Organizing an event involves many demands and steps, and therefore it's common to make some mistakes. However, it's necessary to organize every detail to avoid these failures and, most importantly, to prevent them from negatively impacting the event.

Here on the blog, you'll find content full of tips for organizing various gatherings, from... wedding anniversaries à corporate get-togethers. But what should you do if something goes wrong while organizing an event?

Whether social or corporate, events are experiences that remain in the memories of the guests, and therefore, those who organize them have many responsibilities. To support these professionals, this article presents 5 common mistakes that can occur when organizing an event, and how to avoid them. Check it out!

First mistake: lack of planning when organizing an event.

A lack of proper planning is certainly one of the most common mistakes. This is because often there is little time to prepare for an event, in the case of corporate events, or in the case of social events, the host does not have a professional who understands all the planning necessary to organize an event.

Event planning is crucial and should begin months before the big day. This will help you avoid wasting time and money. Furthermore, planning involves many aspects such as management software, selecting suppliers, the quotation process, and other steps. However, there are two fundamental points to note and remember:

Planning ahead is essential.

As we mentioned, planning an event should begin months in advance. This is because planning ahead allows for better decision-making, securing the desired supplier, negotiating prices, and more.

Furthermore, organizing an event involves a long list of tasks that need to be completed. For example, budgeting, hiring, menu approval and other food and beverage arrangements, date reservations, and preparing communications. And that takes time!

Preparing for unexpected events is also part of organizing an event.

Unexpected events happen, and they need to be at least minimally anticipated in planning to prevent them from becoming major problems. Therefore, a good tip is to develop a 'contingency plan' a few weeks in advance that includes possible problems, scenarios, and some likely solutions. This way, you will feel more prepared should any of these occur.

Second mistake: not knowing the audience.

Another mistake that can happen when organizing an event is not knowing your audience well. In the case of corporate meetings or those open to the general public, having this knowledge will allow you, for example, to carry out more effective promotion, using the right channels and attracting the people you really want.

Furthermore, knowing your audience will also help you make important decisions related to attractions (which ones will people like the most?), locations (does the place need to be close to hotels?), and more.

And for those who think it's not necessary to know who will be attending their event, when we're talking about social gatherings, that's not true. For example, consider a children's audience: will your wedding, birthday, or graduation have many children? If so, offering a recreational area is a good idea. Another situation involves people with dietary restrictions, so it's important to offer specific dishes for them.

Third mistake: organizing an event goes beyond just planning: don't forget the aftermath.

Not communicating with guests or participants after the event is one of the most common mistakes. This is because many people think that organizing a gathering only goes up to the big day, but the follow-up is crucial.

In the corporate world or at open events, it's possible to send satisfaction surveys, messages, and emails thanking attendees for their participation. In the world of social gatherings, ensuring the host sends a thank-you message to everyone is a plus. Therefore, when organizing an event, don't forget the follow-up.

4th mistake: not using technology to your event's advantage.

There are processes that help in accomplishing tasks when organizing an event. Likewise, we also have technologies that facilitate the execution of tasks and improve the experience for guests and those planning the event.

Software for attendance confirmation, demand management systems, outreach tools, and other technologies can help prevent errors and streamline the process.

5th mistake: choosing the wrong location when organizing an event.

Finally, the choice of event location is crucial, as this decision must consider factors beyond just the event's structure. It's also necessary to think about how people will travel to the location, both those who live there and those coming from other cities.

It's also important to pay attention to whether the chosen location is close to hotels, shopping centers, and products and services, which makes the experience better and easier for those coming from out of town!

Other points to consider include audience comfort, adequate security, parking, and other details that make all the difference when organizing an event and can easily be overlooked.

Host your event with us!

The Center Convention space adapts to a wide variety of events, so when organizing an event, count on us! You can check out all the infrastructure available at the Convention and throughout the Center Shopping Complex by talking to our team. Call us at (34) 3239-8300 or email comercial@centerconvention.com.br. You can also reserve a date by clicking [here]. HERE.