A terrible event manager is one who, when organizing a sizable outdoor event, hopes for perfect weather and does not have a “plan B.” Practice demonstrates that mistakes are made by even experts. Such errors come with a price: a ruined occasion, disgruntled attendees, and a destroyed reputation.
We emphasized the key errors and provided advice on how to avoid them in the essay.
- Errors in logistics planning. Many things can cause this, but one is that you might underestimate the number of people. Always consider the largest number of passengers when planning transportation. Additionally, you should employ a carrier from a spot close to the event’s location or the departure point for most attendees. For instance, minibus rental munich is the best option if you are planning an event there.
- Badly researched audience depth and competitors. You should always be aware of the people already employed in this sector and their precise methods of operation. For example, there is a strong likelihood that no one will attend the eleventh agro-industrial meeting if there have already been ten. Alternately, you need to create some sort of attractive, non-standard content that stands out from the competition.
- Poor quality content. Just as interesting content can save an event in a highly competitive environment, boring low-quality content can ruin any undertaking in the bud, even if the niche is very promising.
- Poorly organized “online navigation”. Navigation is always essential. And if offline a participant can approach a volunteer or a security guard or ask another participant how to find this or that hall, then it is almost impossible to do this while online. Therefore, it is important to think over the participant’s path from registration or announcement (so that he does not lose the link and does not forget about the event) until the end of the broadcast. It is necessary to provide for the ability to easily switch between halls and find the desired section or speaker. It is also important not to lose the attention of the participant and try to lead him throughout the broadcast from start to finish. If you have event locations in different places – you should also consider some rental services like minibus hire Munich. Without a clear preliminary study and testing, all this cannot be achieved.
- Weak technical training. In online and offline events, the format of specialized training is completely different. We should think over not only the building of the stage (light, sound, scenery) but also the shooting and broadcasting itself. It is important to think over not only the scenario of the event but also the scenario of the broadcast itself, behind which there is a huge layer of content and technical preparation. And finally, the biggest nightmare of all online events is a disconnection due to technical failures.
- Bad contractors. It would be unfortunate if you carefully planned the event, thought through the material and realized a brilliant idea, but your contractors spoiled it all. Hire only reputable companies for catering, lighting displays, and transportation. And in this case, we’re not only discussing guest transportation but also staff delivery. It is preferable to rent a minibus Munich that can transport everyone to their destination simultaneously.
- Options for action in case something goes wrong are not worked out. If something goes wrong during or before the start of an event, you should always have backup scenarios. To minimize the harm from difficult situations, even at the organization stage, you need to conduct stress tests and think over plans B and C. Perhaps it is worth providing additional buses for transporting people. In any case, if you contact logistics professionals (such as BCS Travel), they will offer you various alternatives and help you think through logistics, taking into account emergencies. And you should always understand that sometimes it is better to cancel or reschedule an event than to try to hold it despite the prevailing unfavorable circumstances.
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