3 Lessons to Learn From From Event Fails
Running an event is hard work, and there are a lot of things to remember and consider. Things can go wrong even for the most experienced event organisers, so if you’re running an event for the first time, it’s best to be as prepared as possible.
If you haven’t had the opportunity to learn from your own event organising experience, read on for our top lessons from past event fails.
1. Technology Troubles
These days events and technology go hand in hand. A great event can be made even more memorable through the use of innovative technologies, and even the most basic events all rely on technology in some way. In most cases technology works properly and the event runs smoothly. But what do you do when something just doesn’t work?
The best way to avoid technology mishaps is to not rely solely on one piece of equipment, and to have backup options on hand. This might mean bringing a couple of computers, backup cords or even substitute lighting. It’s also very important that you or another staff member knows how to troubleshoot the issues with efficiency (and subtlety), and that you have alternative entertainment options for keeping guests occupied if technology fails altogether.
2. Incorrect Information
With all the back and forth emails with the venue, various suppliers, and staff members or volunteers, it can be surprisingly easy to overlook the external marketing communications promoting your event. To avoid making copywriting mistakes, it is important to double-check all of your writing, and then getting someone else to proofread it. Fresh eyes will pick up tiny mistakes you might have missed.
While avoiding mistakes altogether is ideal, sometimes you will need to rectify when wrong information was given to guests. The first thing you should do when you realise the mistake is correct it where possible. This means updating all digital promotional material (such as the Sticky Tickets event page, Facebook events, your website, event listing websites, etc..) as soon as possible. When making changes to Facebook events, you should also post to the event page apologising about the mistake and notifying guests of the updates.
If you have already handed out posters or flyers with the incorrect information, it might be worth printing more – depending on your timeline. Otherwise, you should make updates on the relevant landing pages; that is, the webpage or other platform that people are directed to for more information. Make sure you clearly make reference to the error and state the correct information. You should also apologise for the error if it is appropriate to do so.
3. Miscommunication With Your Team
Communication is key to running a successful event. But how can you make sure your team is on the same page?
In the early stages of the event planning process, make sure you delegate tasks effectively and unambiguously. When delegating jobs to team members, give them as much information you can, provide them with a deadline and budget if appropriate, and make sure they know to ask more questions if they don’t understand something or need more help. It is also a good idea to follow up delegated tasks, or risk important things going under the radar until it’s too late.
When it comes to the day of your event, clear communication can be make or break. In order to avoid miscommunication and potential disasters, there are two crucial points to remember. Firstly, you should agree on decision-making roles within your team. This means that if something goes wrong during the event, someone can make a quick, informed decision about how to respond, without having to track you down. Secondly, you should develop a clear communications plan for event, and share it with your team. This plan should state who reports to who and which methods of communication to be used and when.
Have you learnt any lessons from past event mishaps? What were they?
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