| Ever hear the expression: You can never be too | | | | room temperature, music, decorations, audio/visual, |
| rich or too thin? In the case of special events | | | | and location of the bathrooms and telephones are |
| planning, you can never be too organized. | | | | just some of the details that are often forgotten. |
| Events are critical in providing outreach and exposure | | | | Mistake #4: Failing to select the right facility. |
| for an organization, and some can often be an | | | | It’s location, location, location! Depending on |
| excellent fund- and friend-raising tool. However, | | | | the locale of your attendees, proximity to the airport, |
| it’s easy to make a mistake when there are | | | | sleeping room costs, freeways, major thoroughfares |
| so many details. And those mistakes could cost you | | | | and traffic patterns are critical. Meeting room location, |
| your reputation and customers if you’re not | | | | meeting room size, and parking fees all affect your |
| on top of every detail. | | | | attendance. |
| Here are the most common mistakes made — | | | | Mistake #5: Failing to work out who should be coming |
| and the solutions — to help avoid such | | | | and how to reach them. I can’t tell you haw |
| problems: | | | | many times I have seen events fail because of this |
| Mistake #1: Failing to identify meeting objectives. Be | | | | one factor. Secure your entire list before securing |
| sure to know one hundred percent what your | | | | your date in writing. Be sure your list has all names, |
| management expects from this event. Examples: | | | | titles, mailing addresses, fax numbers, and e-mail |
| education, recruiting, awards presentations, new | | | | addresses. Your attendees can’t register if |
| product roll-out, executive installation, etc. | | | | you can’t reach them. |
| Mistake #2: Failing to budget properly. Many planners | | | | Mistake #6: Failing to secure contracts. Here’s |
| make this mistake by overlooking some very costly | | | | where you can really run into trouble. Do NOT |
| items. Specifically speaker travel, audio/visual, | | | | promote your event without legible, signed contracts |
| program handouts, shipping charges, decorations, | | | | for everything including your speaker, facility, and |
| security, and afternoon breaks. Don’t overlook | | | | other contractors. |
| these costs! | | | | Mistake #7: Failing to market the event properly. |
| Mistake #3: Failing to have a plan. This is probably the | | | | Once you’ve created your marketing plan, |
| most common error that hurts an event. Many | | | | stick to it! Once your event is booked it’s |
| planners try to run an event without a plan and | | | | critical all of your marketing contacts go as planned. |
| detailed checklist — missing important details | | | | Remember to use every means to reach your |
| that could make or break the event. Lighting, seating, | | | | attendees. |