3 Common Mistakes in Corporate Event Management

Organizing a successful corporate event is not always an easy feat. You'll always have to consider various factors in event management such as logistics, budgeting, marketing, and even your team members' skill sets and schedules. Despite having countless things to consider, it is not enough of an excuse to make mistakes. At the end of the day, having an understanding of the common mistakes in corporate event management is vital to lower the risks of committing them and negatively affecting your event. 

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In this blog post, we share with you three common mistakes in planning corporate events and how to avoid them. To help you further in managing events, we have also listed the do's and don'ts in corporate event Management.

3 Common Mistakes in Corporate Event Management

Believe it or not, knowing these three common mistakes in corporate event management may just save you time, effort, and cost. Let's discuss each one of them below. 

1. Not Double-Checking the Important Details of the Events

We know this seems like a no-brainer, but when things are moving fast, it can be overlooked. Double-checking the details of your event is an essential part of being an event organizer. Missing some details of your event can negatively affect the experience of your participants and guests more than you think. When they have a negative experience, they become less interested in attending your future events, affecting the overall attendance rate. On top of that, your reputation as an organizer and your client company's image may be affected. 

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Furthermore, not double-checking the event details creates stress for the organizers and staff. If there are last-minute changes or mistakes, it can be difficult and time-consuming to make the necessary adjustments leading to added stress and affecting their ability to manage the event smoothly. To prevent this mistake, organizers should always add “double-check the event details” in their to-do list before and during the event. Some important event details that organizers should take note of are the following: 

• Venue
• Supplies
• Guest list
• Logistics
• Schedule
• Equipment

If the manager or organizer is too busy with other tasks, it would also help to assign other staff to double-check the event details. 

2. Overspending

There is a reason why companies set a budget for events. This is to avoid overspending on a single event and allocate the budget for other activities. However, sticking to a budget can be a challenge, especially with the current economic situation and the high inflation of goods. Nevertheless, organizers should stay disciplined in spending as going beyond budget can lead to errors. 

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Overspending the budget can lead to budget deficits and financial difficulties for the organizers. This can result in decreased profits, lower return or investment (ROI), or losses for the event, which can impact future event budgets and the sustainability of the business. Additionally, it also limits the ability of the organizers to invest in other important aspects of the event that significantly contribute to its success. Furthermore, overspending creates a perception of waste or excess among attendees, which can negatively impact the reputation of the company. 

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We understand that sticking to the budget is a challenging part of organizing an event as you may need to adjust the budget every now and then to spend on decorations, food, and more. However, part of being a good event manager is knowing how to use resources wisely. To avoid overspending, we recommend analyzing your budget and expenses first before purchases are made. If you are having difficulty managing the budget or finding organizers that can supply your needs within your expected cost, you may want to consider asking for help from your colleagues or partners. When creating a budget plan, it can also help to allocate a 10% to 15% contingent risk buffer to cover unexpected spending. 

3. Lack of Time to Set Up

This one sneaks up on you. You can spend hours planning the budgets and double checking everything you need to consider (we like that you stuck to the first 2 points), but end up leaving very little time to get the event ready. When managing events, organizers can overlook the importance of allocating enough time to set up. Here's why you should avoid this mistake in your next event.

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When you lack the time to set up, you create time pressure for yourself and your staff. Like other workers, when your staff members are under pressure, they may not be able to carry out their tasks effectively. When they do not have enough time to set up chairs, tables, equipment, and signage, the venue may look disorganized. Additionally, you may have to extend the set-up time and start your event later than originally planned. To avoid issues due to a lack of set-up time, it is best to calculate the hours you need to prepare and add an extra hour or two to check if everything is in place. As much as possible, have everything ready at least 30 minutes before the guests arrive, though an hour or more would be best. It's always nice to have some extra time for the finer details afterwards.

Do's and Don'ts in Corporate Event Management

In addition to the common mistakes, it also pays to know the do's and don'ts in managing corporate events. 

Do's

1. Do plan early and delegate tasks among your team.
2. Do maintain clear communication with your staff members, clients, and suppliers.
3. Do set objectives and a theme that reflects the corporate event. 
4. Do incorporate buffer time between activities so participants can relax.
5. Do choose an event supplier because they can cater to your needs, not just because they are cost-effective. 
6. Do plan activities that encourage guest participation.
7. Do welcome guests warmly and consider their comfort in all your decisions. 
8. Do enjoy the event and reward yourself after!

Don'ts

1. Don’t forget your budget and checklist.
2. Don’t plan everything on your own, learn to work with your team.
3. Don’t forget to collect data after the event and take note of your strengths and weaknesses.
4. Don't leave things until the last minute.

Manage Your Corporate Events Like a Pro

Did you know that it is possible to streamline your processes and automate manual tasks in just a few clicks through business automation? Business automation platforms like StaffConnect allow you to do more with less time and effort. Our app is equipped with all the tools you need to manage corporate events like a pro. 

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If you are ready to experience the difference with StaffConnect, make sure to book your free demo today!