Ways to Prevent Problems When Staging an Event

Getting tasked to organise an event is challenging

Ways to Prevent Problems When Staging an Event

Getting tasked to organise an event is challenging. You need to prove that you can pull off a great job. Several people are expecting great things from the event. If you fail, the blame will most likely fall on your shoulders. These are some tips to help prevent potential problems when staging major events.

 

Do not deal with all the details alone

 

It helps that you stay on top of everything, but it does not mean you should not trust other people to do their tasks. Make sure that you divide the responsibilities among the members of your team. Assign leaders for every committee and talk to these people to follow up, instead of going directly to all the members of the committees. Even if you feel tempted to micromanage, you should not. You are only putting more burden on your shoulders, and it might pull the event down as the members of your team do not feel motivated at all.

 

Set a budget and stick with it

 

Whether you have the freedom to adjust the amount given to you for the event or you need someone to approve everything, it is crucial that you create a clear budget. Stick to it no matter what happens. You do not want to blow up the expenses when you have no means of getting the money back. Try your best when negotiating with suppliers to ensure that you do not go beyond what you set. 

 

Never sacrifice quality

 

When you already have an idea of how much you are going to spend, you need to look at the top options first. For instance, if you expect a hundred attendees for a fundraiser, do not choose a venue that will not accommodate everyone. The same thing applies when you look for a sound system and lighting equipment. In staging a concert, these are the aspects you cannot afford to compromise. Check out event production companies with positive reviews so you will not regret your decision. 

 

Sign contracts

 

Whether you are dealing with a venue coordinator or a catering service provider, you need to ensure that you put everything in writing. The contract indicates how much you will pay and the services you will receive in exchange for the payment. It also shows the penalties for both sides for failure to hold up their end of the deal. You could use the document to legally fight against the suppliers if they fail to do their part.

 

Do not exaggerate your advertisements

 

Another reason why people feel disappointed with events is that the organisers overpromise but under deliver. Make sure that you do not promise what you are not going to provide; otherwise, people will expect a lot and get angry when you fail to meet their expectations. 

 

With these tips, you can succeed in asking people to support the event, and they will go home feeling satisfied. You might even have the chance to organise another event soon. 

Image: https://unsplash.com/photos/ZODcBkEohk8

Updated Date: 29 May 2019, 04:54

John Thunberbold

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