue, providing tents, or having a rain date.
5. Accessibility and Inclusivity: Ensure that your event is accessible to all attendees, including those with disabilities. This might involve providing ramps, accessible seating, sign language interpreters, and more.
6. Event Promotion and Marketing: Even if you’ve planned a fantastic event, it won’t be successful if people don’t know about it. Develop a comprehensive marketing and promotional strategy to reach your target audience.
7. Vendor Communication: Effective communication with vendors is essential. Make sure to communicate your expectations clearly, discuss contracts in detail, and confirm delivery timelines well in advance. Remind all of the vendors and suppliers of your expectations as the date gets closer. If contracts are not in writing, you might be in for a surprise when your event date arises.
8. Timeline and Schedule: Create a detailed event timeline that includes setup, registration, activities, breaks, and teardown. A well-organized schedule helps keep the event on track and prevents delays.
9. Signage and Wayfinding: Large or complex events can be confusing for attendees. Having clear signage and wayfinding instructions can help participants navigate the event space easily.
10. Emergency Plans: Prepare for potential emergencies by developing contingency plans. This includes having first aid kits, knowing evacuation procedures, and having contact information for local emergency services.
11. Feedback and Evaluation: After the event, gather feedback from attendees, suppliers, and team members. This feedback can be valuable for improving future events.
12. Sustainability Considerations: Events can generate a significant amount of waste. Consider incorporating sustainable practices such as recycling, composting, and reducing single-use items.
13. Tech and AV Setup: If your event involves technology, such as presentations, live streaming, or sound systems, ensure that the necessary equipment is tested and set up properly.
14. Staff and Volunteer Training: If you have a team of staff or volunteers assisting with the event, provide them with proper training on their roles, responsibilities, and any necessary protocols.
15. Post-Event Tasks: After the event concludes, there are still tasks to complete, such as settling vendor payments, reviewing finances, analyzing event data, and sending out thank-you notes.

Remember that successful event planning involves meticulous attention to detail and thorough preparation. Being proactive and considering these often-overlooked steps can contribute to a smoother and more successful event experience for everyone involved.

If you want to know more, book a free 30 minute consultation with Amber at  https://ambereffect.com/contact/ today.