Top 10 ways event planners waste money
Whether you are planning the Olympics or a friend’s 50th Birthday Party, there are some common mistakes event managers make that cost money (and time).
We think we have seen them all! Here are our top 10:
1. Ignoring the detail
So you want a zebra to come out of the cake at the same time as the aerobatics take place overhead? Fabulous, but how is it actually going to happen? We love big and bold ideas but, for every creative idea you have, there are at least 20 small details that make sure that can happen - don’t ignore them!
2. Unclear responsibility
Planning events should be fun, but organising fun means that everyone involved needs clearly communicated tasks and deadlines. Clear goals make for a happy and functional team!
3. Not knowing dependencies
It may sound boring, but who are you relying on to get your tasks done? And (more often forgotten) who is reliant on you? Make sure these are clear, so everyone can collaborate more efficiently.
4. Out-of-date information
Site plans, Health and Safety documents, approval forms, invoices and delivery receipts? Keep them organised and in a place that everyone can access, rather than in someone’s inbox! Allowing your team members to find their own information is one of the quickest ways you can save time during event planning and delivery.
5. Last minute problem-fixing
The nature of events, with an immovable deadline, means that you can’t avoid last minute changes and problems. However, the mostly costly ‘late-runs’ can be avoided with a comprehensive plan and proper risk management. Don’t blow a hole in your budget with a last-minute mistake that wasn’t planned for!
6. Taking the cheapest quote
Tight budget? Great events can be delivered cheaply but it’s often a mistake to take the very cheapest quote, especially if you haven’t used the supplier before. Do your homework, talk to their other clients and be wary of anyone that is much cheaper than their competitors!
7. Underestimating complexity
However complex you think your event will be, double it! Double the stress, double the problem solving, double the manpower needed… and then you’ll be nearly there!
8. No post-event plans
Event derig and wind-down can often take up to 50% of the time it took to deliver (if properly done). You’ll all be tired and hopefully elated, but make sure you plan the post-event operations and capture any lessons learned for the future.
9. Failing to make contingency plans
Incident Management is becoming increasingly vital at events in order to comply with local laws and prevent any legal challenges if something goes wrong. Make sure contingency plans are well written, rehearsed and easily accessible (preferably in a dedicated Incident Management system).
10. Inadequate Insurance
Yup, we are finishing with the most mundane task of all. Don’t make the mistake!
Do you have any more? Contact us here… or send them to info@wetrack.com
