Event Planning Mistakes To Avoid

Planning a corporate event is a great way to foster internal and external connections and generate brand awareness.

The power of corporate events is immense, evidenced by an average of 65% of companies worldwide reporting an increase in event spending.

That said, if you’ve never hosted a corporate event before, you might not yet be aware of some of the most common event planning mistakes to avoid.

Event planning mistakes to avoid include, but are not limited to:

  1. Not considering the attendee experience
  2. Not hiring event videographers
  3. Failing to prepare tech backups
  4. Failing to consider sustainability
  5. Not implementing a complete event management plan
  6. Not preparing for overcrowding

1. Not Considering The Attendee Experience

One of the biggest event planning mistakes is not considering the attendee experience.

Consider why people are attending your event. For many, it’s likely an excellent networking opportunity. That said, to prioritise the attendee experience, make sure to include plenty of networking segments in your event schedule to accommodate this.

Additionally, scheduling too many talks or presentations during your event can leave your attendees feeling overwhelmed and overloaded with information, which can impact engagement.

Your attendees are at the heart of your event, so it’s essential to keep their experience at the forefront of your mind throughout the event planning process.

Event planning

The power of corporate events is immense, evidenced by an average of 65% of companies worldwide reporting an increase in event spending.

2. Not Hiring Event Videographers

A key event planning mistake to avoid is hiring event videographers.

Your event is the perfect opportunity to generate buzz and interest in your brand and to encourage more people to attend the next one with a high-quality event video.

To get the most out of your corporate event, why not leave your event video to the experts? At Buffoon Media, our team of expert event videographers have years of experience in capturing a range of events.

Our event filming services can help with anything from a simple highlights video to full coverage of your corporate event, including individual session recordings.

Get in touch with a member of our team today to learn more.

3. Failing To Prepare Tech Backups

Another common event planning mistake is failing to prepare tech backups.

If event organisers don’t take the necessary precautions, they can face many tech challenges. The internet might cut out, speakers might stop working, or people might have trouble logging into event software.

Check what technology the venue has ahead of time to determine whether you need to bring any equipment with you to ensure a smooth event.

The best way to prevent tech issues is to ensure that your event staff members are properly trained in how the technology works and that it’s user-friendly. From check-in apps to questionnaires to polls, everything should be simplified for attendees. After all, you want to minimise the risk of frustrating attendees and negatively impacting their experience before the event’s even started.

If the venue has its own tech support, establish whether there’s anything you should know about the equipment. Additionally, encourage speakers to bring backups of their presentation slides so that they can continue if there are any mishaps on the day.

Business owners discussing event planning mistakes

At Buffoon Media, our team of expert event videographers have years of experience in capturing events.

4. Failing To Consider Sustainability

Events can be incredibly damaging to the environment if you’re not mindful of sustainability.

With the boom in corporate events over the past few years, more businesses need to be aware of their impact on the environment.

The Importance Of Sustainability In Events

Considering that ‘the average event wastes between 15 to 20% of the food it produces’, the importance of sustainability in events cannot be overlooked.

There are many areas companies can strive to be more sustainable, from minimising food waste to ensuring their events are easily accessible by public transport networks.

To learn how to make your event more sustainable, be sure to check out our blog.

5. Not Implementing A Complete Event Management Plan

An event planning mistake is not implementing a complete event management plan.

It’s crucial to create a master plan of the event to ensure everyone is on the same page. This is especially important in the lead-up to a successful event, as it minimises the likelihood of losing track of the overall goal of your event or missing important deadlines.

Additionally, a complete event management plan plays a fundamental role in risk management, allowing event organisers to identify potential risks from a health and safety and financial perspective.

A key part of this will be determining the venue’s safe capacity, which nicely leads us to our next point.

Person giving a talk at a planned corporate event

Considering that ‘the average event wastes between 15 to 20% of the food it produces’, the importance of sustainability in events cannot be overlooked.

6. Not Preparing For Overcrowding

A big event planning mistake to avoid is not preparing for the risk of overcrowding.

Provided you have marketed your event correctly, you can expect a healthy turnout. However, if you have not taken the necessary measures, this could quickly lead to overcrowding.

The risks of overcrowding are vast, from damaging your brand’s reputation at best to severe health and safety issues at worst.

To avoid event overcrowding, you will need to:

  • Consider the usable space in your event venue and use a capacity calculator to determine how many tickets you should offer attendees.
  • Ticket your event, even if it’s a free event.
  • Carefully monitor ticket sales in the lead-up to the event.

By taking these precautions, you can ensure you’re not distributing more tickets than you have for your event and eliminate the risk of overcrowding.

We hope that this article has given you a better understanding of event planning mistakes to avoid.

We’re Buffoon Media: a bilingual media production company based in Port Talbot and London, producing and live streaming content across the globe. Learn more about our podcast production services and other services we provide on our website, or check out our video production blog page for more tips.

Written by Jemima Thomas for Buffoon Media.