There is no fool-proof plan when it comes to organizing events. Even seasoned planners and organizers do commit mistakes from time to time, but if there’s one thing they will tell you, it’s that mastering this craft takes time, experience, and a lot of learning.
But of course, there are tricks in which you can minimize the risk of your event becoming a flop. You need not be a pro to learn these ways, as all you have to do is recognize the mistakes you might just commit along the way. Mind you though, these mistakes can be so unnoticeable, they either pop up a few minutes before the event starts, or blow out of proportion once the event actually takes place.
So what are these mistakes you definitely want to avoid?
Every event needs sufficient amount of setup time. You need time to process the paperwork, do ocular inspections, talk to vendors, and many other tasks. And you cannot do all these in a snap of your fingertips. You need the time and space to work on them, both one by one and later simultaneously.
Cramming leads you to making poor decisions. You are also left with little to no options, and most of all, you end up paying more than you expected since items such as equipment rental, catering services, and entertainment reservations are more expensive when booked at the last minute. Rates of venue rental in Singapore may go double when you make reservations late. So yes, you should always follow the cardinal rule of event planning, and that is to work on it early.
You skip the physical visits.
A lot of event planners these days tend to skip on ocular visits when scouting for venues, and this is mainly because they rely heavily on the websites and social media pages in which venue establishments showcase their event spaces. While indeed websites are convenient, they usually present just the best angles of their rooms, and these may look very different in real life.
If you are currently looking for a venue rental in Singapore, then it is a must that you do an ocular visit on each of the establishments you have shortlisted. It not only gives you a more realistic feel of the place you want to hold your event at, but more importantly you are able to work on a plan that is specially designed to match the venue you want.
You send the invitations at a short notice.
Aside from not securing venues early, sending out invitations late is also a major no-no when it comes to event planning. Indeed, it is difficult to come up with a guest list, but once you have finalized the people you want to attend it is best to send them invitations as early as possible.
This is because by sending out invitations early, your recipients are able to plot your event in their calendar accordingly. They are able to work their respective schedules and see how they can make it to your gathering without missing out on others. They will also make your event their priority over other invitations that came late.
Also, sending out invites early is a sign of respect. You respect your guests’ time and effort to attend your event and not make them feel like they are obliged to come to your activity at the last minute.
You do not make aftercare check-ups.
Lastly, a successful event does not end during the day itself. Rather, you must also follow-up on everyone who made your event possible by sending them thank you notes. You should show grace and gratitude for they have allotted time and effort to make it to your gathering. This ensures that they would be more than happy to oblige on your next invitation.
This practice also applies to vendors and service suppliers. You may want to thank the establishments you have worked with on your event so that they too would feel important and be more enticed to do business with you.