So, you’ve spent hours planning your next event and everything is ticked on your todo list. What could possibly go wrong? Well, in our experience, quite a lot actually! The very nature of managing events and the myriad of different elements involved can mean they are a disaster waiting to happen. The trick is preparing for the worst and knowing what to do when things go wrong.
In this article we’ll take a look at some of the most annoying things that can go wrong and some things you can do to ensure you are on top of the problem before it threatens to ruin your event altogether.
Create A Schedule Of The Day
It’s essential that you have a timeline of what is supposed to happen when so that you can plan ahead and predict what could possibly go wrong. If you have delegates arriving, allocate enough time for them to go through registration. If you are holding an exhibition, allow for exhibitors to find their stand position and set up before letting members of the public in. A dinner and dance should allow enough time for guests to have a first drink, drop off coats and mingle for a while before taking their seats.
Check, Check and Double Check
No matter how stringently you have planned everything, there are bound to be little problems that eat into your time which could threaten the smooth running of your event. Here are just some of the things you should look out for:
- If you have arranged delivery of items to your venue, follow up with the delivery company regularly to ensure timely delivery. The last thing you need is for your Tannoy equipment or catered items to miss their allocated slot or never turn up at all.
- If you have delegates or technicians working at your event, ensure they know where they are supposed to be, what time they are taking to the stage or what their tasks are.
- Ensure the venue is going to be ready for you when you get there. A venue that hasn’t been cleaned or even worse is locked up when you arrive is a disaster that could ruin your event completely if you cannot find a solution in time.
Try to build some contingency time into your schedule so that you can respond to unexpected delays and ease any panic.
Don’t Be Afraid To Delegate
One of the worst things you can do when managing an event is to think you can do everything yourself and be all things to all people. This is a sure recipe for disaster, no matter how good you are at multitasking. Instead, delegate tasks to teams or individuals both on and off site and ensure that every element of the event is covered.
Walk The Course
Checking out your venue long before your event starts will ensure you have time to iron out any problems. Walking the course will give you time to ensure necessary signage is in position, tables and chairs set correctly, technical equipment set up and working, catering organised and that everybody involved with running the event knows where they should be and what they should be doing. Also, ensure you have a point of contact at the venue that you can contact easily in the event of a problem.
Communicate With Guests And Delegates
Make sure that your guests or delegates know exactly what time they are expected and where they should arrive. Many events have been delayed due to late arrivals, and the last thing you want is for your guests to be stressed.
Arrange Furniture Hire With Confidence
Here at Furniture Hire UK, we excel at helping our customers manage their events with precision. Our furniture hire services are designed to give you one less thing to worry about and our delivery and collection service ensures your furniture is where you need it when you need it. Whether you are looking for conference chairs, banqueting tables or event furniture, we are the company to call!