More than ever before, companies are very tight on budgets and must be efficient with their spending. Even with this reality for most companies, people still make event planning decisions that will destroy your budget. Here are four common event planning mistakes that can negatively impact your budget, and also some tips on how to avoid them.
Failure To Identify The Client.
First and foremost, it’s important to determine who is in charge. Decision-making authority is something that the first person you meet in planning an event may or may not have. Often times the boss of an event will send representatives that are lower in priority for a company or the event, or they may be there to see simply how you go about doing business. One of the first questions you should ask is, “Who is in charge of decision-making for this event?” Following up, schedule a meeting to speak with the head of the event to ensure that you are both on the same page.
Proper Walk-Through Of The Venue/Event Schedule
Video conferencing, Facetimes, and email are all convenient and easy ways of communication that many event planners rely on to keep in touch with clients. However, when it comes to making sure everyone is on the same page it is crucial to have in-person meetings as well. There is simply no replacement for meeting your client in the venue and going through the full event beginning to end.
This is also an excellent opportunity to uncover any last-minute glaring problems that you may have overlooked in an email conversation or any other virtual conversation.
Selecting A Venue Too Early
Miscommunications between event planners and clients happen all of the time, especially when booking a venue. Booking a downtown event in a metropolitan area when your client was envisioning outdoor activities such as hiking or going on a wilderness adventure clearly will not work and destroy your transportation budget. Even though that is an extreme example, we advise postponing venue selection until you have a clear idea of the shape of your agenda with your client.
No Plan B
Having a contingency plan in place is necessary for a variety of reasons, and number one on that list is certain elements that are out of your control. It may rain during an outdoor wedding, a specific element to your event having technical issues the day-of your event, or a number of other unfortunate events could potentially happen. Having a back-up in place, a plan B, is crucial to your success. Walk through your alternate plan as you walk through plan A, to assure your client that there is a back-up to any of your plans.
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