10 Small Things That Can Derail Your Event

The devil is in the details, any even planner can tell you this. Sometimes the smallest slip-up can cast a shadow over the entire event.

Here’s our list of 10 things to avoid avoiding.

1 – No Contact List

If you’re working a large event, you can’t expect every volunteer to know ever supervisor, especially when they are working in different areas. It is very handy to have an overall volunteer contact list, with names and phone numbers. This list should also include supervisors, event organizers and even vendors. Having this list makes life so much easier – especially when it comes to communicating within the event.

 

2 – Bathrooms

Yay! You managed to secure the nicest, shiniest and most spacious port-a-potty around! That’s great, but how are you going to keep it that way? Most events think that simply having toilet facilities is enough. No, NO, NO! Bathrooms should be kept clean and fully stocked throughout the event. Hiring someone to maintain the facilities throughout the event is a must. This one can make or break your event.

 

3 – Garbage

Cleaning up garbage is not the dream job, and at large events, it’s definitely not a coveted one. Attendees walking around your event grounds will notice trash on the ground, even that one paper cup that someone dropped by accident. There’s a reason you never see trash at Disney World: BECAUSE NO ONE LIKES LOOKING AT IT! Hire an external company, or put a few trusted volunteers on Neat Patrol. You can thank us later.

 

4 – Sounds like a problem

Nothing is more painfully awkward or makes an event attendee reach for their phone faster than dead noise. Low key background music or ambient music can never hurt your event. However, bad sound (too much static, too much feedback, too much bass) can crush your event. Keep it pleasant an enjoyable, avoid obnoxious sounds or awkward silence.

 

5 – Lack of Volunteers

When you don’t have enough people to fill all the positions you need, people will notice. Even simple things like ushers, ticket takers or bar staff, attendees will notice if you do not have enough. Look at your projected event attendance and busiest times for your event and schedule volunteers or event workers accordingly.

 

6 – Run of Time  

Knowing your event inside and out. Having an idea of the exact timing of the event makes for an enjoyable time for everyone (including you). No one like stressing over timing or event happenings. Have rehearsal evenings if possible, bring in your volunteers, familiarize them with the event run of show. When everyone is briefed, on the same page and familiar with the run of show, then you have the best chance of a flawless event.

 

7 – Security

Not all security is created equally. Sometimes security is just a small woman saying “excuse me sir, where is your ticket?” Other times, security is a buff guy in a uniform or black shirt that says a clear “hey, no funny business” message. Either way, event attendees, whether they admit it or not, prefer to feel safe. By showing that trouble makers and gate crashers will not be tolerated already gives your event a leg up. Security also gives the look of exclusivity, that your event is worth protecting.

 

8 – Set up time

If you’re an event with a lot of moving parts, we recommend being ready for attendees at least 2 hours out. Having everyone briefed and ready to go at this time leaves room for a margin of error and time to correct any issues before you officially open. Making sure you have all supplies on hand and ready to go at the latest an hour before you open to the public makes for a smoother event opening. Preparedness in general gives the feeling of professionalism.

 

9 – Photos

Photos are not just for posting. They are a great point of reference for future events. Grab photos of EVERYTHING! Set up, volunteers, sponsors, performances, booths, layout: get them all! You can never have too many photos, especially if this is your first event. Photos can help you figure out what you’re missing, what you need and what worked well.

 

10 – Supplies

Having an event kit with the basics (tape, scissors, cable ties, string) is a must. You never know when you may need to patch or secure something. Besides, it’s always good to have your Event Preparedness Kit (see article).