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Major Event Planning Fails

 

Failure is something that goes hand in hand with the event planning industry. If you plan events you're probably used to things not going exactly as planned. Some things can go wrong, and with a bit of planning before hand and slick management, no great damage occurs. More serious failure, the topic of this post, can have catastrophic consequences for all concerned. We'll also try and give you some ideas how to avoid it.

Overloaded Wi-Fi 

Wi-Fi is critical because in an event you're packing people into one place, most likely where they have limited reception, and they can't stay connected. Getting Wi-Fi right takes a bit of planning from experts in the field; who, with a knowledge of numbers and event layout can easily solve the problem.

The same speakers

If the same speaker is invited back year after year they will drive attendance down, even if they're awesome. People come to events to learn something they don't know and to meet with new people. The same speaker as last year is clearly neither.

Confusion

The job of getting people to the right place at the right time does not end with sending them a pdf of the program (this is also a bad idea). People will need active management to know where to go and when. While not being intrusive, this will normally involve having staff to point disorientated people in the right direction, easy access to the program and a frequent reminder of what's up next.

Lost value

As we said earlier, people go to events to learn new things and meet new and interesting people. The event must facilitate this by gathering resources in one easily accessible area (slides for example). It must  also make it as easy as possible to network, some useful ideas are an early distribution of the attendance list (and update once the event starts, to cater for no shows), readable name badges and space, in both the program and venue, to network.

Not universally accessible

It is statistically probable that your event will have a number of disabled attendees - you may not even realize it. You will realize it however, when somebody can not get in or there is not space for a wheel chair in your conference room. Make sure you cater for people with disabilities.

There will also be people with special dietary needs, even if they did not register them. Ensure your caterer can cope with all likely scenarios. This may not be in large numbers but could ruin the event for someone.

As a Los Angeles based ground transportation company, Exclusive Sedan can offer more than just advice for getting your event right - we provide the full spectrum of business and leisure chauffeured transportation and have a long history of working with event organizers and delivering outstanding levels of service, planning advice and support. Operating in the Los Angeles area and with affiliates throughout the world, we’d love to hear from you, so call us today to ensure one aspect of your event planning is not a concern.

 

Posted on Apr 16 2014

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